How to Use the Prospect Profile

The prospect profile is everything you know about a lead in one place, and every action you can take on them.

Finding a Prospect

• Universal Search — the search bar in the top right corner. Search their name, phone number, primary email, or their guardian’s name.
• Prospect List — Profiles in the sidebar, then Prospects. Filter by stage, source, priority, assigned employee, or date created.
• Any yellow name in the software is a link to a profile.

The Left Column

Click a chevron to expand or collapse a module. Click any value to edit it; the check mark saves, the grey x discards.

Basic Info

Profile Picture — click the circle to upload, drag to reposition, and use the slider or scroll wheel to zoom.

PIN — assigned randomly at creation. Four digits by default, adjustable to eight in Attendance Settings. Used at the kiosk once a trial starts.

Source — how they found you. Managed in Settings → Sources, and worth being disciplined about; it’s the only way to know which marketing works.

Priority — Hot, Warm, or Cold. Separate from stage, and usually the better guide to who to call today.

Stage — where they are in your pipeline. Stages are defined by your school, so yours may differ from the defaults:

• Lead — new. Everyone starts here.
• Qualified — a real person worth pursuing. Present by default for schools opened after July 2025.
• Appointment — booked to visit. Set automatically when you schedule an appointment.
• Trial — on a trial membership. Set automatically when you create one.
• Archived — not pursuing, but keeping the record.

To convert them to a student, choose Student in the same dropdown. See How to Convert a Prospect to a Student.

The Kebab Menu

Beside their name, top right of the left column.

• Edit — opens editing mode for changing several fields at once. Useful when you’re first setting someone up. Save when you’re done.
• Delete — permanent, and it can’t be undone. Archive them instead unless you have a real reason.

Bio

Prefilled if they came from a Landing Page or Lead Capture Form.

• Sex, Birthday, Address (with Google Maps autocomplete), Belt Size.
• Email — additional addresses and notification preferences live in the Communications module.
• Phone and SMS Opt-in — the toggle controls whether they can be included in text communications. If they’ve replied STOP, that’s shown here and can’t be overridden from this screen. The same number can appear on more than one profile.

Assignment

Assign an employee to own this lead. They’re emailed when assigned, and you can filter the Prospect List by assignee to see who’s carrying what.

Contacts

Guardians and emergency contacts. Guardians can have a relationship recorded — parent, grandparent, guardian.

Pinned Comments

Formerly Additional Information and Critical Notes. Any comment can be pinned to the left column with the thumbtack icon, so allergies or a custody arrangement are always visible. Pin as many as you need, unpin when they go stale. Everything appears in the Comments module whether pinned or not.

Appointments & Tasks

View, add, and edit calendar items. Upcoming covers the next 30 days, Already Past the last 30.

The Modules

Click a module in the tab bar to focus on just that one.

Module	What’s there
Finances	Open balance with a Pay Open Balance button. Tabs for invoices, payments, payment methods, and reports. Add New creates an invoice, a one-time charge, or a payment method. Prospects can enter their own card via a Payment Method Invite if they have an email address.
Communications	History of announcements and message flows sent to them. Configure notification preferences and add extra email addresses here.
Memberships	Trial memberships. Only one can be active at a time.
Attendances	Trial check-ins, with days and classes remaining at that point. Add New records one manually.
Events	Events they’ve been invited to.
Agreements	Send, sign, or send a signed copy, depending on status.
Comments	Everything anyone has written. Filter by commenter. Pin with the thumbtack.
History	Every change, and who made it. Newest first.

Inactivating a trial

When you inactivate a trial membership you choose what happens to the prospect:

• Revert to Lead — back in the pipeline for general marketing.
• Archive — you don’t expect them back.
• Archive until a date — they revert to Lead automatically on that date. A clock icon marks prospects waiting to come back.

Troubleshooting

The SMS toggle won’t turn on. They’ve replied STOP. Only they can undo that, by texting START or RESUME to your school’s number.

They don’t appear in Universal Search. Archived prospects are excluded by default. Click Clear in the search filters to include them.

I can’t add a second trial membership. One at a time. Inactivate the current one first.

Their source is blank. Prospects added by hand have no source unless you set one. Landing Pages and Lead Capture Forms set it automatically.