Schedule a trial and record conversion

Manage a prospect’s trial from their Lead Pipeline detail. A trial appointment and an introductory product are separate records: the appointment belongs to the lead workflow, while a paid offer belongs to WooCommerce.

Access and dependencies

• Open GymCore Leads > Lead Pipeline with gym_manage_leads or the current manage_woocommerce fallback.
• Create the location, program, class, and dated occurrence before scheduling the trial.
• Sending SMS additionally requires gym_send_sms, valid consent, and working provider configuration.
• Trial records contain contact, consent, schedule, waiver, and attendance information. Show only the details staff need.

Schedule the appointment

1. Open the lead card and confirm the person, location, program interest, communication consent, and assignee.
2. Use the visible trial scheduling control to choose the actual class occurrence and date.
3. Save or confirm the appointment with the displayed action.

Expected: The lead detail shows a trial appointment in scheduled state with the intended occurrence. Verify its date and time; a general lead Trial date is not a substitute for the appointment record.

4. If the workflow creates a waiver link, review its status. Use Open waiver link only for the intended prospect.

Expected: The detail reports the actual waiver state, such as pending or complete. A generated link does not mean a waiver was signed.

Record the real outcome

Use only actions allowed for the appointment’s current state:

• Confirmation can move an active appointment through confirmed_24h or confirmed_day_of.
• Attendance is valid from scheduled, confirmed, waiver-pending, or waiver-complete states.
• No-show, reschedule, and cancel represent different outcomes; choose the one that occurred.

Expected: The appointment and lead detail show the new trial status. Recording attendance can affect funnel reporting and follow-up, but does not create a paid membership.

Record a paid conversion separately

Configure an introductory offer as an eligible WooCommerce product and sell it through /sales/ or WooCommerce checkout. Current source does not define one universal intro-offer object with a fixed discount or duration.

Expected: A paid offer has its own WooCommerce order and gateway result. Move the lead to a converted stage only after verifying that source record.

Reverse or recover

Use reschedule or cancel only while the current state permits it. If a wrong outcome has no reversal control, preserve the appointment ID and history and use the authorized support/data-correction path; do not create a second appointment to hide the mistake. Refund paid products in WooCommerce and the gateway.

Verify in the source systems

Confirm the occurrence, appointment status, waiver state, and history in the lead detail; confirm attendance under GymCore Students > Attendance > History when marked attended; and confirm any paid offer in WooCommerce > Orders and the gateway. These records must agree before treating the lead as converted.