Groovio’s Leads & Lead Pipelines tools help your studio capture, track, nurture and convert potential students — building lead forms, running them through a pipeline that moves leads automatically with Lead Flows, tagging and rating prospects, firing automated follow-ups, and even collecting a deposit on submission — all without leaving Groovio.
📍 Where to Find It
Everything lives under the Marketing menu in the studio admin sidebar:
Marketing > Leads — the pipeline board where leads are tracked, and where each column's Flow is built.
Marketing > Lead Form Builder — where you build, publish and share lead forms.
Marketing > Automated Messages — where the email/SMS/push messages that fire for each pipeline stage are written.
A red dot appears next to Marketing and next to Leads whenever there are new, unseen leads to follow up.
🔑 Plan & Access
Leads and Lead Form Builder require the Premium plan. On other plans the menu items are visible but open an upgrade prompt.
Staff need the Marketing permission to open the section. Only Studio and Staff user types can manage leads.
🧩 The Pipeline Board
Leads are shown as cards in columns (stages). Across the top of the board you’ll find:
Pipeline switcher — swap between pipelines or create a new one.
Pipeline Settings (⚙) — rename the pipeline, add/edit/reorder/archive columns, set duplicate handling and per-column automated messages.
Search — filter leads by name, email or phone.
Rating filters & sort — narrow the board by star rating (see below).
Notifications: On / Off toggle — controls whether moves you make on the board send automated messages and start column flows.
Add Lead and Import Leads buttons.
Each column header also has a Flow button (+ Flow, or ⚡ Flow on when one is live) for building that column's automation — see Lead Flows.
How leads change stage: a column's Flow can move leads to the next stage automatically — for example, as soon as they book a class. You can also move a lead at any time by dragging its card to another column, or with the Column dropdown in the lead’s detail view. Every move is recorded in the lead’s Move History.
🗂️ Multiple Pipelines
You can run more than one pipeline — for example a separate funnel for different programs or intake campaigns. One pipeline is always marked Default.
Create a pipeline: open the Pipeline switcher and choose ＋ New pipeline, then give it a name.
Your very first pipeline is created for you automatically, named Leads, pre-filled with the standard stages below. The first pipeline you create becomes the default.
Rename, set as default, or archive a pipeline from Pipeline Settings. A pipeline can only be archived once no active leads or live forms still point at it.
📊 Columns (Stages)
New pipelines (the auto-created Leads pipeline) start with seven standard stages:
New Lead — where fresh enquiries land.
Next In-take — leads to follow up before your next intake.
In-Progress — you’ve made contact.
Trial Started — they’ve begun a trial or intro offer.
Trial Completed — the trial has ended.
Won — converted into a paying student (closing stage).
Lost — no longer interested (closing stage).
In Pipeline Settings you can fully customise the columns:
Add a column — name it (3–30 characters) and pick a colour.
Rename and recolour any column.
Reorder columns.
Closes lead — tick this to make a column a closing stage. Leads that land there are treated as closed (like Won/Lost) and stop counting as active.
Archive a column — columns are archived rather than deleted, so history is never lost. A column can only be archived once no active leads or live forms still point at it; Groovio tells you what’s blocking it.
Note: a brand-new custom pipeline starts empty — add your own columns before using it.
➡️ How Leads Enter a Pipeline
Every lead is tagged with its source, shown as a pill on the card:
Form — submitted one of your lead forms (hosted link or website embed).
Manual — added by staff with the Add Lead button.
Import — brought in via CSV.
Student connected — a matching student account was created/linked.
Which column a new lead lands in: a form can specify a Start column; otherwise new leads go to New Lead (or the first column of a custom pipeline). Which pipeline a form feeds is set on the form itself. If that column has a Flow, it starts as soon as the lead lands.
Duplicate Handling
Each pipeline has a duplicate-handling policy (in Pipeline Settings) that decides what happens when the same person enquires again:
Reject duplicate (default) — a repeat enquiry is refused if the person already has an active lead in the pipeline.
One active lead per person — a repeat enquiry (via any form) attaches to their existing active lead.
One active lead per form — a repeat via the same form attaches to that lead; a different form still creates a new one.
A form’s Allow repeat leads toggle overrides this and always creates a new lead. Reusing a lead never moves it back — its place on the board is preserved.
🃏 Working With Lead Cards
Each card shows the lead’s initials, name, source pill, email, a New flag for unseen leads, a five-star rating, and a Closed pill when it sits in a closing stage.
Move: Flows move leads for you; you can also drag the card between columns, or use the Column dropdown in the lead’s detail view.
Rate: click a star directly on the card (click the current star again to clear it). Ratings save instantly.
Seen/unseen: opening a new lead marks it as seen. You can Mark as unseen to revisit later, or Mark all as seen to clear the board’s new-lead dot.
Lead Detail View
Click any lead to open its detail modal, which has three tabs:
Details — name, email, phone, created date, the Column move dropdown, a link to the connected student account (when one exists), and an Additional Information block showing the answers submitted on the form. Edit any contact detail with Edit Lead.
Notes — free-text internal notes for your team; click Save Notes.
Move History — a timeline of every stage change, with timestamp, from → to, and who/what moved it (Staff, Automation, Form submission, or API).
Use Delete Lead to remove a lead you no longer need.
