📝 Overview

This guide walks through how to set up and run CRM Funnel #1, where new potential members are directed to purchase a trial or drop-in on TeamUp as your gym's first point of contact with them.

BoxMate then automatically adds these leads to your CRM with their name and email, so you can follow up, nurture them, and guide them towards a full membership.

This guide covers CRM configuration, website and social media setup, and how to manage leads through your funnel.

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

💡 If you prefer to capture lead contact details before they make a purchase, see CRM Funnel #2 instead.

🛠️ Setup

Work through the steps below to get Funnel #1 configured and ready for new leads.

1️⃣ Configure Your CRM

The first thing to configure is which of your TeamUp membership types count as a trial and which count as a full customer membership.

This tells BoxMate how to automatically move leads through your funnel as they make purchases. Head to CRM ➜ Configure, scroll to the bottom of the page, and find the TeamUp Membership Configuration section.

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.

Any trial memberships you assign here are what you'll link to on your website and social media so leads can purchase them directly. Once someone purchases one of those memberships, they'll automatically appear in the Leads in Trial section of your CRM.

💡 Also make sure Auto Create TeamUp Leads is toggled on.

This ensures that anyone who purchases a TeamUp membership, including those coming through your TeamUp lead capture form, is automatically added to the leads section of your CRM.

2️⃣ Set Up Your Website

Your website is where potential members will first discover and purchase their trial membership. There are three ways to connect TeamUp to your website:

Click the arrow to learn more about website setup options

Option 1 - Embed TeamUp directly
Embed the TeamUp membership page into a page on your website. Make sure all call-to-action buttons direct potential customers to that page and to the specific trial membership you want them to purchase.

Option 2 - Link to your TeamUp booking page
Link directly to your TeamUp booking page from your website so visitors can browse and purchase available options.

Option 3 - Use the TeamUp Lead Management Form
Use the Lead Management Form from TeamUp to capture lead details. When someone submits this form, they'll automatically appear in the New Leads section of your BoxMate CRM — as long as Auto Create TeamUp Leads is toggled on in your CRM configuration.

💡 Embedding TeamUp directly on your website is the recommended approach, it drives more traffic to your site, which improves your ranking in search engines like Google.

3️⃣ Set Up Social Media

Across any social platforms you use, Facebook, Instagram, Threads, LinkedIn, or similar, paste a link to either the page on your website with TeamUp embedded, or a direct link to the TeamUp booking page and the trial membership you want leads to purchase.

If you use a link-in-bio tool like Linktree on Instagram, make sure to include your trial membership options there too.

💡 Direct all social traffic to your website rather than straight to TeamUp where possible, this keeps your website traffic high and strengthens your search engine ranking.

🎯 Managing New Leads

If you're using the TeamUp Lead Capture Form or the BoxMate landing page, leads will land in the New Leads section of your CRM first. If you're directing leads straight to purchase a trial or drop-in, most will skip this stage and arrive directly in Leads in Trial.

You can still use the New Leads section manually, for example, if you've had a verbal conversation with someone who isn't quite ready to purchase. At the top of the CRM page, click Add Manual Lead to add anyone who comes to you outside of the usual purchase flow.

⌛ Leads in Trial

The Leads in Trial section is where any lead appears as soon as they purchase the trial or drop-in membership you've linked to on your website and social media. This is your opportunity to make a great first impression — reach out, get them booked in, and start integrating them into the gym community.

Tap on a lead and click Information to view the contact details they used when purchasing. From the Journey view, you can log interactions and take the following actions:

Click the arrow to learn more about lead actions

Add Note — Log a conversation or interaction with this lead. You can toggle which communication method you used and add any relevant notes.

Schedule Intro — Pick a date and time for the lead to visit the gym. A red indicator will appear next to their name. Once they've attended, click the red button to turn it green.

Invite to TeamUp — Once a lead has attended their intro, you can invite them to purchase a full membership. Click Invite to TeamUp, select the membership type, personalise the message, and click send.

They'll receive an email with everything they need to make the purchase. Once they do, they'll auto-progress to the New Customer Nurture stage.

💡 On the DRIVE package, all of these emails and communications can be fully automated. See the CRM Journeys & Automations guide for details.

🔀 Converted to Customer & New Customer Nurture

Once a lead purchases a full membership, they automatically move into the New Customer Nurture section of your CRM.

They'll stay here so you can keep a close eye on their progress before they continue their journey as a regular BoxMate member. If a lead doesn't auto-progress, you can set a follow-up date to remind yourself to check in with them.

🤝 Joining BoxMate

In the CRM configuration area, you control exactly when a lead is invited to join BoxMate. There are three options to choose from — when a new lead is created, when they start a trial membership, or when they convert to a full customer membership.

You can also leave this as a manual step and send the invite yourself at the right moment by clicking Invite to BoxMate from their journey.

💡 Some gyms prefer inviting leads to BoxMate as soon as a trial starts 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.

🧩 Other Lead Functions

From any lead's Journey view, you can also access these additional actions:

TeamUp Sync	Refreshes the latest TeamUp membership data for this lead. Useful after updating membership classifications in the configuration.
Invite to BoxMate	Manually sends 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 purchased or completed 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 signing up for BoxMate as smooth as possible for new members, keep TeamUp Auto-Approve turned on.

This means members can download BoxMate, tap Use TeamUp, and log in using their existing TeamUp details, automatically creating and linking their BoxMate account 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.