Every lead, worked. While it's warm.
Leads arrive at 9pm, into an inbox, while the desk is closing. By the time someone follows up on Thursday, the lead joined the studio that answered Tuesday. Xyzios turns every new lead into a ranked daily call sheet, with the follow-up to every intro that is about to end already drafted.
One list, ranked daily·Your voice, your approval·Conversion counted honestly
How should a fitness studio follow up with leads?
Every day, from one list, fastest first. Xyzios puts every new account in your booking platform that has not booked on a ranked call sheet for your team, drafts the follow-up for intro offers ending this week for your approval, and counts lead to intro to member by monthly cohort. It never contacts a new lead on its own.
One month of a demo studio’s funnel, counted the way the Sales board counts it. Illustrative, not a benchmark — what a good intro conversion rate looks like →
The pain
Leads land in the booking platform at all hours, and follow-up depends on who remembers to look. Nobody can say how many of last month's leads ever took an intro, or how many intros became members — so the ad budget gets judged on clicks. Estimate what the leak costs you →
What Xyzios does
Puts every new lead from your booking platform on one call sheet, ranked with the freshest and warmest first, offer and history attached. Follow-ups to intros ending this week are drafted in your studio's voice and wait for your approval; the funnel counts itself from lead to intro to member.
What changes
The front desk works a list instead of a memory. Speed to lead stops depending on who checked which inbox. And when a month's leads never convert, you find out from the cohort math — not from a gut feeling three months and several thousand dollars later.
One list, in the order worth calling.
The sheet is rebuilt every day from your booking platform. Each name arrives with what is known about them, so the call opens with context instead of "how did you hear about us?"
- New accounts with no booking, the day they appear
- Intro-offer holders, with classes left and days remaining
- First-timers on today's schedule, so the desk can greet them by name
Recreation · demo data
From ping to member, counted all the way.
Captured
One sheet. A new account with no booking, an intro offer just claimed, a first class just taken — each lands with its context as it happens.
Ranked
Freshest and warmest first, so the morning starts with the calls most likely to become intros, not the oldest unread email.
Drafted
For intros ending this week, the follow-up is written in your voice and matched to the offer; a boxing intro reads differently from a barre one. First calls to brand-new leads stay with your team.
Counted
Each month’s leads are followed as a cohort, to intro and to member, with cost per lead for each channel beside it.
Conversion by cohort, not by feel.
The steepest drop in the whole funnel is between a first class and a second one. The Sales board follows each month's leads and intros as a cohort, so you can see whether July really was better than May, and where people fell out.
- Lead to intro, intro to member and lead to member, month by month
- Cost per lead by channel, read from the ad accounts themselves
- One blended cost per member across all ad spend
- Weekly and monthly pace against the sales goals you set
Recreation · demo data
What the follow-up play does, and what it never does.
It does
- Put every new booking-platform account with no booking on a daily call sheet
- Rank the sheet, freshest and warmest first, with context attached
- Draft the follow-up for intro offers ending this week, for your approval
- Count lead to intro to member by monthly cohort, at every location
- Show cost per lead by channel and one blended cost per member
It never does
- Contact a brand-new lead on its own — first calls stay with your team
- Text or phone anyone
- Pull leads from a website form or an ad form; leads are read from your booking platform
- Pin a membership on a single ad channel
- Become another system your front desk has to keep up to date
Already run trigger-based marketing automation? Keep it: here is how the two work side by side.
An intro conversion is “assisted”, and it is worth $0.
A new member has many parents: the class, the coach, the front desk, the offer. So the ledger records that the follow-up ran and the person joined, and claims no dollars for it. How the ledger counts, in full →
The line opens as actioned. A rejected draft never counts, even if the person joins anyway.
Your booking platform is read. If the intro holder now has a membership, the line is confirmed as assisted.
The proof is the conversion rate moving on the Sales board, not a dollar figure nobody could defend.
Runs on the platform you already use.
Mindbody live
Works with your Mindbody site. New client accounts, intro offers and first visits are what the sheet reads; your front desk keeps using Mindbody exactly as it does now. Lead follow-up for Mindbody studios →
Mariana Tek live
An approved Mariana Tek integration, activated in one click. Changes arrive as they happen, so a new account can be on the sheet the same day. Xyzios for Mariana Tek studios →
What owners ask about lead follow-up.
Where do the leads come from?
From your booking platform. Every new account that has not booked a class yet lands on the daily call sheet with what is known about them attached, beside the intro-offer holders whose window is closing. Your ad accounts add the other half: what each channel spent and how many leads it reported, so cost per lead sits next to the list.
Does Xyzios contact leads automatically?
No. Xyzios never contacts a lead or a member on its own. New leads go on a ranked call sheet for a person at your studio to work. For intro-offer holders whose offer ends this week, a follow-up note can be drafted in your studio’s voice; it waits in your Approvals inbox, and approved messages send from your studio’s own email. Nothing reaches a lead or a member without you.
What is speed to lead, and why does it matter?
The time between a lead arriving and a real response. Sales research across industries keeps finding the same thing: responses within minutes reach several times more people than responses within hours or days. The lead you answer while their booking tab is still open is a different conversation from the one you email on Thursday.
Is this a CRM I have to manage?
No — there’s no new system to move your leads into. The follow-up work arrives finished on the board you already check: today’s list, ranked, with each person’s context attached. Your booking platform stays the system of record, and the funnel — lead to intro to member — counts itself along the way.
What counts as a lead?
A person with a new account in your booking platform who has not booked anything yet. That definition is deliberate: it is someone who raised a hand and then stalled, which is exactly who a phone call helps. You can also decide whether people who arrive through a partner app count as leads.
How is conversion counted?
By monthly cohort, not by feel. Each month’s leads are followed to an intro and to a membership, and each month’s intros are followed to a membership. A lead has thirty days to convert unless you change the window, and the same definition applies at every location.
Can it tell me which ad my members came from?
Not to a single ad. Xyzios shows spend, leads and cost per lead for each channel, read from the ad accounts themselves, and one blended cost per member across all ad spend. It does not pin a membership on one channel, because the data cannot honestly support that.
Does an intro conversion count as recovered revenue?
No. When an intro-offer holder you followed up with becomes a member, the ledger records it as assisted, at $0. It is proof the play ran and worked, without claiming dollars the follow-up did not single-handedly earn.
The rest of the front door.
Marketing buys the lead. Follow-up buys the member.
One list, ranked daily·Your voice, your approval·Conversion counted honestly