Automatic sources

Leads are captured automatically from your public website form, an embeddable widget, inbound SMS to a configured keyword, and missed calls — no manual entry needed.

Manual entry

Go to Dashboard > Leads > New Lead to add a walk-in inquiry or a lead from a source outside the app (referral, phone call, in-person visit).

CSV import

Bulk-import leads from a spreadsheet — useful when migrating from another CRM or importing a trade show sign-up sheet.

Deduping

Leads with a matching email or phone number within a recent window are merged into the existing record instead of creating a duplicate.

Status chips

The Leads list (Dashboard > Leads) shows count chips for each status — New, Contacted, Trial Booked, Trial Attended, Won, Lost. Click a chip to filter the list.

Lead detail

Open a lead to see contact info, source, activity timeline, and notes. Change status from the detail page as the lead progresses through the funnel.

Notes & activity

Add notes on a lead to record call outcomes or context. Status changes and messages are logged automatically to the activity timeline.

Lost reasons

When marking a lead Lost, record a reason (price, timing, no response, etc.) so you can spot patterns over time.

Automated outreach

Configure a sequence of SMS and email touches (Dashboard > Leads > Sequence) that fire automatically after a lead is captured, so no inquiry goes unanswered.

Editing steps

Each step has a delay, a channel (SMS or email), and a message template. Use {{firstName}} and other placeholders to personalize automatically.

Enabling and disabling

Toggle individual steps on or off without deleting them — useful for pausing a channel temporarily (e.g. SMS during a compliance review).

Consent is captured automatically

Every capture source sets SMS consent for you: a prospect who fills out the website form or embed widget checks a consent box; a prospect who texts your keyword number or calls and misses is treated as having consented by initiating contact. Manual entries and CSV imports never carry SMS consent — staff must confirm it directly with the lead before texting.

STOP opts a lead out everywhere

If a lead texts STOP to your studio's number, every lead record tied to that phone number is marked opted out and its follow-up sequence is stopped immediately — no further automated or one-off texts go out to that number.

Any reply pauses the sequence

When a lead texts back anything else (not just STOP), their automated sequence stops so a staff member can take over the conversation personally instead of the drip continuing to fire.

Quiet hours

Automated texts and emails only go out between 9 AM and 8 PM in the lead's local time zone. A step due outside that window waits until the window opens rather than sending late at night.

Sources

Dashboard > Leads > Settings lets you configure the embed widget, SMS keyword, and other capture sources for your studio.

Plan availability

Lead Pipeline is a separate plan feature from Advanced Reporting — check your plan in Settings if the Leads report tab shows an upgrade prompt.

What it does

A dedicated toll-free number belongs to your studio alone. It powers SMS keyword capture (prospects texting TRIAL or JOIN), missed-call text-back, and forwards voice calls to your front desk phone.

Getting one

Go to Dashboard > Leads > Settings and click "Get your studio number." The current monthly price is shown on the page before you buy, and the charge is added to your existing subscription.

Verification window

New numbers start with limited sending while Twilio reviews toll-free verification, which typically takes a few days. The settings page shows a status badge — Setting up, Verification pending, or Active once approved.

Cancelling

Cancelling stops future billing right away, but the number stays active until the end of your current billing period. After that it's permanently surrendered and can't be recovered — keyword capture and missed-call text-back stop working once it's released.

Print a flyer

As soon as you have a dedicated number, a printable Text-to-Join flyer is available in Dashboard > Handouts — see the Handouts help page for details.

Funnel stats

Dashboard > Reports > Leads shows total inquiries, trials booked, trials attended, and enrolled for the selected date range.

Cumulative counts

Counts are cumulative — an enrolled (Won) lead is also counted in Trials Booked and Trials Attended, since it passed through those stages on its way to enrollment.

By source table

The by-source table breaks down leads, trials, wins, and conversion rate per capture source, so you can see which channels convert best.

Weekly Trend

Groups leads by the week they were created and shows how far each week's cohort has progressed — inquiries, trials booked, and enrollments per week.

Time to Convert

Shows the median (and p90) days from inquiry to trial booking, and from trial booking to enrollment, so you can see where leads stall.

Nurture Sequence Effectiveness

Credits each trial booking to the last automated message the lead received before booking — so a step with many sends and few bookings is a candidate for rewriting. Because bookings can be credited to messages sent before the selected date range, a step's conversion can exceed 100% for short ranges.

Lost Reasons

Charts why leads were marked lost. Pick a reason from the list when marking a lead lost so this report stays meaningful (choose "Other…" for anything unusual).