The Sales Funnel helps you track everyone who is interested in joining your club, from their first enquiry through to becoming a member. Each prospect sits on a board as a card, and you move them through your own stages as they progress, so you always know who needs a follow-up and where every lead is in their journey.
⚠️ Note: The Sales Funnel is available depending on your ClubRight subscription. If you cannot see it in your account and would like access, click the orange chat button to talk to our Customer Success team.
Why use the Sales Funnel?
Keep every lead: nobody who walks in, messages you, or enquires through your website gets forgotten.
See progress at a glance: each stage has its own colour, so you can read the state of your pipeline in seconds.
Send the right message at the right time: communicate based on exactly where a prospect is in the funnel.
Automate your follow-ups: trigger emails and tasks automatically as prospects move between stages, so leads stay warm without manual chasing.
Working the funnel board
To open the board, go to the Sales Funnel from your main navigation. Each prospect appears as a card in a stage column, and the board shows how many prospects you have and across how many stages.
Move a prospect: drag their card from one stage into the next as they progress. Moving a card is how you keep your communications relevant, and it is what triggers any automation you have set up for that stage. (Drag and drop is not supported in the mobile app.)
Add a prospect manually: click Add Member to add someone to the funnel yourself, for example after a walk-in or phone enquiry.
Find a prospect: use Search members to jump to a specific person.
Edit your stages: click Manage Stages to set up and reorder the stages your prospects move through (covered next).
Remove prospects: tick the cards you want to clear, then click Remove selected.
A prospect drops out of the funnel automatically once they buy a membership, so the board stays focused on live opportunities rather than becoming an endless list.
Setting up your funnel stages
Your funnel stages are fully customisable, so you can match them to the way your club actually sells. To edit them, open the Sales Funnel and click Manage Stages. You can also reach the stage editor from your Settings. Either route opens the same editor, headed What stages do leads go through?
Each stage has a colour, a name, and an optional description:
Click Add stage to create a new stage.
Give the stage a clear name that your whole team will understand (for example, New Enquiry, Visit Booked, or Follow Up).
Choose a colour for the stage. The colour is used on the board and on your dashboard summaries, so each stage is easy to spot.
Add an optional description if it helps explain what the stage means.
Drag stages by the handle on the left to reorder them into the sequence a prospect moves through.
Click Save Changes when you are done.
⚠️ Note: If you delete a stage that still has prospects in it, those prospects will no longer appear in the funnel. A warning is shown before you delete an active stage, so check whether anyone is assigned to it first.
Your public enquiry page
On the same stage editor, the What do prospects see? panel controls your public enquiry form. You can set the Enquiry page heading that prospects see at the top of the form, and copy your Enquiry page link to share it or add it to your website. Anyone who completes this form is added to your funnel automatically.
Automating follow-ups with Smart Workflows
The real power of the funnel comes from automation. Using Smart Workflows, you can send a sequence of follow-up emails and create staff tasks automatically whenever a prospect moves into a particular stage, so leads are nurtured without anyone having to remember to chase them.
To set this up:
Go to your Smart Workflows and create a new workflow.
Set the trigger to Sales Funnel Stage Changed, then choose the specific stage that should start the sequence (for example, New Enquiry).
Add the action you want, such as a Send Message step for an email, or a task step to prompt a staff member to call.
Add a delay before a step if you want to space your follow-ups out, for example sending one message immediately and another five days later.
Add as many steps as you need to build the full sequence, then turn the workflow on.
When a prospect is moved into the chosen stage, they begin receiving that stage's sequence automatically. If they then move to a different stage, the previous stage's sequence stops and the new stage's sequence begins. For example, moving someone from New Enquiry to Visit Booked stops the New Enquiry emails and starts the Visit Booked ones.
💡 Tip: Keep each sequence to a handful of short, clearly timed messages. Concise, text-based emails tend to get better engagement than long or image-heavy ones, and over-communicating can lead to unsubscribes.
For step-by-step recipes you can adapt, see the related articles below on nurturing leads and winning back lapsed members.
💡 Tip: Keep your funnel simple. A handful of well-understood stages works far better than a long list nobody keeps up to date. Make sure the whole team knows what each stage means, since everyone plays a part in turning interest into sign-ups.
Have more questions about the Sales Funnel?
If you need a hand setting up your funnel or your automations, click the orange chat button to talk to our team.
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