Everything about the Sales Prospecting system?๐Ÿ”

The Sales Prospecting module represents a powerful opportunity to set up a tailor-made prospect follow-up process, perfectly adapted to the club. As the club manager, define the key stages of the prospect reminder process, while integrating the significant events linked to these interactions, such as club visits, test sessions and much more.

This feature provides the club team with a clear, structured framework for carrying out their sales reminders on a daily basis, knowing precisely what actions to take at each stage. What's more, it offers the possibility of analysing the results of sales reminder in detail, whether they are successful or encounter obstacles, providing a solid basis for the ongoing optimisation of prospecting efforts.

Activation conditions

For the moment, the module is in betatest and will be available in early 2024. From this date, the module will be activated under quotation. For further information, please contact our commercial service.

๐Ÿ“As manager, I think about the club's sales reminder strategy.

Before getting your hands dirty with the configuration and sales reminders, you need to set up the club's reminder process (on paper or electronically).

Here, we recommend answering several questions:

  • What are the key stages in the prospect's journey?

You need to identify the important phases that each prospect goes through from initial contact to conversion into a member. For example, this could include the request for information, the visit to the club, the test session, the membership proposal, etc.

  • What specific actions need to be taken at each stage?

We need to define the concrete actions that the club team will need to take at each stage of the sales reminder process. This could include sending personalised emails, organising guided tours, offering special promotions, etc.

Here's an example of a simple sales reminder workflow that can be implemented at your club...


This is an example, but the workflow can include more details and rules specific to the club's policy.

๐Ÿ”ŽTo fully understand the possible outcomes of a sales reminder
It is important to have a clear understanding of the possible outcomes of a sales reminder so that you can configure your workflow afterwards.

Here are the different outcomes of a sales reminder:

  • We have not been able to contact the prospect or they have not honoured their sales appointment or test session. --> We can reschedule.
  • The sales reminder led to club registration. --> ๐Ÿฅณ Congratulations, we can now register!
  • The sales reminder did not result in a registration, but the prospect is willing to make a sales appointment or a test session --> We move on to the next stage, which will enable you to set up the time slots directly from the member file.
  • The prospect indicates during the sales reminder that s/he is not interested after all --> We close the sales reminder workflow by indicating "Not interested".


โš™๏ธAs manager, configure the club's sales reminder workflow...

Now that we've thought about the prospect reminder workflow and have in mind the different possible outcomes of the sales reminder, we connect to Xplor Gym to configure it. Once the configuration is complete, the club's sales staff will be able to use the reminders easily by following the process set up, without even having to think about it.

In this step, we'll use the "Example" workflow from step 1, and we'll need to create three types of reminder: test sessions, sales appointment and telephone reminders.


The right tip to save time on configuration ๐Ÿ’ก

Always start by configuring sales reminder types that do not have "next steps". For each sales reminder type, you will need to indicate the next steps. To avoid having to go back and forth, the easiest thing to do is to start with sales reminder types that don't have any next steps.

If we go back to our example, the ideal configuration order is as follows:

  1. 1. Test sessions
  2. 2. Sales appointments (for which the next step, "Test session", will already be configured).
  3. 3. Telephone reminders for which the two issues "Test sessions" and "Sales appointment" have already been created.
  • To start creating a sales reminder type, go to Settings > General > Sales reminders > Sales reminder types.


Once on this screen, you can add the different stages by clicking on "+ Add".


For each type of sales reminder notice in the workflow, we will indicate the main information (name, description and actions) and the link with future steps in the workflow (type of associated sales reminder notice).

CANVA 3.png

Name (required)

Description (here, we'll tell you what you need to know about in-house reminder)

Action ((selection from the three types of sales reminder action)

Understand the different types of actions๐Ÿ”

  • The "Test session" action will enable the prospect to be registered directly for a test session on the schedule when the reminder is sent out. Simply indicate the activities concerned by the test session here and the prospect will be able to register directly for it when the reminder is sent from the member file.
  • The "Make a sales appointment" action also involves registering for a slot in the schedule. The trick is to create a resource of the "Sales Meeting" activity type so that you can invite the prospect to attend. This appointment can be for a visit to the club, for example, or simply a discussion with the club sales representative.
  • The "None" action does not lead to any specific action on the member. However, it will still be possible to move on to one of the following stages (see point 4) or to indicate the reminder as having led to a registration, to be rescheduled or "not interested".

