Lead management is the process of capturing, tracking, nurturing, and converting potential customers into actual clients through Arketa! Leads are created through specific actions such as form submissions, chatbot messages, and newsletter subscriptions, ensuring a streamlined and efficient process.
Additionally, it's important to distinguish between "Clients" and "Leads" in Arketa. "Clients" represent the master list of everyone with an Arketa account, including those whose email entered Arketa through a connected touchpoint or a profile created for them. "Leads," on the other hand, are prospects who have interacted with your brand but haven’t made a purchase yet.
Our software takes the guesswork out of lead management by automating transitions between lead stages. As soon as a lead takes an action—whether it's interacting with your marketing content, engaging with your team, or completing a purchase—our system automatically moves them to the next stage in real-time. This means no more manual tracking, and your team can focus on what matters most: building relationships and closing deals. To configure these transitions, navigate to Lead Management → Setup → Lifecycle Settings → Transitions and set triggers such as purchases or bookings to automate the process.
Note that leads only appear in Lead Management if they have a lifecycle stage assigned. Additionally, the BETA version of Lead Management, known as Lead Management V2, offers AI-powered enhancements for organizing and searching leads, providing an even more streamlined experience.
Why Our Built-In Lead Forms Give You an Edge
Our software comes with built-in lead forms, so you don’t need to hassle with integrating additional tools. We collect your lead submissions directly within the platform, making it easier to capture and manage important customer data. Build these forms under Marketing → Forms.
It's also worth noting the distinction between Lead Forms and Custom Forms. Lead Forms are specifically designed for capturing new prospective clients at the top of the funnel, collecting basic contact information like name, email, and phone. Custom Forms, on the other hand, are more flexible and can be used throughout the client journey to gather detailed information such as preferences or questionnaires.
Plus, with all the information in one place, you can immediately trigger automated workflows based on that data—whether it’s qualifying a lead, sending a follow-up email, or moving them to the next stage of your sales funnel. It's seamless, efficient, and keeps everything running smoothly without extra steps or software integrations. If you encounter issues with missing leads, ensure that the default lifecycle stage is selected under Lead Management → Setup → Lifecycle Settings → Stages.
Keep in mind that existing clients who submit forms won’t automatically move stages unless lifecycle transition rules are configured. This ensures that your workflows remain consistent and accurate.
How lead forms can help your business segment customers
Our lead forms are designed to do more than just capture information—they’re a powerful tool to grow your fitness studio in multiple ways:
Connect with Google Ads: Use our lead forms alongside Google Ads to seamlessly capture potential members' information. Whenever someone clicks on your ad, their details flow directly into your system, allowing you to instantly follow up and maximize ad ROI.
Track Partnerships with Attribution: If you’re collaborating with local businesses or influencers, our lead forms make partnership attribution a breeze. You can see exactly where your leads are coming from, allowing you to nurture those partnerships more effectively.
Perfect for Presales and Upselling: Whether you’re launching a new studio or promoting additional services like nutrition coaching, teacher training, or personal training, our lead forms help you get started even before you make your first sale. They provide a smooth way to initiate conversations and build interest in upsell products, setting the stage for future growth.
Best Practices for Lead Management
Ensure all lead forms are properly configured to capture new leads.
Regularly review and update lifecycle stages and transitions to align with your sales process.
Use segments to target specific groups for outreach while relying on lifecycle stages for overall lead organization.- Leads will only appear in Lead Management if they have a lifecycle stage assigned.
Configure lifecycle transition rules to automatically move leads to the correct stage when they take specific actions, such as submitting a form.
Ensure that new lead form submissions create both a client profile and a lead entry in Lead Management.
Remember that existing clients who submit forms won’t move stages unless lifecycle rules are in place.
Understanding Data Discrepancies Across Views
Leads vs. Clients: A lead is anyone who has expressed interest (e.g., filled out a form, subscribed). When a lead is created, a client profile is also created. However, not all leads are active or fully indexed in the Clients list.
Clients List: Displays active, deduplicated, and fully indexed client records. It may exclude archived or incomplete profiles.
Segments: Can include broader criteria, such as inactive or past clients, leading to higher counts than the Clients list.