How to | Prepare Your CRM for Website Lead Collection

Before integrating your website with GB Members to collect leads (trial bookings, membership sign-ups, or contact form), you must complete a few setup steps inside the CRM. This ensures your leads can register seamlessly, book classes correctly, and flow into your system without trouble.

Update Your School Settings
Set Up Your Class Schedule
Confirm Lead Collection Settings

1. Update Your School Settings

Before setting up your website integration, make sure your school details are fully updated in School Settings.

Click the 3x3 Square Grid in the upper-right corner of the CRM and select Settings.
From the left-hand menu, choose School Data Settings.
Scroll down to the Website Contact Details section.

Here you’ll want to confirm/update:

✅ School Start Date – If you're a new school opening soon, and don't want them to book a trial class before a certain date.
✅ About Us Choices – customize how leads can tell you where they heard about your school (e.g., Facebook, Google, Word of Mouth).
✅ Interested In Choices – set which programs (e.g., Kids Classes, Women’s Self Defense) display on the lead form.
✅ School Closed Dates – block trial bookings on holidays or days your school is closed. Use the calendar picker to add these exceptions.
✅ Trial Calendar Name – label your trial booking calendar (e.g., “Intro Classes”). If this value is set, all new Trial Bookings will be automatically added to a separate Google calendar with the designated name. This allows schools to keep Trial Bookings distinct from other events, improving organization and clarity for the school and leads.
✅ Trial Booking Cut-Off – define how many hours before class a lead can book.

Special Settings:

Switch Trial Class Booking Order – Only applies if you are using the Gracie Barra Microsite integration. By default, the widget captures lead info first, then shows class times. If you check this box, the flow switches: the lead picks a time first, then enters their info.
Calendar Widget Thank You URL – Only use if embedding the calendar as an iFrame on your own website (not when testing with the direct calendar URL). Make sure the JavaScript function gbLoadCustomThankyou is loaded and executable so your thank-you page displays properly.

📖 Help Guide: Update Your School’s Info

2. Set Up Your Class Schedule

Go to the Attendance Tab > Settings Gear Icon > Show Class Calendar.
Add all classes and ensure each one has:
- The correct Program and title added.
- Accept Trial Bookings checked.
- Select Adult or Child to trial.
- A numeric Limit set (even if it’s large, like 100, a limit has to be set).

📖 Help Guide: Set your Class Schedule

3. Choose Your Lead Collection Method

Decide if you’ll use:
- Trial Booking Widget (embedded on your site)
- Microsite (built-in Gracie Barra site)
- Self-Sign-Up Registration (optional)

📖 Help Guide: Lead Collection on Your Website

3. Test Your Setup

Create a test lead and try booking a class.
- Confirm that:
  - The waiver email sends correctly. (Review your Journey Triggers)
  - The event shows on the calendar with the right label.
  - Leads land on your Thank You page.

Conclusion

By completing these setup steps before enabling lead collection, you’ll ensure a smooth experience for prospective students and accurate data inside GB Members.

FAQs

Q: Do I need to set up every class in my schedule for trial bookings?
A: No, only the classes you want new leads to be able to book (e.g., specific intro sessions).

Q: Can I change these later?
A: Yes — you can update your schedule, waiver, or school info at any time in the CRM.

Need Assistance?

For further assistance or clarifications, please contact northamerica@graciebarra.com

You can also schedule a 1-1 consultation: https://graciebarra.link/gbmembers-consultation