From Meta ad to signed member, watched by you.
A lead arrives through an ad, a web form, or your chatbot. Lead Conversion replies on WhatsApp inside a minute, qualifies their interest, and books a trial against the real timetable. They show up. Trial Follow-up checks in the same evening. They sign up through the member app. The owner reads the inbox twice, approves both replies, and watches the rest happen.
- Source channels3
- Agents on the pathLead Conv · Trial F/U · Trial NS
- Owner approvals2 taps
- Trial to signed~72 hrs
Meta ad, web form, chatbot. One pipeline.
Every inbound lead lands in the same pipeline regardless of how it arrived. Meta lead-form fields map directly. The trial-booking widget on your site captures the same shape. The Front Desk chatbot can hand off mid-conversation. Source, campaign, and ad set are attributed automatically so you can see which channel actually pays.
- Meta Lead Ads sync: fields auto-map to contact, source, campaign, ad set, ad
- Embeddable trial-booking widget for any website (single script tag)
- Front Desk chatbot can capture leads in-conversation and hand to Lead Conversion
- Source attribution preserved end-to-end, including UTM passthrough
- Duplicate detection on phone + email so the same person isn't worked twice
- EMEmma M.Meta Adsagent
- RTRavi T.Web formagent
- BLBen L.Walk-in
- JMJames M.Meta Adsagenttrial booked
- ALAlex L.Referralagent
- KOKim O.Web formagent
- PTPriya T.Referral
- DVDevon W.Meta Adsagent
- SRSarah R.Walk-inwarm
- NBNoah B.Web form
- YTYara T.Referral
- MOMarcus O.Meta Ads
From Meta ad to signed member.
Two agents handle the middle.
A lead arrives. Lead Conversion answers on WhatsApp inside a minute, qualifies their interest, and books a trial. They show up. Trial Follow-up checks in the same evening. They sign up through the member app. The owner watched.
- Meta ad
- Website form
- Chatbot
"Hi Sam, thanks for getting in touch. Beginner BJJ runs Tuesday and Thursday evenings at 18:00. Would you prefer Tuesday or Thursday for your free trial?"
Tue 18:00, Beginner BJJ, Coach Mike. Calendar invite sent. Workflow fired the welcome SMS.
Kiosk check-in at 17:54. Coach Mike took the class. Attendance logged.
"How did Tuesday feel? Coach Mike said you did very well. Want to lock in the Adult Unlimited plan before the next class fills up?"
Adult Unlimited plan active. Direct Debit set on the iOS app. First class booked for Monday.
The owner read the inbox twice, approved both agent replies, and watched the rest happen.
Replies in under a minute. Books against the real timetable.
A new lead arrives at 22:14. Lead Conversion answers within a minute on WhatsApp, asks what discipline and what age, checks the live class schedule for the next age-appropriate slot, offers two times, and books the trial when they pick. Two-message owner approval gate by default; you can switch it off for off-hours auto-send once you trust it.
- WhatsApp Business for messaging — same number your members already use
- Reads live timetable, age bands, capacity, and instructor before suggesting a slot
- Books the trial directly into the schedule; calendar invite + welcome SMS fire
- Owner sees the draft in the inbox, approves with one tap (or auto-sends after trust)
- Hands off to a human the moment the conversation goes off-script
- Fires tag rules: trial-booked, beginner, evening-class-fit
If they didn't turn up, this agent goes first.
The day after a missed trial, Trial No-show drafts a low-pressure WhatsApp asking what happened and offering to rebook into the very next age-appropriate class. Two thirds of no-shows are scheduling problems, not interest problems. The agent treats it that way.
- Reads yesterday's bookings and the kiosk attendance log
- Identifies trials that were booked but not checked in (no kiosk, no portal, no walk-in)
- Drafts a single rebook offer with a real alternative slot from the live timetable
- Fires only once per lead — never nags
- Hands off the moment the lead replies with anything other than yes/no
The night after their first class, while it's still warm.
