Trials & Leads

Turn website visitors and walk-ins into trials, then manage them to conversion.

The public booking page

Your school gets a public trial-booking page at /book:

• No login — prospects pick a class, enter their details, and submit.
• For yourself or a child — a dropdown at the top. In child mode the contact fields relabel as Guardian email/phone (with an optional guardian name and relationship to child), and the entered contact is stored on the child's guardian fields — so reminders and portal links reach the family, and staff see the guardian (and their relationship) on the record. One guardian email can book several children; only booking the same child twice is flagged as a duplicate.
• Branded — your organization name, logo, colours, and editable headline/description (Appearance & branding).
• Multilingual — the booking page and form ship in twelve languages (English, Spanish, Portuguese, French, German, Italian, Japanese, Korean, Chinese, Arabic, Hindi, and Russian); visitors switch language from the selector in the header, and the choice is remembered in a cookie. The initial language is the school's Default language (General settings). Switching keeps anything already typed or selected in the form. The dojo-written headline and description stay exactly as entered.
• Protected — rate-limited per IP with a honeypot field against bots.
• Safe to submit once — pressing Book my free trial locks the form and shows a blocking progress state until the request completes, so a slow or cold container cannot produce duplicate bookings from repeated clicks.
• Only trial-bookable classes appear — each weekly training slot on a course has a Trial bookable checkbox (on by default). Untick it for classes that shouldn't take new starters (senior-only sessions, for example) and they disappear from the booking page immediately.
• Capacity per slot — a weekly slot can optionally cap how many trials may book onto it. Once full, the class shows as (full) and can't be selected; converting or rejecting a trial frees the spot. Leave the capacity blank for unlimited.
• Upcoming classes only — the booking page lists sessions for the next two weeks and drops any of today's classes that have already started.
• Booking creates a TRIAL student with the chosen class and lands in the pipeline.

Staff see the booking; the prospect receives a confirmation email. Staff with configured addresses receive a new-booking alert email (toggle + recipients under Communication settings, template under Templates) — and the Trials sidebar item shows a badge with the number of NEW-stage trials, so a fresh booking is visible from anywhere in the app. Follow up by phone or reply manually.

The pipeline

Open Trials to manage leads through five stages:

New → Contacted → First class → Converted / Lost

• Guarded transitions — a trial can't skip stages (no New → Converted), keeping the data meaningful for conversion stats.
• Stage actions — record first-class attendance, convert (flips the student to ACTIVE with a conversion timestamp), or mark lost.
• Conversion stats — the pipeline header shows how trials are moving.

Follow-up emails

Trials that sit too long without converting get one automated follow-up (default: after 3 days; toggle and window under Communication settings, template under Templates). The countdown starts from the class the prospect booked — so the email lands after their trial, not a few days after they submitted the booking. Walk-ins and manually created trials, which have no booked class, count from the day they joined the pipeline.

From trial to member

Conversion happens at the First class stage (guarded transitions keep the pipeline meaningful):

• Dropdown path — move the lead to Converted; the student flips to ACTIVE with a conversion timestamp.
• Convert sheet — the Convert button on a First-class row opens a richer flow: optionally enroll the new member into a plan and create their first invoice in the same step (standard due window). Requires memberships:edit; without it the sheet converts plainly.

Conversion makes the student active — their attendance, belts, and invoices flow into everything else (eligibility, reminders, portal).

Booking confirmations

When a prospect books on the public page, they receive a branded confirmation email (toggleable under Communication settings, template under Templates). One email per booking — deduped.

Permissions

Trials reuse the students permissions: students:view to see the pipeline, students:edit to work it.