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📊 Help Guide: Pipeline Management in the Gym Growth Engine

Section: Winning Behaviors  Topic: Pipeline Management  Purpose: To help gym owners keep their sales pipeline updated daily so they can maximize reschedules, track performance, and improve sales conversion rates.

 

🧠 Why Pipeline Management Is Critical

An updated pipeline is the heartbeat of your lead nurture system. Without daily updates, you:

  • Miss rescheduling opportunities for no-shows and cancellations

  • Lose visibility into who was sold or lost

  • Can’t rely on metrics like schedule rate, show rate, or close rate

  • Don’t know how much front-end cash you've actually collected

📌 If it's not tracked, it doesn't exist. Pipeline hygiene = more reschedules + better decisions + higher ROI.

🗓️ Daily Habit Checklist

⏱️ Block 15 minutes daily
Suggested Times:

  • Morning: Before the day starts

  • Evening: Before closing time

Task Description
🧹 Check "Unmarked Appointments" stage Review any past appointments that haven't been updated
🔁 Drag leads into the correct stage Choose from: No-Showed, Showed - Sold, Showed - Lost, or In Trial
💰 Update sales values Add actual amount collected (if different from the default program value)
 

🎯 Stages You’ll Use

Pipeline Stage What It Means
Unmarked Appointments Past appointments that need follow-up
No-Showed Lead didn’t show — they can be rescheduled
Showed - Sold Lead showed up and purchased a program
Showed - Lost Lead showed up but didn’t buy
In Trial Optional stage if you offer trials
 

💸 How to Update Opportunity Value

When you move someone to Showed - Sold, you need to ensure the dollar amount reflects what was actually collected.

Steps:

  1. After dragging the lead to Showed - Sold, click their card.

  2. Look for the Opportunity Value field.

  3. If the default value (e.g., $1,299) matches the sale, leave it.

  4. If you collected more or less, manually edit that value.

  5. Click Update — system will refresh and track that sale accurately.

✅ This keeps your pipeline revenue, cash collected, and sales data spot-on.

🛠️ How to Do It in HighLevel (Step-by-Step)

  1. Log into HighLevel

  2. Go to Opportunities (left menu)

  3. Make sure you’re in the correct pipeline (usually “Sales”)

  4. Find the Unmarked Appointments stage

  5. For each card:

    • Drag it to the right bucket:

      • 📍 No-Showed

      • 📍 Showed - Sold

      • 📍 Showed - Lost

      • 📍 In Trial (if using)

  6. If Sold:

    • Click the lead

    • Find “Opportunity Value”

    • Enter actual $ collected

    • Click Update

📍 Tip: All past-dated appointments will live in Unmarked Appointments until you update them. Don’t let this pile up!

🔍 Why This Habit Matters

When you update your pipeline daily, you unlock:

  • Automated Reschedules for No-Shows

  • True Data Visibility (know where bottlenecks live)

  • Accurate Sales Tracking (how much cash is coming in)

  • Informed Decision-Making (adjust your process with confidence)

🧭 Use Data to Guide Strategy

Once your pipeline is accurate, ask:

Metric Question to Ask
Low Schedule Rate Do I need more availability or follow-ups?
Low Show Rate Am I confirming appointments correctly?
Low Close Rate Do I need better sales scripting?
Low Cash Collected Am I offering the right pricing packages?
 

Use this insight to coach yourself or your team on the skills needed to level up lead nurture and sales.

✅ Summary: Your Daily Pipeline Routine

Task Time Needed Frequency
Log into Opportunities tab 1 min Daily
Review “Unmarked Appointments” 5–10 min Daily
Drag leads into correct stages 3–5 min Daily
Update opportunity values for sales 2–3 min When sold
Analyze pipeline data Weekly Weekly
 

⚠️ Don’t let your pipeline become a graveyard. Make this a daily non-negotiable habit to stay in control of your lead nurture engine.