Ep61: CRM 101 – How to Streamline, Systemize & Scale Your PT Business

Happy Friday, everyone. Actually, no, it's Thursday. Sorry. Welcome to another episode of the PT Profit, Leverage and Lifestyle show. Hope you guys are having an amazing day. We're actually currently in Brisbane. Anyway, we're waiting for the cyclone to hit so at the time of this recording I'm sure you guys will remember, hopefully we're still all alive. I'm not kidding. Everyone seems to be going pretty crazy with this cyclone that's going to happen. But as of right now, looks like a beautiful day outside. But yeah. So let's get stuck into it. Hey team, we're going to talk about a CRM today, a client relationship manager and why you need one in your business if you really want to take things to the next level. So I'm super keen to have this discussion with you because a lot of personal trainers have zero idea of what this is. The only people that have a CRM, the people that are actually crushing it. So more than likely it's better off for you just to have a CRM from the start and let you, let you in on a little secret. My clients don't even know this shoes just yet. But more than likely I'm going to end up paying for all my clients to have a CRM system and I'm going to do all the stuff for them. It's pretty cool. Haven't fully decided what it's going to look like just yet but a lot of stuff's in the works right now to have all the, have all the marketing and stuff already pre done for them and they just need to implement it into their business. All the templates or the offer presentations or the terms ignitions, the payment links, et cetera, et cetera, already done for them. Cancellation forms, time hold forms, all that jazz. So I'm super pumped, I'm super pumped to, you know, to deliver that news to my clients very soon. So let's get stuck in. So firstly, what is a CRM even? What does the CRM even do? And I'm going to tell you the reason why first, why it's actually important. A lot of personal trainers will especially face to face personal trainers. Like if you're an online trainer, a CRM is vital to your success because you need to take your nurturing and your marketing to a whole nother level. Whereas if you're a face to face trainer, it's super easy for leads. Like leads are everywhere, they're right in front of you. In the gym already training, you can get different types of lists from the club, like new member leads, 90 day reviews, missing in action leads, birthday lists, etc. Etc. You can run giveaways, seminars, workshops to get leads super easy. You don't necessarily need to have a CRM for that at the start, but if you want to really take this business serious, you need to have a CRM in the long, long term. Not only is it going to be easier to manage your business, but it's more likely in the long run going to save you some money, to be honest. Because let me tell you why. If you're running a proper business, you're, you're having multiple subscriptions. Let's say for example, you have terms and conditions that you need to get digitally signed. You need to buy or have a subscription to either like DocuSign, Panda Doc. That's 20, 30 bucks a month. If you're doing email marketing or nurturing through email, you need like ActiveCampaign or another one of those softwares. Again, 20, 30 bucks a month. So it's like what's like 60, 70? You might have Canva Pro as well. 20, 30 bucks a month. What's some other software is that calendly 20, 30 bucks a month? So all these small little softwares add up over time. If you've used funnels before, click Funnels. That's probably like 100 bucks a month. To be honest, I'm not 100 sure how much that is these days. But you know, this stuff adds up. So a lot of people end up paying, you know, two, three hundred bucks a month for this type of software. And you know, wouldn't it be a whole lot easier if everything was just in the one spot? So it talked to each other easily and you could manage pretty much everything in the one spot for a cheaper price. So CRMs, obviously there's a range of different ones and some of them are cheaper than others. A good one's anywhere from 150 or about 150 or 300amonth. To be honest with the good ones out there, we have a really good partnership with Sarah and company that we get them for 150, 150amonth, which is awesome. So all that clients get that exclusive rate. But as I said, I'm probably going to end up paying for them to, to have that software. It's just easier in the long run and I can just pretty much do everything for them. But let me just go through what you can actually do in a CRM and I'll share my screen in a second to give you a bit of an idea. But I'm just Going to list a couple of the things that you can actually do through a CRM again, client relationship manager software. So first thing you've got actually, no, I'm going to share my screen. So it'll help me kind of go through what's included. So you feel like a dashboard, right? So Dashboard gives you a summary of opportunities, which are leads, your conversion rate, all that type of jazz and where you've got people in the funnel. So, so this is super interesting, right? So you can see how many people I've got in the funnel right now and what percentage of people are in the funnel. I'm just going to see if I can change that. So, like, as an example, I've got 94 leads in the last 30 days, which is cool. All right, cool. Sweet. Let's get moved on. Now, as I go down this list, you've got daily tasks in here. So this is like more so for time management, which is just not necessarily a requirement, but it's always good to have in there. Now the big thing for me is the conversations. You can actually link your, your TikTok, your Instagram, your Facebook, your email, et cetera, all into the one spot. And you can have conversations in all your platforms in the one software. So you can see in here like, I've got messages from Instagram, I got messages from text message, I've got email messages coming through here. Everything is in the one spot. And when I actually respond to people, let's just say one of my clients here, I can send them a text message, I can send them WhatsApp, I can email them, I can send a message on Instagram and I can just pick whichever one I want to send them a message on. Okay, so that's one of the big things. You've also got your calendar. So if you want to manage your PT sessions, you can also set up automated reminders through a CRM as well. You cannot do that with any other software that I know of without paying a fortune. Like Calendar. You can only do that for one off bookings, not for recurring bookings. But you can put all your PT sessions in here, send them reminders if you want. Otherwise you can send them email reminders, all that type of jazz, but it links straight to your calendar. Okay, so again, everything's in the