Front Desk Hub
For the front desk

How we book every new lead

A 3-minute guide for everyone on the front desk. Go through it once, then come back whenever you need it.

8 steps · about 3 minutes
Step 1 of 8

The AI texter texts. You call.

The AI texter is a computer program that texts every new lead for you. It signs its texts as Jess. You never need to text a lead.

The AI texter

  • Texts every new lead automatically
  • Answers their questions and books trials
  • Sends the confirmation, address and reminders

You

  • Call every new lead when it comes in
  • Book them while you are on the call
  • Call today's appointments every morning
  • Hand trials the pre-sale questionnaire
Step 2 of 8

A new lead comes in. Call within 5 minutes.

They filled out the form a minute ago and are still holding their phone. Call before you do anything else.

Came in overnight or while you were closed? Call them as soon as you open.

Step 3 of 8

No answer? Call straight back.

Hang up and dial again right away. Two calls in a row get picked up far more often than one.

  1. Still no answer? You are doneNo more calls. You do not need to try again later.
  2. The AI texter takes it from hereIt keeps texting them, answers their questions and books the trial for you.
  3. Do not text them yourselfLeave all the texting to the AI texter, so the lead hears one voice.
Step 4 of 8

They picked up. Use the script.

Read it the first few times. Fill in the highlighted parts as you go.

Before your first call, ask your manager for three things to fill in: the offer, your area, and a landmark near the gym.

Always have high energy!
  1. 01Intro

    Name?… Hey, it's Coach Your name from Gym in Area.

  2. 02Reason

    Calling because I saw you expressed interest in our Offer on FB/IG, and I'd love to get you in for your first class.

  3. 03Pick a time

    Use one of these. Say your real closing time.

    Could you come in tonight? I'm here until 8.

    Do you prefer mornings or evenings?

    Is today or tomorrow better? When were you planning on working out?

  4. 04Their goal

    After they confirm a time. If they have not told you their goal yet:

    By the way… what's your main fitness/health goal?

    Oh, that's awesome! A lot of our clients start with having a similar goal of Goal and end up crushing it!

    If they already told you their goal, or told the AI texter:

    Oh, and I saw that your goal is to Goal. That's exactly what we help many of our clients do when they first join us!

  5. 05Location

    We are across from Landmark. Are you familiar with the area?

  6. 06Wrap up

    See you at Appointment time! I just texted you the address with all the details.

    Book it in the app before you hang up (next step). That sends the address.

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Step 5 of 8

Book it before you hang up.

Once it is booked in the app, the confirmation with the address goes out on its own. That is the text you promised at the end of the script.

Already booked themselves? Say their booked time back to them on the call and do not book again. Need a different time later? Change the existing appointment, never book a second one.

Step 6 of 8

Every morning, call today's appointments.

First thing after you open, call everyone booked for today. A friendly voice the morning of is what gets them through the door.

Morning call script

Hey Name! It's Coach Your name from Gym.

Just calling to confirm I'll see you today at Appointment time!

Wear comfy workout clothes, bring a water bottle, and come 5 to 10 minutes early so we can get you settled.

Can't wait to meet you. See you at Appointment time!

If they sound unsure, remind them why they booked: "This is your first step to Goal."

No answer? Call straight back once, then move on. Their reminder texts still go out on their own. Can't make it today? Change the existing appointment to a new time, never book a second one.

Step 7 of 8

Trial day. Hand them the questionnaire.

Every trial fills in the pre-sale questionnaire (the New Trial Intake Form) at the door. It takes about 3 minutes.

  1. Hand it over at the doorBefore class starts.
  2. Read it before class endsTheir goals, the event they are training for, what they have tried.
  3. Use their own words after class"You said you want to Goal before Event. Here's how we get you there."
  4. Mark the appointmentIn the app, tap Calendar at the bottom, tap their appointment, and set its status to Showed or No-show.

Your gym's printed copies carry its logo and class times. Ask your manager where they are kept.

Step 8 of 8

A few app tips.

Come back to this page any time.

01

Set up once

  • Install LeadConnector from the App Store or Google Play.
  • Log in with the email we invited you with.
  • Allow notifications. A new lead is a notification.
02

Good habits

  • Always call from the app, never your own phone. The AI texter only sees calls made in the app.
  • Never text a lead. The AI texter does all the texting.
  • Never book the same lead twice. Change the existing appointment instead.
03

About the AI texter

  • It signs its texts as Jess, unless your gym chose another name.
  • It does not text late at night. Overnight leads get your call when you open.
  • If a lead mentions Jess on the phone, that is the AI texter.

Questions about leads, the app or the AI texter? Message your Gym Propel contact.