Lead Import Guide

Learn how to bulk import lead to Gymflow.

Written By Isaac Buchanan

Last updated About 15 hours ago

The Lead Import brings across your prospective members — people you're tracking who haven't yet signed up as full members. Each lead includes their contact details, marketing preferences, and their current source and status.

This import is independent of the User Import and can be completed at any time during or after your migration.

Before you start

  1. Download the Gymflow Lead Import Template (.xlsx file).

  2. Open it in Excel or Google Sheets. You'll see two sheets: Instructions and Lead Import.

  3. Read the Instructions sheet for a quick overview.

Gymflow_Lead_Import_Template.xlsx

15.3 KB• Spreadsheet

Understanding the colour coding

The template uses three colours to tell you who fills in what:

  • Green columns — required fields that you fill in.

  • Orange columns — optional fields you can include if you have the data.

  • Blue columns — Gymflow staff only. Leave these blank.

Filling in your data

Start entering lead data from row 4. Rows 4–8 contain example data. Delete or overwrite these with your real leads.

Required fields (green columns)

Field Format Notes

First Name

Text

Lead's first name.

Last Name

Text

Lead's last name.

Email

Valid email address

Must be unique across all rows.

Lead Source

Text (from predefined list)

Where the lead came from. E.g. Facebook Ad, Website, Walk-in, Referral.

Lead Status

Text (from predefined list)

The lead's current status. E.g. New, Contacted, Qualified.

Optional fields (orange columns)

Field Format Notes

Mobile Number

International format

E.g. +447525555812 (UK), +12025551234 (US), +61412345678 (AU).

Email Marketing

TRUE or FALSE

If left blank, defaults to FALSE.

SMS Marketing

TRUE or FALSE

If left blank, defaults to FALSE.

Gymflow staff fields (blue columns)

FieldNotes

Source ID

Your Gymflow rep maps your Lead Source text to the correct system ID.

Status ID

Your Gymflow rep maps your Lead Status text to the correct system ID.

You don't need to worry about these two columns. Just make sure your Lead Source and Lead Status text values are clear and consistent, and your Gymflow rep will handle the mapping.

Auto-populated field (grey column)

FieldNotes

Mobile Number (full)

Automatically combines the region prefix with your local number. E.g. 7525555812 becomes +447525555812. Do not edit.

How phone numbers work

Excel drops the + when you type a phone number like +447525555812. To avoid this, the template splits the phone number into two columns:

  1. You enter the local number — just the digits, no + or country code. E.g. 7525555812.

  2. The template auto-generates the full number — it prepends the correct prefix based on your region selection.

RegionPrefixYou enterTemplate generates

United Kingdom

+44

7525555812

+447525555812

United States

+1

2025551234

+12025551234

Australia

+61

412345678

+61412345678

Please note that any invalid phone numbers will be discarded on import.

Lead Source and Lead Status

These fields use a predefined list of options configured in your Gymflow account. When you fill in the template, use the human-readable names (e.g. "Facebook Ad", "New Lead"). Your Gymflow onboarding rep will map these to the internal system IDs before running the import.

Tip: Be consistent with your naming. If you use "Facebook" in one row and "Facebook Ad" in another, they'll be treated as different sources. Pick one label and stick with it.

Common mistakes to avoid

  • Inconsistent Lead Source or Status names — use the same exact spelling and capitalisation for each source/status across all rows.

  • Duplicate emails — every lead must have a unique email address.

  • Phone number formatting — use the full international format with + and country code, no spaces or dashes.

  • Filling in the Source ID or Status ID columns — leave these blank. Your Gymflow rep handles them.

What happens next

Once you've filled in the template:

  1. Send it to your Gymflow onboarding representative via email.

  2. They'll review the Lead Source and Lead Status values and map them to the correct system IDs.

  3. They'll run the import into Gymflow.

  4. After import, your leads will appear in the Gymflow Leads section, organised by source and status.

Need help?

If you're not sure which Lead Source or Lead Status labels to use, ask your Gymflow onboarding representative. They can share the predefined options available in your account.