Contacts & Leads | Ippon System Help

For whoever answers enquiries at your club. When someone rings, walks in after watching a class, or messages the club page, add them here so nobody falls through the cracks. By the end you'll have added a lead, moved them along the pipeline and made them a member.

Who can use it: Owners, managers, coaches and front-desk staff (Contacts in the menu).

Step 1

Add a lead

Who they are, where they came from, what they're after.

Step 2

Follow up and convert

Move them through the pipeline, then make them a member.

1. Add a lead

Open Contacts

Go to Contacts in the menu. The page opens on the pipeline: one column per status, from New to Converted.

Add the contact

Click Add Contact. Only the First Name, Last Name, Source and Priority are required. Add an email or phone so you can reach them, and anything useful in Source Details, Referred By, Interests and Notes. Set a Next Follow-up date if you've promised to call back. Click Create Contact.

Add New Contact: Emma Clarke, email and phone, Source Walk-in, Source Details Saturday open mat, Priority Warm, Status New, Interests Adult Classes, and a note — A walk-in who watched the adults class.

2. Follow up and convert

Work the pipeline

Each card shows the contact's status, email, phone, source, follow-up date and how many times you've been in touch. The flame, thermometer or snowflake is the priority (Hot, Warm or Cold). Use Status, Priority, Source and the search box to narrow it down.

Contacts & Leads in pipeline view: New, Contacted and Interested columns with contact cards, and the search and filters above — The pipeline. The two buttons at the top left switch between list and pipeline.

Update the status after each conversation

Click the pencil on a card (or View, then Edit) and change the Status: Contacted, Interested, Trial Scheduled, No Response or Not Interested. Each status change adds one to their contact count and sets the last-contact date.

Convert them to a member

When they join, open the contact with View and click Convert to Member (or the person-plus button on the card). Choose the Membership Type, add an emergency contact, and click Convert to Member. They now appear in Members, already filled in, and the contact moves to Converted.

Convert Sofia Rossi to Member: what it will do, Create user account for member (unticked; ticked, it emails her a link to set her own password or passkey), Membership Type Active Member, Emergency Contact fields, and Cancel and Convert to Member — Converting a lead. They're added to Members with their details.

Add their Date of Birth to the contact before converting. If it's blank, the new member's date of birth is left blank too; add it on their profile later.

Create user account for member emails them a link to set their own password or passkey. Leave it unticked to add them without a login; you can give them one from their member profile later.

The detailed guides, in order

Lead tracking: Statuses, follow-ups, and converting a lead into a member.