This guide is designed to show you how to set up your BoxMate CRM if you are a gym who wants to capture information on your new potential customers such as their contact details before reaching out to them and scheduling in an intro or trial at your facility. (See Funnel 1 if your new leads purchase a TeamUp trial/ drop in first).
​
​For our full video guide on how to configure your CRM and all different options please click below.

Configuring Your BoxMate CRM

For a guide on how to setup your TeamUp customer site please click here:

📖 Configuring The TeamUp Customer Site

If you'd prefer to read through the steps, then keep reading this article which will show you how to configure your CRM step-by-step with screenshots instead.

Click configure CRM in the top right to go through to the configuration page.
​

So, you will want to capture information from your leads so that you can get in touch with them and convert them to customers.
​
At the top of the configuration screen you will find the Landing Page Configuration. This is where you will set up the information you want on your landing page where your potential new customers will fill out their details. At anytime you can click to preview the page in the top right corner.
​
This landing page is what you will host on your social media channels and website and will capture the information you need from leads/ people interested in joining your gym.
​

The picture above shows some example wording and questions for your landing page, but you can put anything you want to in here to personalise this for your business.
​
**Always remember to click 'Save Config' before navigating away from this builder**
​
​Title - A short/ sweet message something along the lines of 'Welcome to (insert gym name)
​
​Description - Here you can provide a little more information about what people can expect from joining up with you.
​
​Thank you message - This will pop up once a person has submitted their info so a nice message thanking them for getting in touch and letting them know a member of the team will soon be in touch,
​
​Phone Number - You can choose to toggle the phone number requirement on/ off. Some gyms choose to turn this off and collect the minimum info to have as few barriers to entry as possible (less to ask someone to do/ less chance of them not completing the form). However, lots of gyms like to ring up their prospective leads so leave this on. If you will be using the PLUS tier and want to be able to send automatic texts to leads you will need to turn on the phone number requirement.
​
​Questions - Next, you can build custom questions on the right hand side. Type in the question and then you can choose which type of response you're after from the question - e.g multiple choice where people can select a few options, just one choice or a text response or check box. If you are providing options for people to choose from you'll input those choices before clicking 'add input' to add the question. You can then change the order of the questions by dragging them up and down or edit or delete them too.
​
Once you are finished click 'Save Config' and then 'Preview Page' to see what your landing page is going to look like.

When you are happy with the way your landing page is looking, you can now move onto personalising the settings to work for you and the flow of how new leads join your gym.
​
Now, whenever someone completes this landing page form they will appear straight into the 'New Leads' section of your CRM with any information they filled in on that form and from there you can complete various actions (we will cover these actions below after the rest of the configuration steps!)
​
​
​Adding a Manual Lead
​
At the top of the CRM system - you will also see 'Add Manual Lead' next to the configuration button. This lets you add a lead manually if they've come to you in a different way to filling in the landing page form.
​
​

Scroll to the bottom of the page and here you will find the 'TeamUp Membership Configuration' section.
​
Now, you need to decide which memberships you class as 'trial' and which you class as 'full customer memberships'. From the drop down simply select the membership type then click the trial button or the customer button and you'll see them begin to appear under the relevant heading.
​
There is no need to assign all membership types to Trial/ Customer - just those that you would typically send out to new prospects or to people becoming customers.
​
​

Now, this is set up - your CRM will be able to move your new leads automatically through your CRM as they make purchases - e.g if a new lead buys the '1 week pass' from the example above, they will automatically move to the trial section of your CRM - and once they move onto purchase the 'CrossFit' membership in the example above, they will be moved into the 'New Customer Nurture' section.
​
​
Next you can customise a few of the TeamUp Flows on the section above. See the image below.
​
​'Auto Create TeamUp Leads' - Leaving this on is important - This means that for anyone who purchases a TeamUp membership outside of the usual flow will still be created as a lead in your CRM.
​
​Auto Progress TeamUp Leads' - Leaving this on is important for this to happen automatically for you so you don't have to manually move leads through / manage this yourself.
​
​'Invite to TeamUp' - This is a really nice timesaver - you can add in here the 'default' membership type you'd typically send out to a new lead and a default message you would typically send too! This can be edited easily to an individual before sending but saves you writing the whole thing out each time.
​

​
The final stage of the configuration is to decide a couple of ways in which you will be notified about new leads/ when customers will be invited to BoxMate etc.
​
So, on the screenshot below you'll see 3 options.
​
​

​
​Coach Notifications - This one is simply to decide which of your coaching staff, yourself included, will be notified about a lead coming into the system. And, if you want this to be just an email, just a push notification, or both.
​
​Disable trial stage - if your gym works where you will usually get a new lead in from the landing page, then you'll ring them up or contact them to book them in for a no-sweat intro that doesn't involve them making any purchases/ setting anything up on TeamUp, then you may want to disable the trial stage. This is simply because you don't need that extra step before leads become 'customers'. So for example, lead fills in the form, you call them, organise a drop in date and intro to the gym, from there you send them information on how to purchase a full membership with you guys, then they auto-appear in your 'New Customer Nurture area'. This just cleans up the CRM for you if you don't require the trial stage.
​
​Invite to BoxMate - this one is important because it gives you control over when you will add this person into your BoxMate account/ start paying for them as part of your gym.
​