The type of reminder corresponds to the next stage in the workflow. We've done the telephone reminder and we'd like to offer the prospect a sales appointment or a test session? This is where we indicate it. In our example, the test session doesn't have a next step in the process, so we'll leave the field empty.

Go at your own pace ...

๐Ÿš€ Got the setup down? Skip straight to the rest of the article by going to the next accordion stage.

๐Ÿคฏ If you're still unsure about the process, have a look at all the configuration steps in the example workflow shown, it'll probably be clearer afterwards. As a reminder, the "example" workflow is as follows:


1- Create the "Test session" sales reminder type.

The most important points for creating the new test session are as follows:

  • The action: this will necessarily be a test session, so that we can register the client for their test session at the time of the sales reminder.
  • The associated sales reminder types: there will be none. If we go back to the example workflow, the test session does not lead to any other reminder in the process. So there are no next steps.

The fact that we don't indicate any next steps here doesn't mean that the sales reminder "falls through". The sales reminder will remain in progress and once it has been completed (after the test session), we will be able to indicate whether or not the prospect joins the club.

CANVA 4.png

2- Create the "Sales appointment" reminder type.

The key points for creating the sales reminder appointment are as follows:

  • The action: this will necessarily be a sales appointment. In this way, we can register the client for a sales appointment on the schedule at the time of the reminder.
  • The associated types of sales reminder: the next stage in the workflow is the test session created earlier. You can therefore add it in this field.


3- Create the "Telephone reminder" type.

The key points for creating a telephone reminder are as follows:

    • Action: there is none.

Reminder: Why didn't you choose "No" actions for the telephone reminder?

Once the reminder is complete, we will have a choice of several options:

  • The prospect doesn't respond > We reschedule the reminder.
  • The prospect wants to join the club > We move on to the sale of a membership or pack.
  • The prospect does not register straight away, but moves on to the next stage in the workflow (in our example, a test session or a sales appointment to visit the club).
  • The prospect is not interested > We won't call again.

So, the sales reminder as such does not lead to an action. But when it is carried out, we will have the opportunity to move on to the next stage (sales appointment or test session).

  • Associated reminder types: the next stages in the workflow are the test session and sales appointment type reminders that we have created beforehand. You can therefore add them in the "Associated type of reminder" field.

SALES 5.png

That's it, the workflow is created!
๐Ÿ“ฉ On a day-to-day basis, the team qualifies prospects, schedules and carries out sales reminders.

Now that our sales reminder workflow is properly configured, we can launch the club prospect reminder system.

The sales representative launches a new sales reminder

To launch a new sales reminder, go to the client's member file. Then select Member actions > Action on member > Add a sales reminder.

SALES 9.png

The following information is then provided:

  • The scheduled sales reminder date (always in the future). This is the date on which the attached sales rep will be informed that he/she needs to make a reminder from the Xplor Gym dashboard.
  • The attached sales representative: this is the sales representative responsible for following up the prospect.
  • The reminder type: here we find the reminder types configured in the Xplor Gym settings (see step 3).
  • The prospect's value: here we evaluate the probability that the prospect will register. This will be visible directly on the member file:

SALES 10.png

Hot= The prospect has a good chance of registering.

Warm = The prospect has not yet made up his mind.

Cold = The prospect is not showing much interest.

Lost = If a reminder was not entered and the prospect has been lost in the meantime, we leave the option of entering this prospecting level.)

  • Initial comment: to add a specific description.

Then validate!

SALES 11.png

Our reminder here is "No action", simply indicating that a reminder will be issued on 26/09.

mceclip3.pngTo be aware of the current sales reminder ...

This indicator, which can be seen on the dashboard, tells sales staff which reminders they are personally responsible for at the moment.


Clicking on the indication on the dashboard takes you to the list of commercial tunnels. This list provides interesting information for sales representatives and club managers.


It provides an overview of the current commercial tunnels and includes the following information:

- the prospect's surname, first name, club and creation date

- the value of the prospect (cold, warm, hot, lost)

- the scheduled reminder dates for the last reminder to be carried out or finalised

- The status of the reminder (no reminder, in progress or finalised).

This information can be sorted using the filters in the list for better visibility according to objectives.

Another list: the Prospects list. This list provides interesting information for sales representatives and club managers.

SALES 12.png

mceclip4.pngThe sales representative will send out the reminder.

The sales rep can then carry out the reminder and indicate the result. To do this, they simply go to the prospect's member file, in the "Sales Pipeline" tab.

