Understanding the Calendar in the Prospects Module

The Calendar displays scheduled prospect appointments and activities in a visual calendar.

It can be used to review upcoming prospect bookings, identify incomplete appointments and view activities for individual staff members or the entire team.

Navigate to:

Prospects > Calendar

Calendar Views

The calendar can be displayed using the following views:

• Month
• Week
• Day

Select the preferred view from the top-right corner of the calendar.

Month View

Displays prospect activities across the selected month.

This is useful for reviewing the overall prospect appointment schedule and identifying busy or available days.

Week View

Displays activities for the selected week in greater detail.

Day View

Displays prospect activities scheduled for a particular day.

Navigate Between Dates

Use the available calendar controls to:

• return to Today
• move to the previous date range
• move to the next date range
• select a month or date

The date displayed at the top of the calendar shows the period currently being viewed.

Filter by Staff Member

Use the staff dropdown to display activities for:

• All Staff
• an individual staff member

Filtering by staff member can help staff review their own appointments or allow managers to review team availability and prospect activity.

Calendar Activities

Scheduled prospect activities appear on the appropriate date and may display the prospect’s name.

Select an activity to open or manage the appointment.

The information available may include:

• prospect name
• appointment or activity type
• date and time
• assigned staff member
• status
• outcome

The exact information displayed may depend on the activity type and the club’s configuration.

Activity Status Colours

The colour key at the bottom of the calendar identifies the current status or outcome of prospect activities.

Available statuses may include:

• Booking
• Confirmed
• No Sale
• No Show
• Sale
• Tour
• Trial Expired
• Enquiry
• Not Interested
• On Trial
• Collecting Access Card

The colour of an activity allows staff to quickly identify the prospect’s current stage or appointment outcome.

The available statuses and colours may vary depending on the club’s prospecting configuration.

Outstanding Activity Reminders

A reminder may appear above the calendar when a previous appointment or activity has not been completed or outcomed.

For example, the reminder may advise that a booked tour has not been completed.

Select the activity link within the reminder to open and complete the outstanding activity.

Use the arrows beside the reminder count to move through additional outstanding reminders.

Completing activities promptly helps ensure:

• the prospect history remains accurate
• follow-up lists are current
• sales and appointment reporting is reliable
• other staff can see the correct outcome

Managing Prospect Appointments

From the calendar, staff may be able to:

• open an existing appointment
• review the prospect’s information
• confirm the appointment
• record whether the prospect attended
• record the appointment outcome
• update or reschedule the activity
• record a sale, no sale or no-show
• schedule the next follow-up activity

The available actions may depend on the activity type and staff permissions.

Using the Calendar for Daily Follow-Up

Staff can use the calendar to identify:

• appointments scheduled for today
• upcoming tours or trials
• prospects requiring follow-up
• incomplete or overdue activities
• appointments assigned to them
• periods where additional appointments can be booked

Managers can use the calendar to review:

• staff appointment workloads
• prospecting activity across the team
• appointment outcomes
• tour and trial activity
• sales generated from scheduled appointments

Maintaining Accurate Calendar Information

Calendar information depends on staff consistently managing prospect activities.

Staff should:

• assign activities to the correct staff member
• enter the correct date and time
• update activities when appointments are rescheduled
• cancel activities that will no longer proceed
• complete or outcome appointments after they occur
• schedule the next activity where further follow-up is required

Important Notes

The Prospect Calendar is used for prospecting activities and appointments. It is separate from other Clubfit calendars, such as Group Fitness, PT or Service Bookings.

An activity should not remain incomplete after the appointment has occurred.

Where an activity has been cancelled, rescheduled or completed, update the record so the calendar and prospect reports remain accurate.

The activities, statuses and colours displayed may depend on the club’s configuration and the staff member’s permissions.