​Option 1 - Add or Invite Manually - You can leave this to manual if you want to always have to reach out yourself to let someone know how they can sign up to your BoxMate.
​
​Option 2 - When a new lead is created - This simply means when a lead appears into your 'new lead section' after completing the form they will automatically receive an email at the same time letting them know how to download and sign up for BoxMate.
​
​Option 3 - When a lead starts a trial membership- This means when a lead purchases a trial membership (a membership you have classed as a trial) they will automatically receive an email at the same time letting them know how to download and sign up for BoxMate.
​
​Option 4 - When a lead converts to a full customer membership- This means when a lead purchases a customer membership (a membership you have classed as a customer) they will automatically receive an email at the same time letting them know how to download and sign up for BoxMate.
​
​
It's totally up to you how you want this to work! Some gyms like to have people getting integrated into their BoxMate community as soon as they start a trial so that they can see programming, get to know some names, start getting high 5s on their logged scores etc. Other gyms like to leave this as when someone becomes a 'full customer' so that they are only joining up once they've committed to a longer term membership. So, have a think how you want this to work for your gym community.
​
​

This section on your CRM is where any potential new customer will land as soon as they fill in the landing page form.
​
Now, you can keep a really close eye on this lead and make sure to help and integrate them into your gym community from the get-go!
​
So, to view information on this lead, simply tap on them, and from the pop up click 'Information' and here you can see the email/ phone number they came through with.
​
​

​Now, the next part is up to you and your team. It might be that from here you usually pick up the phone for a friendly chat/ send a message saying you can see they've filled in the form and from there pick a good time / day for them to come in. Or, you might to this via text message/ WhatsApp or email etc.
​
Once you've had any sort of interaction with this person, from 'Journey' you can click to 'Add Note'
​

Here you can do various things, again depending on what you usually do at your gym.
​
​Clicking 'Schedule Intro' lets you pick a date and time for this person to come into the gym. This will clearly show in red next to the clients name now. By hovering over this red intro button it will show the time/ date scheduled in.
​
Once the date has come and gone and the lead successfully turned up to the planned in session in the gym, you can tap this red button and turn it green so on your list you can clearly see when a lead has attended their intro! (See images below!)
​
​

​Invite to TeamUp
​
Once you've talked to the new lead and either scheduled in a free drop in or talked about sending them more information so they can purchase a trial or full membership from you guys, you can then click to 'Invite to TeamUp'.
​
Here, this will populate with the membership type and message that you added into the 'default' section when building out your configuration. However, you can then edit that membership type from the drop down, or tweak the message to suit how your conversation with this person went. Clicking the pink 'invite' button will send them an email with this message and a link to purchase whichever membership you've selected i the dropdown.
​
​

Now, as soon as this person purchases the trial (or full customer membership type) you've sent them here you will see them automatically appear into the next relevant section of your CRM - so you can easily see them progressing through your funnel as they make purchases.
​

​
You can click 'TeamUp Sync' to make sure the latest TeamUp information is up to date for this lead (this might be that the memberships have changed on the config or you've changed the trial/ customer list and want to make sure everyone is in the right place in the funnel).
​
You can manually 'Invite to BoxMate' which will send them an email outlining how to join up with BoxMate.
​
​'Progress Lead' - this by-passes the auto-function and lets you move the lead into the next stage of the funnel manually. This might be handy if they've paid for a trial outside of TeamUp and you still want them to move from New Lead to Trial (for example).
​
​Archive - this will archive the lead and move it into the 'Archive' section of your CRM
​
​Remove - this will permanently delete the lead / data for this person from your CRM system

The flow for members to get onto their synced BoxMate + TeamUp account is really simple (you can see how easy it is for a member by watching this short video here - https://youtu.be/4XkGops6pJM )
​
We always recommend keeping TeamUp Auto- Approve ON in your settings. This is because this means any new members can download BoxMate from the app store, tap 'Use TeamUp' and sign up for BoxMate with their pre-existing TeamUp login details - and all done!
​
​So, if you head to Account > Settings and then tap the TeamUp tab (as in the screenshot below) you'll see the Auto Approve box. Here you can make sure auto-approve is turned ON and also add any exclusions to memberships that give auto-access to BoxMate here too!
​
So, for example, you might decide that only certain membership types should let people automatically access BoxMate. You might have a drop in class, or a 1 week pass or something similar that you don't want to unlock BoxMate access - so you can add those memberships as excluded and be sure that only the membership types you want to unlock access to BoxMate are left in the dropdown list!
​

​

So, this is just ONE way to get the CRM up and running for your gym. Check out our other funnels to see different ways to configure your CRM - For example, if you prefer to link directly to TeamUp and have new leads make a purchase for a trial or drop in as your first point of contact and don't want to use the BoxMate landing page sign up form check out our Funnel 1 for this flow.
​
​