one spot. Contacts. So all your contacts go into here and you can super easy send bulk text messages, bulk emails. And if you're watching the video right now, you'll be able to see I've got a members list and a non Members list. So I can literally go click on my members list and I can send a text, a bulk email, bulk text message, add to workflows, delete from workflows, add to an automation within 10 seconds because I've got the tag in there that they are a member of my community. Okay? And same thing with a non member list, if I want to send out a marketing email or marketing text message I can just go to non member list. So all my contacts that are not a member, I can send them bulk email, bulk text message as well. Now when you enter the opportunities tab, so this is basically your pipeline so we can set this up to suit you. But as an example you might have like lead. Well you might even divide it into top of leads. You might do new memo leads, Happy Birthday leads, etc. You can move them over into a category called reached out to or contacted. Then like booked consultation or book strategy session, showed for the strategy session, new client or didn't purchase. And then you can actually track your numbers and then you've also, you can also have a new like follow up tab. So you can always manage your leads this way. I can tell you what if, if pts were just to do this, that would make a significant, significantly significant more amount of money because they're actually managing the leads properly. Because what usually happens, and you guys are probably guilty of this, if you'll get a lead, you'll contact them once, maybe twice and then you'll never try and contact them again. So imagine if you had a full software that could actually do this type of stuff and even write automations which does the work for you. For example, if they haven't contacted or they haven't messaged you back, you could put them in a automation, an automated workflow which automatically contacts them if they haven't booked in for up to 14 days. For example, you can nurture them for 14 days. So I'm not going to go through everything, I'm just going to give you a bit of a bit of a taste. Payments, you can do payments through here. You can also do the contract so you can electronically get people to sign through here as well. You can also do your cancellation form time hold form. Any type of check in form can be done through here as well. And reviews, Google reviews, Facebook reviews, all that type of jazz. Now the payments that does integrate with stripe, as far as I know most people use stripe these days anyway. But there might be a few other integrations that you can do. But yeah, you can track all your payments through here. It's nice and easy. By having everything done in the one software as well, you can automate your onboarding process. So what that looks like is let's say the payment is done so you can set up an automation. So when it's, when the payment is done, it triggers the automation to send a, you know, a welcome email. It triggers a, an account to be created in Trainerize or Everfit. It triggers a link to do whatever. But you can set that up if it's all through a CRM. Let's keep moving on. So you like marketing as well. So you can do like email campaigns. This is the whole nurturing side of things. You could do trigger links which means like if you want a trigger link to book in for a coaching call or a one on one PT session, you can, you can set that up. You can also connect your, connect your social media as well and you can actually, you can schedule your posts. So as you can see here, you can connect Facebook, Instagram, YouTube as well, which I didn't actually realize. Pinterest, TikTok, you can even connect the community as well, which is pretty cool. That's pretty cool. Okay, let's keep moving on automation. I've already spoke about that a bit as well. But pretty much any type of automation you can do in here, I've started using bots as well. You can automate most things these days. When you come through to sites, this is the type of funnels you can make. So funnels meaning if you want QR codes done up, if you want an onboarding funnel or onboarding process where they get like they have to fill in an onboarding form and then booking their first PT session automatically you can get all that stuff done. Obviously if you're running ads then this is where you're going to create your funnels for people to, to come into as well. You can also create quizzes, blogs, webinars, websites, all that stuff through here as well. And of course QR codes. So literally, literally you can run almost your entire business through that one software. The one thing you can't do right now is like you know, training programs, nutrition guidance, that type of stuff. You won't be able to do that through here. If only. That would be pretty cool though. Some other stuff like reputation, as I said, you can actually, you can actually send out an automation to get people to do a Google review, Facebook review, all that type of stuff completely on autopilot, right? Just happens in the background without you even knowing. So that's a bit more, a bit of context as to why you would want a CRM. But if you guys are really serious about, you know, your business, how much easier is that going to be to manage? Because what you don't want to, you want to. You don't want to have like, you know, 15 different subscriptions costing you more money, but then also having to go back to different subscriptions to find out different information where you could have everything into the one software. So pretty much your life is all organized in the one system. Yeah. For 150 bucks a month, that's life changing, really. So hopefully gives you a bit of an idea of what it's like. If you do actually want to set up a CRM. Send me a message because as I said, we do have a very strong partnership with a CRM company that we do have an exclusive rate to. You have to come through me to get the rate. That's pretty much it. Team wanted to give you a bit of an insight into what kind of stuff that I'm going through right now as well. I'm in the process of setting up a lot of done for you stuff in a CRM. So all the funnels, all the, all the terms of conditions, all the payments and stuff ready to rock and roll, all the automation. So it's basically just ready for you to implement straight into the business and you can start getting clients. So if you guys are interested, please let me know. I can run you through on what it kind of looks like. But that's it for this episode. Hope you guys are having an amazing day. Stay safe through the cyclone. If you're in Brisbane and I'll see you guys in the next episode. In fact, next time you'll see me, I'll have to be in Fiji. So have an awesome day and I'll see you guys on the other side.