How to Use ClickUp as a Gym CRM

Using ClickUp as your gym CRM gives you a flexible, all-in-one workspace to manage members, leads, sales, and day-to-day operations without juggling multiple tools.

This step-by-step guide shows you how to turn ClickUp into a powerful gym CRM system based on the workflows and examples from the original ClickUp gym CRM article.

Why Build a Gym CRM in ClickUp

Traditional gym CRM tools can be rigid, pricey, or focused on only one part of your business. By using ClickUp, you can create a customized CRM that supports:

• Member and lead tracking in one place
• Sales pipelines and upsell opportunities
• Staff tasks and trainer schedules
• Class and program management
• Reporting and performance dashboards

All these workflows live under one roof so your team always knows what to do next.

Step 1: Set Up Your Gym Workspace in ClickUp

Start by organizing your account so it mirrors how your gym actually operates. In ClickUp, this structure usually begins at the Space level.

Create a Gym Operations Space in ClickUp

1. Create a new Space and name it something like Gym Operations or Fitness Club HQ.
2. Assign your team members, such as managers, trainers, and sales reps.
3. Turn on features you need: tasks, custom fields, forms, and dashboards.

Within this Space, you will add Folders and Lists dedicated to CRM activities.

Recommended Folders for ClickUp Gym CRM

• Sales & Leads – for your main CRM pipeline
• Members – for active, paused, and former clients
• Services & Programs – for classes, PT packages, and events
• Operations – for staff tasks, maintenance, and admin work

This structure keeps ClickUp organized as your gym grows.

Step 2: Build a Sales Pipeline in ClickUp

The heart of your gym CRM is a clear, visual sales pipeline. ClickUp allows you to design that pipeline with List statuses and views.

Create a Lead Management List in ClickUp

1. In the Sales & Leads Folder, add a List named Leads Pipeline.
2. Set custom statuses such as:
   • New Lead
   • Contacted
   • Toured
   • Trial Started
   • Won (Member)
   • Lost
3. Switch to Board view so your team can drag and drop leads between pipeline stages.

Every task in this List represents a single lead or prospect.

Add CRM Custom Fields in ClickUp

To make your gym CRM more useful, add custom fields to your lead tasks:

• Lead Source (Google, Referral, Walk-in)
• Membership Type (Basic, Premium, PT)
• Estimated Monthly Value
• Next Follow-up Date
• Contact Details (phone, email)

Storing these details in ClickUp enables quick filtering and segmentation.

Step 3: Capture New Leads with ClickUp Forms

An effective gym CRM must make it easy to collect and route new leads. ClickUp Forms can send each submission directly into your pipeline.

Build a Lead Capture Form in ClickUp

1. From your Leads Pipeline List, add a new Form view.
2. Include fields for name, contact info, fitness goals, and preferred membership.
3. Map each Form question to the correct ClickUp custom field.
4. Set the default status to New Lead so every submission enters the first stage of the pipeline.

Share your ClickUp Form on your website, social media, and QR codes in the gym to centralize all leads in one place.

Step 4: Manage Members in ClickUp

Your gym CRM in ClickUp should track active clients as carefully as it tracks new leads.

Create a Member Database List in ClickUp

1. In the Members Folder, create a List called Active Members.
2. Use tasks for each member, just as you did for leads.
3. Set statuses like:
   • Onboarding
   • Active
   • At-risk
   • Cancelled

Use custom fields to show membership start date, renewal date, preferred trainer, and current plan.

Link Leads to Members in ClickUp

When a lead converts to a member:

1. Move the task from Leads Pipeline to Active Members, or
2. Duplicate the task so sales history remains in the pipeline List.

This keeps your ClickUp gym CRM consistent from first contact through membership.

Step 5: Assign Trainers and Sessions in ClickUp

Pairing members with trainers and classes is easier when everything is scheduled from the same gym CRM.

Track Training Sessions in ClickUp

1. Create a List called Training Sessions in your Services & Programs Folder.
2. Make each task a session or class with start and end times.
3. Assign tasks to both the trainer and the member when appropriate.
4. Use Calendar view so trainers can see their weekly schedule.

This turns ClickUp into a central hub for attendance and trainer workload.

Use ClickUp Relationships for a 360° View

To get a full CRM picture, use task relationships:

• Relate member tasks to their training session tasks
• Connect leads to the promotions or campaigns that brought them in
• Link members to support or billing tasks in the Operations Folder

Relationships help you trace the full journey of each client inside ClickUp.

Step 6: Automate Repetitive Tasks in ClickUp

Automation is essential in a modern gym CRM. ClickUp Automations reduce manual follow-ups and admin work.

Automation Examples for a ClickUp Gym CRM

• When a lead is moved to Toured, automatically create a follow-up task for the sales rep.
• When a member’s renewal date is 30 days away, change a custom field or tag to At-risk.
• When status changes to Won (Member), move the task to the Active Members List.

Build these automations directly in your ClickUp Lists to keep your pipeline accurate and timely.

Step 7: Monitor Performance with ClickUp Dashboards

A gym CRM is only useful if you can see how your business is performing. Dashboards in ClickUp give you a visual layer over your CRM data.

Create a CRM Dashboard in ClickUp

1. Add a new Dashboard to your Gym Operations Space.
2. Use widgets such as:
   • Lead count by status
   • Closed memberships this month
   • Revenue forecast by membership type
   • Tasks by assignee for your sales team
3. Filter each widget to pull data from your CRM Lists only.

With these views, your team can quickly see what is working and where you are losing leads or members.

Step 8: Improve Your CRM Setup Over Time

One advantage of running your gym CRM in ClickUp is that you can refine it as your business changes.

• Add new custom fields when you launch new services.
• Refine your pipeline stages based on real sales behavior.
• Update automations to reflect better follow-up cadences.
• Clone Lists and views if you open additional locations.

If you need expert support building advanced CRM workflows or integrating ClickUp with other tools, consider working with a specialist agency like Consultevo for tailored implementation.

Next Steps: Launch Your Gym CRM in ClickUp

You now have a practical blueprint for turning ClickUp into a complete gym CRM that tracks leads, members, trainers, and revenue in one place.

Follow these steps in your own Workspace, then iterate as you gather feedback from your team. With ClickUp at the center of your gym operations, you can simplify daily work and put more focus on member experience and growth.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

Get Help

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