Users: Members, leads and prospects

Table of Contents

• Requirements
• Managing leads & prospects
• Setting up tags, history, and automatic guest try it
• Managing members
• Validation

Requirements

• Users are included in all our packages
• All staff and admin roles have access to the Users feature by default.
• Permissions: Access can be restricted by a Facility Admin under the Roles feature (Hierarchy: Staff ➔ Admin ➔ Facility Admin).

🛠️ Managing leads & prospects

Follow these steps to navigate the sales pipeline, manage communication history, and convert potential clients into active members.

Navigating to leads & prospects

1. Click Users in the main left-hand sidebar menu.
2. Click the Leads & prospects tab at the top of the main window.
3. Locate the specific individual in the list and click the eye icon on the far right to open their profile.

Profile administration & tasks

Once inside the lead's profile, you can view contact info, status tracking, and history.

• Add notes: Use the plus (+) button in the Notes section to log updates or interactions.
• Manage tasks, documents, & history: Scroll to add new Documents, assign To-dos, or view the engagement History by clicking the respective plus (+) buttons.

Converting a lead to a customer

1. Inside the lead's profile view, locate the Lead / prospect — cannot log in yet banner.
2. Click the Convert to customer button to transition them into your member workflows.

Setting up tags, history, and automatic guest try it

To make tracking your Leads and Prospects as easy as possible, you can set up group labels (Tags), interaction notes (History), and automatic trial sign-ups.

1. Group labels (Tags)

Tags are simple labels you can stick on a profile to help you group, filter, and find specific types of people or companies later.

• Where to find it: Go to Settings > Leads & prospects > Tags.
• How to create one: Click the (+) Plus Icon in the top-right corner.
• How to set it up: Type in your label name (for example: "Personal training", "Yoga prospect", or "Corporate"). Then, choose whether this tag belongs to a Person (individual guest) or a Company.

2. History events (Interaction notes)

History events are quick, pre-made choices your staff can select when adding a note to a Lead or Prospect's timeline. This helps everyone keep track of how we've interacted with them.

• Where to find it: Go to Settings > Leads & prospects > History.
• How to create one: Click the (+) Plus Icon in the top-right corner.
• Examples to add: Create common options like "Called - Left voicemail", "Completed club tour", or "Sent welcome email". When staff update a profile, they can just pick these from a dropdown list.

3. Automatically creating prospects from trial bookings

You can configure Wondr to automatically capture guest bookings on your schedule and save them as potential customers.

• Where to find it: Go to Settings > Leads & prospects > Try it/Non members.
• Add try-it/non-members to Potential when booked: Check this box to activate the feature. Once enabled, whenever a non-member registers for a trial session, the system automatically creates a profile for them. These incoming profiles can then be easily converted into full member profiles by your staff and administrators.
• Tag with: Click this dropdown menu to select a default tag that will automatically apply to these incoming profiles so you can filter them later.
• History action for booking data: Click this dropdown menu to choose a specific history event that will automatically log on their profile timeline, showing exactly how they entered your system.
• To save changes: Click the Save button at the bottom of the section.

4. To-dos

If you have the Pro or Hero license and want to schedule a reminder for a staff member to follow up with a Lead or Prospect or contact a member (like calling them back next Tuesday), check out our separate step-by-step guide: To-Do.

Managing members

Open the Members tab from the main Users menu and select a member profile to manage their subscriptions, payments, credentials, and activity bookings.

1. Selling memberships and products

Boost your revenue by processing memberships and quick sales directly from the member profile.

• Sell a membership: Scroll down to the Subscription section and click the plus (+) button. Choose the desired membership type from the dropdown list. Click Choose on the subscription card, or select Customize... to adjust the starting costs, monthly fees, or payment dates. Review the billing dates under Preview of first payments and click Finish to activate the plan.
• Sell products: Click the Checkout button in the quick-actions grid to sell products like food, beverages, merchandise, and other add-ons.

2. Handling payments, orders, and exports

Keep your financial tracking seamless and professional.

• Review purchases: Check the Orders section to view the status of Upcoming, Processing, Failed, Completed, or Canceled transactions.
• Manage billing methods: Scroll to Payment methods to view active credit cards or invoice setups. Click the plus (+) button to link a new payment method to the user's account.
• Export order summaries: Click the Orders Summary button in the quick-actions grid to help a member quickly export their transaction summary.

3. Credentials and security

Maintain total security over user access and login capabilities.

• Update account details: Click the edit icon in the top-left user information box to open and modify the member's core personal data.
• Manage passwords: Click the Password button in the quick-actions grid to assist members with creating a new password or resetting their existing credentials.
• Restrict access: If you need to place an immediate administrative hold on an account, edit the top-left user information box, scroll down to the bottom Block section, and check Block this user from booking and checking in. This instantly restricts their access until unblocked.

4. Booking assistance and history tracking

Deliver exceptional customer service by managing bookings and reviewing member engagement.

• Book an activity: Scroll down to the Bookings section and click the plus (+) button. Use the search filters to locate the correct class, and click the Book button next to the relevant time slot.
• Audit activity logs: Click the Log button in the quick-actions grid to view a complete, transparent list of actions and interactions this member has performed in the system.

5. Customizing communication settings

Tailor how members stay informed to optimize your communication strategy.

• Click the Notifications button in the quick-actions grid to manage automated updates, billing alerts, and marketing materials.
• Customize the preferred delivery method by toggling Email, Push notification, or SMS based on the member's preference.

🧪 Validation / Testing

You can instantly verify that your profile updates or status conversions are successful without navigating away from your workspace.

• Automatic transition: When you convert a profile, the system redirects you to the active member page immediately.
• Status badges: Check the user information box in the top-left corner of the profile. A successful conversion is confirmed when the badge changes from Lead to Customer.

Last edited: 5/6-2026