Skip to content
  • There are no suggestions because the search field is empty.

Lead Management

Vibefam's Lead Management helps you capture, track, and convert potential customers into paying members — from the first time someone shows interest through to their first purchase and beyond. It brings every lead source, nurture message, and conversion metric into one place.

Navigate to Leads.

Leads Overview

The Leads Overview tracks potential customers who've shown interest but haven't yet purchased a package or registered for a course.

What is a lead?

A lead is a "warm contact" — someone who's shown some level of interest but hasn't committed. Leads come from account sign-ups without a purchase, trial registrations, and contacts from your website, booking site, branded app, the Vibefam app, or social media ads.

Lead status types

  • Lead — interested but hasn't purchased yet (e.g. account created, trial signed up, form filled from a social ad).
  • Cold — very low or no engagement (e.g. from a purchased list, referral, or event, but never interacted).

What you can view

The overview breaks your leads into quick views:

  • All Leads — your total
  • New Leads — created in the past 7 days
  • Trials — leads with an active trial package
  • ClassPass Leads — if your studio is integrated with ClassPass

 

Searching & filtering

Filter your leads by booking number, attendance, last contacted, last created, lead source, lead status (Lead / Cold / Trial), trial expiry, and trial package. 

Editing a lead's source

Update the Source column to reflect where a lead came from — Facebook & Instagram Ads, Vibefam SmartFill, ClassPass, Website Form, Website Widget, and more.

Updating a lead's status

  1. Click the Actions (pencil) icon.
  2. Select Lead or Cold from the dropdown.

Importing leads in bulk

You can import leads from a CSV file. 

  1. Download the Leads Data Template.
  2. Copy your leads into the template — don't rename the columns.
  3. Upload it via Import Leads.

Required columns: Name, Phone Number, Email Address, and Source (which must exactly match one of your available lead sources — a mismatch is the most common cause of a failed import).

Adding a lead manually

  1. Click Add New Lead.
      
  2. Enter the name, email, and phone number.
  3. Select a source from the dropdown.
  4. Click Add New Lead.

The customer journey

Lead Capture & Sources

The Lead Capture & Sources section shows where your leads come from. Sources fall into five categories.

Integrations

Capture leads from marketplaces and ad platforms.

  • Facebook & Instagram Ads — when someone submits an ad lead form, a lead is created automatically with this source.
  • Vibefam SmartFill — list your classes on Vibefam's marketplace at a discount to attract new leads.
  • ClassPass — when a ClassPass user books your class for the first time, they're added to your leads automatically. Set up under Configure → ClassPass Integration.

Website integrations

Embed forms and widgets to capture leads directly from your site.

  • Website Form — a visitor submits the form, and the lead appears automatically. Copy the code from your Form Widget field and paste it into your site (Wix, WordPress, Shopify, etc.). Example: <iframe src="https://bookings.vibefam.com/your-studio/interest#widget" width="100%" frameborder="0" height="380px" scrolling="no"></iframe>
  • Website Widget — an interactive widget for booking classes and viewing schedules; interacting with it creates a lead. Set up under Configure → Website Widgets (see Embed Website Widgets).

Vibefam applications

Users who sign up through any Vibefam app become leads automatically.

  • Branded App — your studio's own app; a sign-up creates a lead.
  • Vibefam App — buying a trial package in the Vibefam app creates a lead.
  • Booking Website — sign-ups via your booking site appear as leads. Set up under Configure → Booking Website.

Created by you

Leads you or your team add.

  • Imported Lead — from a CSV (see Importing leads above).
  • Created by Admin (Member) — creating a new member under the Members tab creates a lead automatically.
  • Migrated Member — members migrated from CSV appear as leads. Migrate under Configure → Migrate Members (see Member Migration).
  • Created by Admin (Lead) — a lead you add manually in Leads Overview.
     

Custom lead sources

Create your own sources for offline or special cases (walk-ins, event collaborations, etc.).

  1. Click Add New Source.
  2. Enter the source name (e.g. "Walk-In").
  3. Add notes if needed.
  4. Click Add New Source.

Automations

The Automations tab sends tailored, automated messages to leads and members, with on/off toggles so the right message reaches the right person at the right time.

The pipeline works like a funnel, guiding leads toward conversion and long-term loyalty through four stages: Leads and Members → Trials → Class and Bookings → Retention and Recovery.

