Leads
The enquiry pipeline: six stages, an activity log, and the one button that turns a lead into a trial.
A lead is somebody who has shown interest but has not filled in your registration form. A phone enquiry, a walk-in who took a flyer, a referral from an existing family, or somebody who used the "not ready to register?" form on your public website.
Students then Leads is a simple pipeline: a list of people, a stage each, a note history, and one button that turns a lead into a real trial.
Lead, registration, trial — the difference
| What it is | Is there a student record? | |
|---|---|---|
| Lead | A name and a way to contact them. | No. |
| Registration | A completed sign-up form. | Yes. |
| Trial | A prospect with free classes booked. | Yes. |
That first row is the important one. A lead is deliberately lightweight — no date of birth, no guardian, no waivers. Converting the lead is what creates the student.
Where leads come from
| Source | How |
|---|---|
| Website form | The lead-capture form at the bottom of your public website. |
| Phone, Walk-in, Referral, Other | Typed in by staff with New Lead. |
| Manual | The default when nothing more specific fits. |
Every lead needs either an email or a phone number — a lead nobody can contact is not a lead, and the form refuses to save one.
Adding a lead by hand
Students then Leads → New Lead. A panel slides in asking for:
- Name — required.
- Email and Phone — at least one.
- Source — pick the one that matches how they reached you.
- Program of interest — optional, from your active programs.
- Interest / notes — free text, up to 2,000 characters. Write down what they actually said; it is the thing that makes the follow-up call not start from scratch.
Add the lead while the person is still standing there or still on the phone. A lead recorded three days later is a lead that was never followed up.
The six stages
Filter tabs across the top of the screen count how many leads sit in each stage.
| Stage | What it means |
|---|---|
| New | Nobody has contacted them yet. |
| Contacted | You have reached out. |
| Booked | They have agreed to come in. |
| Cold | Interested, but not now. Worth another try later. |
| Converted | They became a real trial. Set automatically — see below. |
| Lost | Not happening. |
Change the stage from the Stage dropdown in the lead's detail panel. Every change is written into the activity log as "New → Contacted", so the history of who moved what and when is kept for you.
You cannot set a lead to Converted by hand
Converted is only ever reached through the Convert to Trial button. The dropdown does not offer it, and the app rejects an attempt to set it directly.
That is deliberate: a lead marked converted carries links to the real student and trial it produced, and those links have to be created at the same moment as the stage, or the record becomes a claim with nothing behind it.
The detail panel
Click a lead to open it. It shows the stage badge, the source, their contact details, the program they asked about, their interest text and the date created.
Underneath is the Activity log — an append-only history of everything that has happened to this lead:
- Created — when it arrived, and from where.
- Stage change — every move, with both stages named.
- Note — whatever you write in the Add a note... box.
- Converted — the moment it became a trial.
Notes cannot be edited or deleted. Write the outcome of each call as a note and the pipeline doubles as a record of what your studio actually did about each enquiry.
Converting a lead to a trial
This is the point of the screen. Convert to Trial opens a short form that creates a real student and a real trial in one action.
Confirm the student's details
First name, last name and date of birth — which the lead does not have, so you have to ask. Then the program for the trial.
Guardian, if it's a child
The guardian section appears automatically for anyone under 18 and is required. For an adult it is hidden, with an opt-in tick box if you want to record a contact anyway — exactly like the public registration form.
Confirm conversion
The app creates the student, a registration behind the scenes, and a trial with your studio's trial-class allowance. It does not create an enrollment — a trial is not a paid membership.
If a student with the same name and date of birth already exists, you get an amber warning — "A student with the same name and date of birth already exists at this studio. Convert anyway?" — with Cancel and Convert as duplicate. Cancel and go looking first; a returning student should be found rather than recreated.
Once converted, the panel turns green and offers two links: View trials and a link to the new student's page. The stage is locked at Converted and the lead is finished with — the trial is the live record from that point.
Book them into a class next: Trials.
Which leads need you today
The Dashboard has a leads tile that counts leads needing follow-up — anything still sitting in New more than three days after it arrived, alongside how many are new this week and how many converted. Clicking through lands on this screen with the stage filter already applied.
Three days is the built-in definition of "we have dropped this", and it is the single number on the dashboard most likely to be worth money.
Who can do what
Owner and Admin can create leads, move stages, add notes and convert. Instructor can open the screen and read it, but any change is refused.
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