The Prospect Trials Report provides a detailed list and visual summary of prospects who have been placed on a trial.
It can be used to review:
- trial start and end dates
- current prospect status
- expired and active trials
- trial outcomes
- enquiry and marketing sources
- contact methods
- membership enquiry types
- tags
- overall trial conversion results
Navigate to:
Prospects > Reports > Prospect Trials
The page may display as:
Report: Prospect Trials
Select the Report Criteria
Use the filters at the top of the report to narrow the results.
Available filters may include:
- Status
- Source
- Page Source
- Contact Method
- Membership Enquiry Type
- Search By Date
- Date Range
- Tags
After selecting the required criteria, click:
View Report
Status
Use the Status filter to display prospects at a particular stage.
Examples may include:
- All Prospects
- On Trial
- Trial Expired
- Sale
- Not Interested
- another configured status
The available statuses depend on the club’s prospecting configuration.
Source
Use the Source filter to narrow the report according to the prospect’s marketing or enquiry source.
Examples may include:
- Internet
- Signage
- Casual Visit
- another configured source
Page Source
The Page Source filter identifies the specific online form, landing page or external link associated with the prospect.
This may be useful where the club uses several:
- trial links
- enquiry forms
- website pages
- promotional campaigns
- casual-visit links
Contact Method
Use the Contact Method filter to display prospects according to how they entered Clubfit.
Examples may include:
- Walk-in
- Casual Visit
- guest pass
- Lead
- referral
- another configured contact method
Membership Enquiry Type
Use this filter to display trial prospects interested in a particular membership, service or enquiry category.
The available options depend on the club’s configured Membership Enquiry Types.
Search by Date
The Search By Date? option controls whether the date range is applied to the report.
When enabled, select the required start and end dates.
Depending on Clubfit’s reporting setup, the date filter may relate to the prospect creation date or trial records included in the selected period.
Tags
Use the Tags filter to display trial prospects with selected tags.
Tags may relate to:
- membership interests
- services
- campaigns
- class types
- internal follow-up categories
Trial Results
The results table may include:
- Prospect
- Status
- Source
- Page Source
- Contact Method
- Created Date
- Tag/s
- Trial Start Date
- Trial End Date
- Membership Enquiry Type
Prospect
Displays the prospect’s name and identifying number.
Contact details such as a mobile number or email address may also appear beneath their name.
Select the prospect’s name where available to open their full profile.
Status
Shows the prospect’s current stage.
Examples may include:
- On Trial
- Trial Expired
- Sale
- Not Interested
The current status helps indicate what happened after or during the trial.
Source
Shows the marketing or enquiry source associated with the prospect.
A value such as Not Found may indicate that the source was not recorded or is no longer available.
Page Source
Shows the specific page, form or external link connected to the prospect, where available.
Contact Method
Shows how the prospect entered Clubfit.
Examples may include:
- Walk-in
- Casual Visit
- guest pass
- another configured contact method
Created Date
Shows when the prospect record was originally created.
Tags
Shows any tags applied to the prospect.
Trial Start Date
Shows the date the trial began.
Trial End Date
Shows the date the trial was scheduled to finish.
These dates are important for identifying:
- current trials
- trials due to expire
- expired trials
- prospects requiring follow-up
Membership Enquiry Type
Shows the membership, service or area the prospect was interested in.
Prospect Breakdown Chart
The Prospect Breakdown chart provides a visual summary of the current outcomes for the trial prospects matching the selected filters.
The chart may include categories such as:
- On Trial
- Trial Expired
- Sale
- Not Interested
The total number of matching prospect records appears above the chart.
Each section displays the number and percentage of trial prospects in that status.
This allows managers to quickly assess:
- how many prospects remain on trial
- how many trials have expired
- how many trial prospects converted to a sale
- how many became not interested
Using the Prospect Trials Report
Staff can use the report to:
- identify active trials
- find trials that are due to expire
- follow up expired trials
- open the prospect’s profile
- review trial dates and contact information
- update statuses where required
- schedule the next call or appointment
Managers can use the report to:
- review trial volume
- monitor trial-to-sale conversions
- identify large groups of expired trials
- compare trial results by source or contact method
- assess which campaigns generate trial prospects
- identify trial records that have not been updated
Recommended Trial Follow-Up
When reviewing a trial prospect:
- Confirm the trial start and end dates.
- Review the prospect’s current status.
- Open their profile and check notes, attendance and previous contact.
- Contact the prospect before or shortly after the trial expires.
- Record the call or appointment outcome.
- Update the status to reflect the result.
- Schedule another activity if further follow-up is required.
Maintaining Accurate Results
The Prospect Trials Report relies on accurate prospect and trial information.
For reliable reporting, staff should:
- record whether a trial was provided
- enter the correct trial start and end dates
- update the prospect status when the trial ends
- record the correct contact method and source
- enter the membership enquiry type
- apply relevant tags
- assign and complete follow-up activities
- avoid duplicate prospect records
Important Notes
The Prospect Trials Report may include historical trial records as well as current trials, depending on the selected filters.
A prospect with an expired trial should not remain marked On Trial if the trial has ended and an outcome is known.
A blank field or Not Found value generally indicates that the information was not recorded or is unavailable.
The Prospect Breakdown chart reflects only the records matching the current report filters.
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