How to Stay Organized with Applicant Tracking Using the AI-Powered Database (Opportunities Pipeline)

 

🔍 Where to Find It

1. Log into your Gym Growth Engine (powered by GoHighLevel).

2. On the left-hand menu, click “Opportunities.”

3. You’ll see two pipelines:

   • Sales Pipeline (used for general leads from Facebook, website, etc.)

   • General Play Pipeline ✅ (this is what you'll use for your cash injection plays like the scholarship giveaway)

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🧠 What is an Opportunity Pipeline?

The pipeline is your visual dashboard that helps you track every applicant — automatically.

Each applicant moves through stages based on their interaction and progress:

📍 Stages in the General Play Pipeline:

• New Leads:
  Where all applicants (including nominations) appear after submitting their info. This is the default drop-in point.

• Hot Leads:
  Move applicants here manually if they respond to your outreach with interest or intent to schedule. This is useful for prioritizing strong leads.

• Appointments:
  If you're using the built-in Gym Growth Engine calendar, applicants who book appointments will automatically move here.

• No Show / Showed – Sold / Showed – Lost:
  These final stages help track outcomes. You can manually drag leads here after the appointment to keep clean records of who showed, purchased, or declined.

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🛠 How to Use It Step-by-Step

1. View New Applications

After your giveaway page is live and collecting entries:

• Open the General Play Pipeline

• All new applicants and nominations will appear under "New Leads"

2. Track Lead Responses

• If you reach out (via personal cell, Google Voice, or any method) and the lead responds, drag their card to Hot Leads

• This helps you visually filter who’s warm and likely to book

3. Appointments Automatically Update

• If you're using the Gym Growth Engine’s internal calendar system, leads that schedule will automatically move to the Appointments stage.

• If you're using a separate calendar, you’ll need to manually update their position.

4. Track Appointment Outcomes

After appointments, you can:

• Drag leads to:

  • Showed – Sold (they signed up!)

  • Showed – Lost (they attended, but didn’t buy)

  • No Show (they missed the appointment)

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📈 Why This Matters

At the end of your campaign, you’ll want to ask:

• How many people applied?

• How many responded?

• How many scheduled?

• How many showed up?

• How many joined?

• How much revenue did I generate?

Your pipeline will have these answers at a glance, based on where applicants are in each stage.

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🧩 Pro Tips

• ✅ Use the built-in calendar if possible to save time and automate pipeline movement

• 🔁 Keep the pipeline updated manually if using a third-party scheduling tool

• 🔍 Check the “New Leads” stage daily to stay on top of fresh applicants

• 🧼 Clear out completed leads to keep your dashboard clean

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🚨 If You Don’t See Your Pipeline

If you don’t see the General Play Pipeline, or it’s not behaving correctly:

• Contact support via chat inside your Gym Growth Engine

• We’ll ensure it’s properly set up for you

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✅ Final Thoughts

The Opportunities dashboard is your command center for turning applicants into members. With just a few minutes each day, you can:

• Stay organized

• Prioritize high-intent leads

• Increase your conversion rates