How to Read the Lead Status Report

To run the Lead Status report:

  1. Click the Reports tab.
  2. Click Lead Status (it is the first tab).

Lead Status Report Overview

The Lead Status report shows new leads generated during a given date range. The date filters are based upon the created date or re-engagement date of the leads. The data in this report can be viewed by Contact Method or by Marketing Source. 

The following sections provide detailed information about each area of the Lead Status report.

Filter Options

By default, your data will be grouped by Contact Method. Select Filter to revise the date range and to change the Report Type to Marketing Source. 

All filter options are listed below.

Option Description
Date from Start date to filter for the date range during which leads were created or Re-engaged.
Date to End date to filter for the date range during which leads were created or Re-engaged.
Group by Groups the People data (the table data that shows the individual people who inquired or Re-engaged) during the date range by any of the following: Date (of inquiry), Contact Method, Marketing Source, or Status.
Salesperson Filter report data to see only data associated with leads assigned to a specific Salesperson.
Report Type View by Contact method or Marketing Source.
  • Contact Method (default) - View the bar chart and the sum total/status table data based on the Contact Method of the leads captured or Re-engaged during the date range.
  • Marketing Source - View the bar chart and the sum total/status table data based on the Marketing Source of the leads captured or Re-engaged during the date range.
Status Filter report data to see only data associated with leads that have a specific Status.
Tags Filter report data to see only data associated with leads that have a specific Tag applied.
Engagement Filter report data to see only data associated with leads that are:
  • New (inquired/created/captured for the first time)
  • Re-engaged (those whose data already existed in GymSales but they inquired again later, outside of the window of days defined in General Settings to allow tracking of Re-engagement)
  • All (both New and Re-engaged)

An example of the Lead Status report filter is shown below.

Bar Chart

The bar chart shows the total number of leads that were created or Re-engaged (optional, if using that feature) during the selected date range for each Contact Method or Marketing Source, and the total of each Status based on the leads' current statuses (real-time) at the time of viewing the report.

In the following example, the bar chart shows the number of leads created for each Contact Method.

Table 1: Sum Total by Contact Method or Marketing Source

When the report is grouped by Contact Method (default), in the table data below the graph you can drill into marketing sources and see the current status of each lead and the closing percentage.

  • Contact Method - "How did the lead contact the club"; what was the method of entry/how did the lead get created? Options are based on a static (not customizable) list: Phone-in, Renewal, Former Member, Other, Corporate, Outreach, Guest Visit, Internet, Walk In, Referral. 
  • Marketing Source - How did the lead heard about the club? Options are 100% customizable in the Company Settings > Marketing Sources tab.

The following is an example of the first table in the report filtered by Contact Method.

Contact Method Definitions

A description of each Contact Method is provided below.