1. Leads and Members

Capture, nurture, and onboard new leads and members.

  • New Leads — nurture leads from ads, ClassPass, referrals, or walk-ins with different message sequences (Message 1, 2, 3…) at different cadences by source. If a lead signs up, the new-lead sequence stops automatically, so there's no double-messaging.
  • Sign Ups / New Members — welcome and onboard anyone who creates an account, and introduce your studio. A lead who converts transitions cleanly from the New Lead sequence to the Sign-Up sequence, with no overlap.

2. Trials

Keep trial users engaged and nudge them toward membership.

  • Trial Purchase — confirm the trial, share practical info (directions, parking, what to prepare), and set expectations.
  • Follow-Up After Trial Expired — follow up automatically once a trial ends, with tailored cadences (e.g. 7 and 14 days after expiry), targeted promos, and reminders of member benefits.

Both trial automations stop automatically once a lead becomes a paying customer, so nobody gets a "come back" message after they've already joined.

3. Class and Bookings


  • After First Class Attendance — check in on how they found the class, and recommend a suitable package.
  • Class Anniversary — send a warm message to clients on the one-year anniversary of their first class, and invite them to book again.

4. Retention and Recovery

Bring back inactive clients and strengthen existing relationships.

 

  • Reengagement — email clients who haven't visited in a set number of days, tailored by segment (e.g. high-value members vs. casual drop-ins).
  • Credit Card Expiring — remind recurring-package clients ahead of time (e.g. 2 weeks before) so renewals don't fail.
  • Abandoned Cart — reach out to clients who started but didn't finish a purchase, after a delay you set (e.g. 24 hours).

Customising your automations

Go to Settings → Message List tab.

 

  1. Toggle the automation on.
     
  2. Select and edit the message (e.g. Message 1).
  3. Enter a Message Name (internal use only).
  4. Select the Lead Source that triggers this automation.
  5. Set up the message — customise the subject and email content.
     
  6. Configure Automation Settings — send immediately, or after a delay (days/weeks/months).
  7. Click Apply.
     

You can set multiple messages (Message 1, 2, 3…) for different lead sources — so an ads lead and a ClassPass lead each get their own sequence.

Viewing performance

Go to the Performance tab.

Filter by message name, and track: Total sent, Opened, Clicked links, and Failed.

 

The performance table shows Created date, Recipient Name, Recipient Email, Message Name, Lead Source, Status (Sent / Opened / Delivered), and Action Time.

Lead Conversion Report

The Lead Conversion Report shows how your leads convert into paying customers — where they convert, where they drop off, and how each source performs.

Filter the report

Filter by Last Created Date (a date range) and Lead Source.

 

  

Conversion summary

 

Shows how many leads convert at each step:

  • All Leads — your total
  • Sign Ups — leads who created an account
  • Sign Ups to Trials — leads who bought a trial
  • Trials to Customers — leads who finished a trial and bought a non-trial package or course
  • All Customers — everyone who bought a non-trial package or registered for a course (including trial-skippers)

Lost leads summary

 

Shows where leads drop off:

  • All Lost Leads — total who didn't convert
  • No Sign Up — never created an account
  • No Trial Purchase — signed up but didn't buy a trial
  • No Package or Course — bought a trial but never a full package or course

Leads funnel

A visual bar chart of the journey: Leads → Signups → Trials → Customers.

Leads funnel (skip trial)

The same journey for leads who skipped the trial and became customers directly: Leads → Signups → Customers.

Sales

The Sales section under Leads maps the customer journey and surfaces opportunities to convert leads into members.

Customer journey

A roadmap breakdown of the customer journey from account creation.

Lost leads

New users who created an account but didn't purchase.

  • Set up an automation to capture lost leads.
  • Re-engage them by email, or download the data to reach out manually.

Trials ongoing

Customers currently in a trial period.

Opportunities

Trial users worth keeping engaged and retaining.

  • Email them for feedback, or to help make their classes more rewarding.
  • Download the data to follow up manually.
      

Getting the most from it

  • Match your automation to the source. A cold ads lead and a warm ClassPass lead need different messages — the per-source sequences exist for exactly this.
  • Watch the funnel for your biggest drop-off, then aim an automation at that step. If most leads sign up but never buy a trial, that's where a nudge pays off.
  • Check automation performance so you're improving the messages that get opened and clicked, not just sending more.