⭐ Ratings & Filtering
Rate leads 1–5 stars to prioritise your follow-up. Use the board toolbar to:
Filter by one or more ratings — 5, 4, 3, 2, 1 star, and Unrated (multi-select).
Sort by rating — Default, Highest first, or Lowest first.
Clear to reset filters.
Filters are for viewing only — they don’t change which pipeline a lead belongs to.
🧱 Lead Form Builder
Build as many lead forms as you like under Marketing > Lead Form Builder. Click New Form (or Edit an existing one). Each form has a live preview on the right as you edit. Options include:
Form name — an internal label so you can tell forms apart (visitors don’t see it).
Description — the text visitors see at the top of the form.
Pipeline — which pipeline new leads from this form are created in.
Start column — which column those leads land in (or leave as Pipeline default).
Accent colour — optional brand colour for the form.
Student tags — tags applied to the student account when a submission links to one (see below).
Allow repeat leads — always create a new lead for repeat submissions.
Fixed payment — collect a payment on submission (see below).
Questions (Fields)
Every form always asks for name, email and phone. Add extra questions with a label, a Required toggle, and an answer type:
Short text, Long text, Email, Phone, Number, Date, Dropdown (choose one), and Checkbox.
Questions can be reordered, edited, or removed. Removing a question stops it being asked going forward — answers already collected are kept. Some system questions are locked and can’t be edited or removed.
Publishing & Archiving Forms
Publish / Unpublish — only a published form is live at its hosted link and embed. Unpublishing takes it offline immediately.
Archive / Restore — archived forms are hidden; restoring brings a form back as an unpublished draft (it never re-publishes on its own). Use Show archived to view them.
🏷️ Student Tags on Forms
On each form you can choose Student tags from your studio’s existing tag list. When a submission is successfully linked to a student account, those tags are applied to that student — including on repeat submissions that reuse an existing lead. Tags are never shown to the person filling in the form. (You manage the tag list itself elsewhere; the form builder only selects from it.)
💳 Collecting a Payment on the Form
A lead form can require a fixed payment to submit — useful for a paid trial, deposit or booking fee. In the form editor’s Fixed payment section, tick Require payment to submit this form and enter an Amount.
You’ll need your studio currency set and a connected Stripe account first.
Groovio prices the payment on the server (amount plus your tax settings) — the visitor pays by card as part of submitting the form.
Once payment succeeds, the lead is created, a transaction is recorded, the student is linked, any student tags are applied, and your team is notified — each exactly once.
Refunds are supported from the submission record.
🔗 Sharing & Embedding a Form
Once a form is saved and published, its Distribution section gives you two ways to share it:
Hosted Link — a ready-made page you can share anywhere (social bio, email, QR code). Click Copy.
Embed Snippet — a small copy-paste snippet that displays the same form inline on your own website and automatically resizes to fit.
Already using an older embed? Forms embedded with the previous version keep working while you move across, so your website doesn’t break during the switch.
🔔 Automated Messages & Flows per Stage
Each column can automate what happens when a lead arrives, in one of two ways:
Lead Flow (recommended) — a step-by-step automation built from the column's Flow button: wait, check whether the lead has booked or bought, send a series of emails/SMS/push, tag them, and move them to the next column automatically. Goals end the flow the moment a lead converts. See Lead Flows: Automate Each Pipeline Column.
Single automated message — one message (email, SMS or push) sent when a lead moves into the column, set in Pipeline Settings.
While a column's Flow is on, it replaces that column's single automated message, so leads never get both.
To set up a single message, use the column’s Automated message dropdown in Pipeline Settings:
The seven standard stages come with built-in stage messages you can turn on.
Create message — for a custom column, this creates a new message for that stage and takes you into Automated Messages to write its content, channel and timing. A new message won’t send until you’ve written and enabled it.
Edit message — jumps to Automated Messages for a message already linked.
A badge on each column tells you its status: No message, Will not send (a message is chosen but no channel is enabled yet — the note explains what to fix), or that it will send.
Notifications: On / Off toggle: the switch on the board controls whether moves you make send these messages or start a column's Flow. Turn it off when you’re tidying up the board and don’t want to message anyone.
➕ Adding a Lead Manually
Click Add Lead, enter the contact details, and choose the destination pipeline and column (you’ll confirm the placement before saving).
📥 Importing Leads via CSV
Click Import Leads to upload a spreadsheet. First choose the destination column and confirm it, which unlocks the file picker. Your CSV should include:
Name (required)
Email (required)
Phone (optional — use international format, e.g. +61412345678, if you want automated SMS to reach them)
Notes (optional)
Duplicate emails are skipped automatically. After importing you’ll see how many leads were added, how many rows failed, and how many duplicates were skipped. Refresh the board (or re-select the pipeline) to see freshly imported leads.
🗃️ Classic Board
A Classic Board (the previous status view) is still available via a toggle on the board. It’s mainly useful during the move to pipelines: any older lead whose status didn’t map cleanly onto a column still appears there.
💡 Why It Matters
With Groovio’s Leads & Pipelines, your studio captures enquiries, follows up at the right moment with automated messages and Flows, moves leads along as they convert, prioritises hot prospects with ratings, and even takes a deposit up front — turning more enquiries into paying students, all in one place.