Recent Activities in the Prospects Module

The Recent Activities screen provides an overview of recent prospecting activity, current performance and sales-funnel information.

It allows staff and managers to review:

• recently created prospects
• scheduled calls and appointments
• status changes
• online joins and sales
• casual prospect visits
• enquiries, tours and sales
• call and appointment activity
• sales-funnel performance
• prospect contact methods
• marketing sources
• monthly KPIs and sales trends

Navigate to Recent Activities

Go to:

Prospects > Recent Activity under the menu on the left hand side

The screen displays a chronological activity feed on the left and prospecting summaries, charts and performance information on the right.

The information displayed may depend on the selected date range, club location, staff permissions and prospect activity recorded in Clubfit.

Recent Activity Feed

The activity feed displays recent prospecting actions in date and time order.

Activities are grouped by day, allowing staff to review what has occurred across the selected period.

Entries may include:

• a new prospect being created
• a call being created
• an appointment or tour being booked
• a prospect status being updated
• a prospect joining online
• a prospect being recorded as a sale
• a casual visit being scanned in
• another prospecting activity being completed

Each entry may display:

• the time of the activity
• the type of activity
• the prospect’s name
• the activity outcome or status
• the staff member or source that created the activity
• the date and time the action was recorded

Where the prospect’s name appears as a link, select it to open the relevant prospect record.

Reviewing Older Activities

Use the page numbers at the bottom of the activity feed to view older activity records.

The screen also displays the number of results being shown and the total number of activity records available.

Prospect Summary

The Prospect summary displays the number of prospects recorded within the selected date range.

This may include:

• Enquiries
• Tours
• Sales

Use the date fields and search icon to change the reporting period.

Enquiries

Shows the number of prospects recorded as enquiries during the selected period.

Tours

Shows the number of prospect tours recorded during the selected period.

Sales

Shows the number of prospect sales recorded during the selected period.

Activity Summary

The Activity section provides totals for prospecting actions recorded within the selected date range.

This may include:

• Call Attempts
• Spoke To
• Total Appointments Booked
• Total ToDo

Use the date fields and search icon to refresh the results for a different period.

Call Attempts

Shows the number of recorded attempts to contact prospects by phone.

Spoke To

Shows the number of prospects successfully contacted.

Total Appointments Booked

Shows the number of prospect appointments created during the selected period.

Total ToDo

Shows the number of prospect follow-up tasks created.

Accurate activity outcomes are important because these figures depend on staff consistently creating and completing prospect activities.

Monthly Sales Funnel

The Monthly Sales Funnel provides a visual summary of prospects moving through the sales process.

The funnel may display stages such as:

• Enquiry
• Tour
• Trial
• Sale

The figure shown beside each stage represents the number of prospects recorded at that stage for the month.

The funnel helps staff and managers identify where prospects may be dropping out of the sales process.

For example, a high number of enquiries but a low number of tours may indicate that more follow-up or appointment booking is required.

Prospects by Contact Method

The Prospect by Contact Method chart shows how prospects originally entered the system.

Contact methods may include:

• Walk-in
• Lead
• Online Signup Incomplete
• Internet
• Guest pass or class pass
• referral or flyer options configured by the club

The available categories depend on the contact methods configured within Clubfit.

Accurate contact methods help the club understand which enquiry types are generating the most prospects.

Prospects by Marketing Source

The Prospect by Marketing Source chart displays where prospects originated from.

Marketing sources may include:

• Internet
• Facebook
• enquiry or trial links
• flyer drops
• casual visit links
• other business-to-business or campaign sources

The available options depend on the marketing sources configured by the club.

This chart can help identify which campaigns, links or advertising channels are generating enquiries.

Key Performance Indicators

The Key Performance Indicator section compares actual prospecting results against configured targets.

The KPI table may include:

• KPI name
• reporting period
• actual result
• target
• trend

Examples may include:

• New Leads per month
• Attempted Calls per month
• Appointment Sales per month
• Referrals per month

The trend indicates how the actual result is tracking against the configured target.

KPI targets should be reviewed according to the club’s internal performance expectations.

Monthly Sales

The Monthly Sales chart displays sales recorded throughout the month.

The chart allows staff and managers to identify:

• which days sales occurred
• periods with little or no sales activity
• changes in sales performance across the month

The results depend on sales being correctly recorded against prospect activities.

Enquiry, Tour and Sale Chart

The Enquiry Tour Sale chart compares the daily number of:

• enquiries
• tours
• sales

This provides a visual view of how prospect activity progresses throughout the month.

It can help identify:

• busy enquiry periods
• whether enquiries are converting into tours
• whether tours are converting into sales
• days where follow-up activity may have been low

Using Recent Activities for Daily Review

Staff can use Recent Activities to review:

• newly created prospects requiring follow-up
• calls and appointments created
• recent casual visits
• prospects who joined or were recorded as a sale
• changes to prospect statuses

Managers can use the screen to review:

• staff prospecting activity
• enquiry, tour and sales volume
• progress against monthly targets
• marketing-source performance
• conversion through the sales funnel

Maintaining Accurate Results

The information displayed in Recent Activities depends on staff accurately recording prospect activity.

To improve reporting accuracy, staff should:

• select the correct contact method and marketing source
• create calls, appointments and ToDos against the correct prospect
• record activity outcomes
• update prospect statuses when they change
• record tours, trials and sales correctly
• scan in casual prospect visits
• assign the correct salesperson where applicable

Important Notes

Recent Activities provides a summary of recorded prospecting information. It does not replace the individual prospect profile or detailed prospect reports.

Use the prospect’s profile when you need to review their complete history, notes, communication, bookings or personal information.

The results shown may vary according to the selected date range, club location, configured KPIs and staff permissions.

For best results, all prospect calls, appointments and tasks should be completed or outcomed rather than left outstanding.