Enquiry and Trial Pass Tracking for Gyms

This module records every person who asks about joining, from the first call at the desk to the trial pass and the follow-up. The owner and the sales desk read it each day.

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What an enquiry record holds

Each enquiry is a short record that the desk fills in while the person is still standing there.

Who and where from

The caller’s name, the number and the source, such as a walk-in, a call, an Instagram message or a referral from an existing member.

Goal and plan interest

Weight loss, muscle gain or general fitness, and the plan the person asked about. The desk can then speak about the right plan on the next call.

Trial pass

A one-day or three-day pass is issued with a start date. The pass is counted at the door like a plan, so a visitor cannot walk in for free week after week.

Follow-up date

The desk sets the next call date. People who have not joined appear on that day’s list.

From trial to joined member

When a person decides to join, the enquiry converts into a member profile without retyping. The goal and the contact details carry over. The plan, fee and start date are added, and the joining steps continue in the plans module. An enquiry that goes cold is marked with a reason. Price, distance and another gym are common ones.

Who uses it

Front desk

Adds enquiries and issues trial passes. Works through the day’s follow-up list.

Owner

Reads which sources bring people in and how many trials end in a joining.

Trainers

Can be shown the trial visitors of the day so a trainer greets them on the floor.

What the client decides

How many trial days a visitor gets and whether a trial is free or paid
Which sources and lost reasons appear in the drop-down lists
Who may issue a trial pass and who may extend one
Whether a joining offer applies to a converted trial

FAQ

Frequently asked questions

Can a trial visitor be stopped from coming back repeatedly?

Yes. The trial pass carries an end date and a visit count, and the door check flags a visitor whose pass is used up.

Does a converted enquiry need to be typed again?

No. Contact details and the goal move across to the member profile when the person joins.

Can enquiries from Instagram or a website form be added automatically?

Only where a connection is built. Otherwise the desk enters the source by hand, and any automatic capture is scoped separately.

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