SALES 13.png

He then clicks on the three dots corresponding to the reminder operation and on "Mark reminder operation as sent".

SALES 14.png

mceclip5.pngThe sales representative indicates the outcome of the reminder.

There are four choices:

  • We have not been able to contact the prospect or they have not honoured their sales appointment or test session. --> We can reschedule the reminder.

SALES 15.png

  • The reminder led to a club registration. --> Congratulations, the prospect has registered. We can link the registration invoice to the reminder.

SALES 16.png

In the sales tasks, the reminder will be marked as successful.

SALES 17.png

  • The reminder did not result in a registration, but the prospect is ready for a sales appointment or a test session --> We move on to the next stage in the reminder workflow. (In our example, the sales appointment OR the test session).


  • The prospect indicates during the reminder that s/he is not interested after all --> We close the reminder workflow by indicating "Not interested". The reminder is closed and the prospect is considered lost.

Our tips for keeping up to date with reminders๐Ÿ’ก

  • Sales reminders to be sent out in the course of the day (scheduled reminder date to today) can be viewed by the sales profiles associated with the request, directly on the main dashboard: SALES REMINDER TUESDAY 2.png
  • The sales pipeline in the member file are the best place to view the status of current and forthcoming reminders (and to indicate them as "completed" if necessary). REMINDERS 3.png
  • The Prospects list, visible from the Clients menu, shows which prospects are due for a reminder and at what stage. REMINDERS 4.png
  • For an overview of the results of your sales reminder strategy, go to the sales reminder dashboard (detailed in the next step of this article).
๐Ÿ“ŠAs a manager, analyse the results of the strategy in place.

The dashboard dedicated to sales reminders enables you to study the statistics for sales reminders according to their status and to have details on the transformation of prospects into active members. You can also analyse the figures by sales rep.

From the Dashboards, go to Sales reminders.


This dashboard contains the following information on sales reminders:

mceclip2.pngGeneral statistics relating to sales reminders


The following four key figures are calculated from the start of using the software:

Prospects entered into the tunnel: this is the total number of prospects that have been the subject of a sales reminder strategy. In other words, a sales reminder was scheduled for these prospects at a given time.
Prospects not to be reminded: this is the number of prospects who have been the subject of a sales reminder which resulted in the outcome "Not interested".
Converted prospects: this is the number of prospects who have passed through the sales tunnel and have therefore been the subject of a sales reminder strategy AND converted into active members. The reminder resulted in the "Registration" outcome.
Number of sales reminders: this is the total number of sales reminders since you started using the software.

mceclip3.pngProspect development figures

This graph gives a monthly overview of converted clients. You can see the number of clients currently in the sales tasks and get an idea of the sales reminder performance for the current month.


On this graph, for each month, we have the following figures:

  • Transformed: this is the total number of prospects that have been transformed into active members, with or without a sales tunnel.
  • Abandoned: this is the number of prospects whose response to a sales reminder was "Not interested".
  • In the sales tasks: this is the number of prospects that should be the subject of a reminder (reminder in progress, visible in the sales tasks of the member file).
  • No sales reminder: this is the number of prospects (currently prospects) who have no sales reminder scheduled.
  • No sales rep: this is the number of prospects (currently prospects) who do not have an active sales person.

mceclip4.pngDetails of the conversion rate

These graphs show the correlation between sales reminder strategies and the probability of a prospect becoming a member.


This graph shows the following figures:

  • The rate of conversion of prospects into members.
  • The percentage of conversions that have been the subject of a sales reminder.
  • The percentage of conversions for which no sales reminder has been sent.

mceclip5.pngManager follow-up with detailed figures for each sales rep

This graph shows the figures for prospects and reminders per sales rep, which can be very useful from a managerial point of view.


It shows the following figures by salesperson over a period (visible at the top right of the graph, which can be adjusted as required):

  • Prospects created: This is the total number of prospects created by the sales rep over the period.
  • Sales reminders created: This is the total number of sales reminder notices created by the sales rep over the period.
  • Reminders made: this is the total number of reminders made by the sales rep over the period.
  • Appointments made / Test sessions carried out: this is the number of sales appointments / test sessions that took place in connection with a sales reminder from the sales rep during the period.
  • Abandoned: this is the number of reminders that were not carried out in time (and were never carried out following the scheduled date).
  • Members converted: this is the total number of members converted by the sales rep for the first figure, and the total number of members converted AND reminded for the second figure.
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