Trial attended. 90 minutes after the class ends, Trial Follow-up writes a multi-channel message: WhatsApp for speed, email as the readable fallback. The coach's actual feedback gets quoted. The plan that fits their attended class shows up first. The signup link drops them straight into the member app.
- Pulls the coach's post-class note from the roster screen
- Surfaces the plan that fits the class they took (Adult Unlimited, Kids Term, PAYG …)
- Stripe + Direct Debit options preset based on the offered plan
- Single signup link opens the member app directly to the plan-confirm screen
- If no reply in 36 hours, Email Sequencer takes over with a longer-form follow-up
Signed up through the member app. Direct Debit set, first class booked.
The signup link opens the member app on the device they're already on. They confirm the plan, choose Direct Debit (UK) or card, set up the mandate via GoCardless or Stripe, and book their first class from the timetable inside the same session. No phone call. No paperwork. The CRM creates the member, links the family if relevant, and fires the welcome workflow.
- iOS app on the App Store and Android app on Google Play (web fallback always works)
- GoCardless Direct Debit mandate or Stripe card, both mobile-friendly
- Family bundles supported — sign up the kid and the parent in one flow
- First class booked from the live timetable before they put the phone down
- Welcome workflow fires: tag the member, queue the first-week check-in, attribute the source
- Unlimited Adult124£89
- Kids Unlimited56£59
- Pro 3×/wk31£74
- Family Bundle22£164
- PAYG bundles14£99
- Sarah RiversUnlimited AdultDD£89.00paid
- Marcus O.Kids UnlimitedCard£59.00paid
- Yara T.Pro 3×/wkDD£74.00paid
- Jordan L.Family BundleCard£164.00retry
- Devon W.PAYG · 10 packCard£99.00paid
- Priya T.Unlimited AdultDD£89.00paid
- Alex LeeFamily BundleDD£164.00paid
- Noah B.Kids UnlimitedCard£59.00failed
Two approvals, total. Then the rest is on rails.
The owner reads the inbox twice — once before Lead Conversion's first message goes out, once before Trial Follow-up's. Both are one-tap. Everything else is automatic: the booking, the calendar invite, the kiosk check-in writeback, the attendance log, the signup, the Direct Debit. The audit log records the agent draft, the owner approval, and the eventual send so you can review any conversation end-to-end.
- Approve-before-send gate per agent, configurable per-tenant
- Auto-send after N successful approvals if you want to relax the gate
- Full audit timeline per lead: draft, approval, send, receipt, reply, action
- Owner can edit the draft inline before approving (no rewriting in another tool)
- Every workflow fire, tag application, and agent call is captured in the activity log
- 12mLead ConversionBooked trial. Sarah R.
- 2hRetentionRe-engaged 3 at-risk members
- 3hInboxDrafted 8 reply suggestions
- 9amEmail SequencerSent 24 follow-ups
- Kids BJJ16:00Marcus12 / 16
- Adult Muay Thai18:00Yara21 / 24
- No-Gi19:00Sam18 / 20
- Open Mat20:00, 9 / 30
The trial lives on the same timetable your members see.
When Lead Conversion books a trial, it doesn't go into a side queue. It writes to the same class instance your existing members are looking at. Capacity moves. The waitlist sees it. The kiosk recognises the trial when they walk in. After the class, attendance writes back into the lead record so Trial Follow-up has real ground truth, not a guess.
- Trial booked = real class-instance booking, capacity-aware
- Kiosk recognises the lead by name or phone for walk-in check-in
- Attendance writes back to the lead record (attended, no-show, late)
- Coaches see trials in the live roster with a Trial tag
- If the trial spot is over capacity, the agent offers the next valid slot instead
Bring last month's leads to the waitlist.
Join the waitlist and send a CSV. We'll show you what Lead Conversion would have replied, where Trial Follow-up would have stepped in, what Trial No-show would have caught, and how many would have signed before the third day.