Contact Method Description
Corporate The number of leads created (and optionally also those who Re-engaged if utilizing this setting) during the date range with Contact Method = Corporate; no automated integration; can be set when creating leads manually ("Add new person"), via CSV upload, or by editing a lead.
Former Member The number of leads created (and optionally also those who Re-engaged if utilizing this setting) during the date range with Contact Method = Former Member; no automated integration, can be set when creating leads manually ("Add new person"), via CSV upload, or by editing a lead.
Guest Visit The number of leads created (and optionally also those who Re-engaged if utilizing this setting) during the date range with = Guest Visit; leads that are captured via the Guest Waiver app and select "I'm visiting as a Guest" are automatically created with this Contact Method. Can also be paired with Custom Visit Types for the Guest Waiver app settings. It can also be set via manual entry ("Add new person"), via CSV upload, or by editing a lead.
Internet The number of leads created (and optionally also those who Re-engaged if utilizing this setting) during the date range with = Internet; leads captured via API, email forwarding, and from non-MMS integrations such as Facebook Ads, HubSpot will be created with this Contact Method. Can also be set when creating leads manually ("Add new person"), via CSV upload, or by editing a lead.
Other The number of leads created (and optionally also those who Re-engaged if utilizing this setting) during the date range with Contact Method = Other; leads imported from some 3rd party integrated systems are automatically categorized with this Contact Method; it can also be set when creating leads manually ("Add new person"), via CSV upload, or by editing a lead.
Outreach The number of leads created (and optionally also those who Re-engaged if utilizing this setting) during the date range with Contact Method = Outreach; no automated integration; can be set when creating leads manually ("Add new person"), via CSV upload, or by editing a lead.
Phone-In The number of leads created (and optionally also those who Re-engaged if utilizing this setting) during the date range with Contact Method = Phone-In; no automated integration; can be set when creating leads manually ("Add new person"), via CSV upload, or by editing a lead.
Referral The number of leads created (and optionally also those who Re-engaged if utilizing this setting) during the date range with Contact Method = Referral; automatically applied to any leads created via the "Add Referrals" widget on a Client Profile; also integrated with partners SolutionOne and Perkville - any leads created via these integrations will automatically have this Contact Method set; can also be set when creating leads manually ("Add new person"), via CSV upload, or by editing a lead.
Renewal The number of leads created (and optionally also those who Re-engaged if utilizing this setting) during the date range with Contact Method = Renewal; no automated integration; can be set when creating leads manually ("Add new person"), via CSV upload, or by editing a lead.
Walk In The number of leads created (and optionally also those who Re-engaged if utilizing this setting) during the date range with Contact Method = "Walk In"; leads that are captured via the Guest Waiver app and select "I'm visiting as a Guest" are automatically created with this Contact Method. Can also be paired with Custom Visit Types for the Guest Waiver app settings. It can also be set when creating leads manually ("Add new person"), via CSV upload, or by editing a lead.

Status Definitions

The Status columns in the first table show the sum total of the real-time/current status of the leads created (or optionally also those who Re-engaged) during the given date range. This report data will change over time as the statuses of the leads created during the date range get updated.

For example, if the chart shows 15 in the row for "Internet" and the column for "Tour", this means that 15 of the leads captured during that date range with Contact Method "Internet" currently have the status of "Tour". If the Total column for Internet shows 34, that means that 34 leads were created (or Re-engaged) during the date range with Contact Method of Internet. 

A description of each Status is provided below.

Status Description
Enquiry How many leads from the date range given currently have "Enquiry" status.
Former Member How many leads from the date range given currently have "Former Member" status.
Guest How many leads from the date range given currently have "Guest" status.
Not Interested How many leads from the date range given currently have "Not Interested" status.
Sale How many leads from the date range given currently have "Sale" status.
Sold % A percent calculation: the number of leads that currently have "Sale" status divided by the Total number of leads created.
Tour How many leads from the date range given currently have "Tour" status.
Trial How many leads from the date range given currently have "Trial" status.
Total The sum total of all leads created or Re-engaged during the given date range for each Contact Method or Marketing Source (depends on how the Report Type is set in the Filter), and overall (bottom row).

Table 2: Person Details

This table shows the names of individual people that inquired (new and/or Re-engaged) during the date range, along with some user-stats pertinent to their conversion.

Column Definitions

Each column in the second table is defined below.

Status Description
Name First and last name of the person who inquired.
Status The current Status (Enquiry, Tour, Trial, Sale, Not Interested, Former Member, Guest) of the person at the time of viewing the report.
Source The Marketing Source of the lead; this will change in the report if a user edits the Source on the person's Client Profile.
Time The time of the lead's inquiry submission.
Time to first contact attempt The time elapsed between the person's inquiry and the first Call to the person that is logged in GymSales; SMS and email are not counted towards this, only calls.
Calls Attempted Current total number of completed calls made to the lead at the time of the report viewing (will change over time as more calls are logged).
Spoke to Current total number of completed calls made to the lead with outcome "Spoke to" at the time of the report viewing (will change over time as more calls are logged).
SMS Current total number of SMS sent to and replies received from the lead at the time of the report viewing (will change over time as more SMS are sent/received).
Email Current total number of Email sent to and replies received from the lead at the time of the report viewing (will change over time as more emails are sent/received).
Next action? Shows the Summary of the next scheduled and as-yet uncompleted task (Call, Event, or To-do) on the person's profile.

Download the Report

When you download the report, an Excel spreadsheet is created with information from Table 2.

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