Capture
Date, contact, source, club, interest and the person responsible for following up.
FREE EXCEL TEMPLATE
Gym lead tracker: follow up every enquiry and see what converts.
Log every enquiry with its source, club and owner, move it through each stage to joined, and never miss a follow-up. The summary shows leads, trials, joins and conversion by source, club and month.
By Callan, ClubPilot · Updated
Free Excel template · Works in Google Sheets · No sign-up required
- Overdue follow-ups flagged in red
- Conversion by source, club and month
- Sources include LAM events and referrals
AT A GLANCE
Built around accountable follow-through.
Follow up
Set the next follow-up date; the tracker flags anything due today or overdue.
Measure
See which sources, clubs and months bring leads that join, and the value they add.
STAGES
Six stages from enquiry to member.
New, Contacted, Trial booked, Trial done, Joined and Not interested. Keep it simple so staff actually update it.
Gym marketing plan template
Plan each month's local area marketing, then measure results here.
Open pageLocal area marketing in ClubPilot
Plan, approve and review LAM activity and budgets for every club.
Open pagePRIVACY
Store only what you need.
A lead tracker holds personal information. Keep only what you need to follow up, store the file securely, follow your privacy policy, and delete leads you no longer need. Move members into your membership system once they join.
STRAIGHT ANSWERS
Gym lead tracker: questions worth asking.
What is a good gym lead conversion rate?
It varies by source, offer and how quickly you follow up. Track your own by source for a few months and work on the slowest stage.
Does it replace a CRM?
If your membership system has a CRM, use it. This is for clubs without one, or for tracking LAM events and partnerships separately.
Does it work in Google Sheets?
Yes, and sharing it in Google Sheets lets several staff update the same list. Limit access to the people who need it.
FREE RESOURCES
More free gym operations guides
Gym event planning and follow-up pack
Plan an open day, Christmas event or member challenge with preparation tasks, budget approval and a post-event review. Seasonal ideas help you adapt the activity without inventing guaranteed results. Free PDF
Multi-site gym manager report template
Give an area manager a consistent view of each club: exceptions, overdue actions, spending decisions and next-week priorities. Keep missing figures visibly unknown. Free PDF
Gym business plan template
A fill-in plan covering the opportunity, members, operations, marketing, start-up costs and the first 12 months. Free PDF
Gym budget and KPI tracker
Twelve months of budget against actual, with members, joins, churn and revenue per member. Free Excel
Gym marketing plan template
A monthly local area marketing plan with owners, budgets and a results review. Free PDF
Multi-location gym operations checklist
Standards, roles, recurring work and leadership review across locations. Free PDF
A PRACTICAL NEXT STEP
Plan, approve and measure local marketing for every club.
ClubPilot keeps each club's LAM plan, budget, approvals and results together.