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📝 Help Guide: Adding Manual Leads into HighLevel

Section: Lead Management  Topic: Manual Lead Entry  Purpose: To document and automate follow-up for leads that don’t come from paid ads or online forms, such as phone calls, walk-ins, DMs, or personal conversations.

 

🤔 Why Manual Leads Matter

Not all leads come from Facebook or Instagram ads. You also get:

  • Walk-ins

  • Phone inquiries

  • Social media DMs

  • Texts or referrals

These leads are just as valuable, and when you fail to log them, you:

  • Lose track of valuable prospects

  • Miss out on automated follow-up

  • Risk inconsistent communication

✅ Treat every lead with the same urgency — regardless of how they came in.

🛠️ How to Add a Manual Lead (Step-by-Step)

🔹 STEP 1: Determine the Lead Type

Ask yourself:

  • Is this lead ready to schedule now?
    ➤ Go straight to booking them on the Trial or Challenge calendar.

  • Or do they need follow-up before scheduling?
    ➤ Use the Manual Lead Form to capture them and let automations take over.

🔹 STEP 2: Use the Manual Lead Form

🔧 Location:
Go to Sites > Forms in your HighLevel dashboard

  1. Navigate to your HighLevel account

  2. On the left menu, click Sites

  3. At the top tab, select Forms

  4. Find and click on the form titled “Manual Lead Form”

🔹 STEP 3: Fill Out the Form

The Manual Lead Form includes:

Field What to Enter
First Name Lead’s first name
Last Name Lead’s last name
Phone Number Best contact number (mobile preferred)
Email Address Valid email for automation & reminders
Offer Choose between Trial, Challenge, or other relevant program
Lead Source How the lead came in: Walk-in, DM, Referral, Phone Call, etc.
 

🗣️ Tip: Train your front desk, sales team, and even coaches to use this form whenever a new lead expresses interest—even if they aren’t ready to book yet.

🤖 What Happens After the Form is Submitted?

Once the manual lead form is submitted:

  • The contact is created in your CRM

  • Automated follow-up workflows are instantly triggered

  • The lead will receive:

    • SMS messages

    • Email follow-ups

    • Prompts to schedule their appointment

🔁 This keeps the lead warm and moves them toward a booking without needing constant manual check-ins from your team.

💡 Use Case Examples

Situation Action
Walk-in asks for pricing info Fill out Manual Lead Form
Phone call inquiring about classes Fill out Manual Lead Form
Social media DM asking about offers Fill out Manual Lead Form
In-person referral from a member Fill out Manual Lead Form
Lead is ready to book now Use Trial or Challenge calendar link to schedule
 

📍 Where to Place the Manual Lead Form

To maximize usage, make sure this form is:

  • Pinned to your front desk computer or tablet

  • Available in your mobile browser bookmarks

  • Shared with all staff handling leads

  • Accessible through your gym’s internal SOP

✅ Summary: Manual Lead Form = Captured Opportunity

What You Should Do Why It Matters
Use Manual Lead Form for non-automated leads Ensures no lead is lost or forgotten
Automate follow-up for walk-ins and DMs Saves time and increases conversion chances
Train your whole team to use the form properly Creates consistency across all lead sources
Don’t rely on sticky notes or memory Centralizes all leads inside your CRM
 

🔁 Bonus Tip: Ready-to-Book Leads

If a lead is ready to book now:

  • Skip the form

  • Use your Challenge or Trial calendar links directly

  • Get them on the schedule ASAP

📅 Links should be saved on your phone, front desk browser, and team SOPs.