📝 Overview

This guide walks through one way to configure your BoxMate CRM — capturing lead information via a landing page form first, then reaching out to schedule an intro or trial before sending a TeamUp membership invite.

It covers CRM configuration, landing page setup, TeamUp membership mapping, notification settings, and how to manage leads as they move through your funnel.

💡 For a full video walkthrough of CRM configuration, see the Configuring Your BoxMate CRM video.

⚠️ If your new leads purchase a TeamUp trial or drop-in first, see CRM Funnel #1 instead.

🛠️ Setup

Work through the steps below to get your CRM configured and ready to manage new leads.

1️⃣ Configure Your CRM

To begin, head to CRM ➜ Configure.

2️⃣ Build Your Landing Page

Your landing page is the form you'll share on your website and social media channels to capture contact details from people interested in joining your gym. Click Manage Landing Page to start building it.

Click the arrow to learn more about the landing page builder

The builder lets you customise the following fields:

Title	A short, welcoming message, for example: "Welcome to [Gym Name]."
Description	A brief summary of what people can expect from joining your gym.
Thank you message	Shown after someone submits the form. Use this to thank them and let them know your team will be in touch shortly.
Phone Number	Toggle whether a phone number field is required on the form.
Questions	Add custom questions on the right-hand side. Type your question, choose the response type (multiple choice, single choice, text response, or checkbox), and add answer options if needed. You can reorder questions by dragging, or edit and delete them at any time.

Once finished, click Save Config, then Preview Page to see how your landing page will look to leads.

⚠️ Always click Save Config before navigating away from the builder, or your changes will be lost.

Once someone submits your landing page form, they'll appear in the New Leads section of your CRM with all the information they provided.

💡 On the DRIVE package, you can create multiple landing pages for different campaigns or membership types, each triggering its own automated email journeys. See the Custom CRM Campaigns guide for more.

Adding a Manual Lead

If a lead comes to you outside of the landing page form, you can add them manually. At the top of the CRM, click Add Manual Lead next to the Configure button.

3️⃣ Personalise Your CRM Flow

Scroll to the bottom of the configuration page to find the TeamUp Membership Configuration section. This is where you map your TeamUp membership types to the relevant stages of your CRM funnel.

Click the arrow to learn how to configure TeamUp membership mapping

From the dropdown, select a membership type and click either Trial or Customer to categorise it.

Once saved, your CRM will automatically move leads through the funnel as they make purchases, for example, a lead who buys a trial membership moves to the Trial stage, and once they purchase a customer membership, they move to the New Customer Nurture stage.

💡 You don't need to assign every membership type, just those typically sent to new prospects or new customers.

Above the membership mapping section you'll find the TeamUp Flow settings:

Click the arrow to learn more about TeamUp flow settings

Auto Create TeamUp Leads	Keep this on. This ensures that anyone who purchases a TeamUp membership outside the usual flow is still created as a lead in your CRM.
Auto Progress TeamUp Leads	Keep this on. Leads move through the funnel automatically as they make purchases, without you needing to manually progress them.
Invite to TeamUp	Add the default membership type you'd typically send to a new lead, along with a default message. This pre-populates the invite each time, saving you from writing it from scratch, you can still edit it before sending.

The final section of the configuration page controls how you're notified about new leads and when members receive their BoxMate invite:

Click the arrow to learn more about notification & BoxMate invite settings

Coach Notifications — Choose which coaching staff are notified when a new lead comes in, and whether they're notified by email, push notification, or both.

Disable Trial Stage — If your gym doesn't use a trial step (for example, you book new leads directly into an intro without a TeamUp purchase), you can disable the trial stage to keep your funnel cleaner.

Invite to BoxMate — Controls when a lead receives an email invite to download BoxMate:

Option 1 — Add or Invite Manually:
You control when and how each person is invited.
Option 2 — When a new lead is created:
The invite is sent as soon as they submit the landing page form.
Option 3 — When a lead starts a trial membership:
The invite is sent when they purchase a membership classified as a trial.
Option 4 — When a lead converts to a full customer membership:
The invite is sent when they purchase a membership classified as a customer membership.

💡 Some gyms prefer to invite leads to BoxMate as soon as they start a trial so they can see programming and connect with the community early. Others wait until a full membership is purchased. Choose whichever works best for your gym.

4️⃣ Save Your Configuration

Once you've completed all configuration steps, scroll to the top of the page and click Save Config to save all changes.

⛔️ Do not navigate away from the configuration page without clicking Save Config first, or your changes will not be saved.

Once saved, click Back to CRM to return to your CRM and begin managing leads.

5️⃣ Managing New Leads

When a lead submits your landing page form, they appear in the New Leads section of your CRM with all the information they provided. Tap on a lead and click Information to view their contact details and answers to your custom questions.

Click the arrow to learn more about lead actions

From the lead's Journey view, you can take the following actions:

Add Note — Record any interactions with this lead, such as calls, messages, or conversations.

Schedule Intro — Pick a date and time for this person to visit the gym. A red indicator appears next to the lead's name. Once they've attended, click the red button to mark it green.

Invite to TeamUp — Once you've spoken with the lead and are ready to send a membership invite, click Invite to TeamUp. The invite pre-populates with your default membership type and message, edit as needed, then click the pink Invite button to send.

💡 On the DRIVE package, you can fully automate lead emails and actions. See the CRM Journeys & Automations guide.

Other Lead Functions

From a lead's Journey view, you can also access the following actions:

TeamUp Sync	Refreshes the latest TeamUp membership data for this lead. Useful if you've recently updated membership classifications.
Invite to BoxMate	Manually sends this lead an email with instructions on how to download and sign up for BoxMate.
Progress Lead	Manually moves the lead to the next funnel stage, bypassing the automatic trigger. Useful if a trial was completed or paid for outside of TeamUp.
Archive	Moves the lead to the Archive section of your CRM.
Remove	Permanently deletes this lead and their data from your CRM.

⚙️ Final Step: TeamUp Auto-Approve

To make it easy for new members to get into BoxMate, keep TeamUp Auto-Approve turned on. This means members can download BoxMate, tap Use TeamUp, and log in with their existing TeamUp details, creating and linking their BoxMate account automatically without needing manual approval from you.

Head to Account ➜ Settings and tap the TeamUp tab to confirm Auto-Approve is on. You can also add membership exclusions here, for example, if you have a drop-in class or short-term pass that shouldn't automatically unlock BoxMate access.