Why Use the Free Intro Appointment Calendar?
Capture every lead: Leads fill out a short intake form before picking an appointment time. If they leave without booking, you already have their name, email, and phone number.
Automatic follow-up: If a lead fills out the form but doesn't book, a 10-day nurture sequence starts automatically to bring them back.
Forms built in: Automatically send your Waiver and/or PAR-Q forms after a lead books — no manual work needed.
Personalized experience: Appointments are tied to a specific staff member, so leads know exactly who they're meeting.
How to Set Up Your Free Intro Appointment Calendar
1. Go to Calendar Settings
In PushPress Grow, click Calendars in the left menu
Click Calendar Settings
Find your Free Intro Appointment calendar and click Edit
2. Assign a Staff Member
Under the calendar settings, assign the staff member who will run the intro appointments
This ties the calendar to that person's schedule so leads can only book when they're available
3. Customize Your Calendar
Update the name, colors, and logo to match your gym
Set availability to the days and times that staff member offers intro sessions
4. Check the Advanced Settings
Scroll down to Advanced Settings
Confirm that the Free Trial Intake Form is attached
This form is what leads fill out before they pick an appointment time
Note: The intake form collects lead info first. Even if someone leaves without booking, you'll have their contact details to follow up later.
(Insert screenshot of Advanced Settings with form attached)
How the Lead Flow Works
Here's what happens from the moment a lead lands on your booking page:
Lead visits your website and clicks the calendar link
They fill out the Free Trial Intake Form first
They are redirected to pick an appointment date and time
If they book: A follow-up is triggered to send your Waiver and/or PAR-Q forms
If they don't book: A 10-day nurture sequence starts automatically to bring them back
How the Nurture Sequence Works
When a lead fills out the form but doesn't book an appointment, the workflow handles all follow-up automatically. Here's how it works:
The Free Trial Intake Form submission triggers the workflow
The workflow waits 30 minutes (between 9am–5pm)
It checks whether the lead has booked an intro appointment
If they booked: The workflow stops — no further messages are sent
If they haven't booked: The following happens automatically:
Your team receives an internal email letting you know the lead hasn't booked yet
The lead gets a series of emails and text messages over 10 days reminding them to finish booking
At the end of the sequence, your team gets a final SMS suggesting a personal follow-up call
Note: If the lead books at any point during those 10 days, the workflow detects the booking and stops all further messages automatically.
Frequently Asked Questions
Why does the lead fill out a form before picking an appointment time? This captures their contact info even if they leave without booking. Without this step, you'd lose the lead entirely if they can't find a time that works.
How long does the nurture sequence run? Up to 10 days. It sends a mix of emails and texts to the lead, plus internal notifications to your team. If the lead books at any point, the workflow stops automatically.
What does my team get notified about? Your team gets an internal email when a lead doesn't book within 30 minutes of filling out the form. At the end of the 10-day sequence, your team gets an SMS suggesting a personal follow-up call.
Can one staff member be on multiple intro appointment calendars? Each calendar is tied to one staff member. If multiple coaches offer intros, set up a separate calendar for each one.
What happens if I don't fill in the Custom Values? The form links in your booking emails won't work. Leads will click the link and nothing will open. Always add your form URLs before turning on the workflow.
Troubleshooting
If form links in booking emails aren't working, check:
Did you paste the correct share link into Custom Values?
Go to Settings → Custom Values and confirm both URL fields are filled in
If the nurture sequence isn't sending, check:
Is the nurture workflow turned on?
Did the lead submit the Free Trial Intake Form? The workflow only triggers on form submission
Still stuck? Contact PushPress Support using the chat in the bottom right corner.