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Email to lead mapping

How to automatically capture leads from your web forms

Aron avatar
Written by Aron
Updated over a week ago

If you have a web form on your website or landing page for leads to fill in, it probably sends you an email that looks something like this:

Instead of adding these leads in manually, you can create an email address that captures these emails and creates the leads for you automatically.

1. Create the email map

Navigate to Settings > Email to Lead Maps

Create a new email map, and enter the name, URL of the contact form and the default club to allocate the lead to. (All generated leads will be allocated to this club if we can't detect a club selection in the email itself.)

Hit Save and you'll see your new email address listed:

By default, all email lead map leads will come in through the 'Website' lead source, but you can set your own here if you'd like. You can also add tags to any incoming lead coming through a lead map.

2. Forward new lead emails to this email address

This step will differ depending on how your website or landing page is setup. With your new email address, you'll need to go into your website backend and add the email address to the list of recipients. Ask your website developer for help if you're not sure about this step.
We recommend leaving the existing email address in there for the first week or so to make sure all leads are coming into GymLeads successfully.

3. Send a test

Once that's done, send a test and go back to the email map to view the results. You'll be able to see the last email that address received, the fields it could find and the created lead. This is vital to ensure your leads are coming through correctly.

Once that's setup, we'll capture all incoming lead emails and convert them to leads.

Detecting Location

If your web form allows leads to select a club they are interested in, we can automatically assign the lead to the correct club. This way you can use a single email map for multiple clubs. Make sure that the options in your web page selection match either the club name or city value of your Gymleads location. If we can't find a specific location to assign the lead to, we'll send it to the default club for that email map.

This is how GymLeads detects location;
*String_lookup_value a legacy value (old coding that isn't really used anymore)
*Display_name (or location name)
*City where the location is in - this is found in settings > locations > the location address.

The email map will look at all three of these things before deciding which location to assign a lead to.

Creating an Appointment

You can now use email to lead mapping to add appointments to a leads profile.

In your contact form and subsequent submission email, you can add a field for appointment date and time.

You need to make sure the field is labelled as 'Appointment time' and the result is in UTC format.


Appointment time: 2022-05-17T21:17:19+00:00

If the lead does not exist in the system under that location yet, then it will create a new lead profile and add the appointment to their appointments section.

If the lead already exists in the system under that location, so long as the lead has used the same email address and phone number, GymLeads will detect the existing lead and add the appointment to their profile.

You cannot use email mapping to cancel or reschedule appointments.

Two examples of how to connect your email map


The email map result is always empty
This usually means that GymLeads isn't getting any emails from your website. Double-check the spelling of the email address on your form configuration. If you've double-checked everything and you're sure you should be receiving something, let us know and we'll look into it.

I'm getting an email but it's not detecting some/any fields
This can happen if your email is formatted in a strange or unrecognized way. Let us know if this is happening to you and we'll train the system to recognize your email.

The email map isn't sorting submissions to my different locations.

If the email map submission doesn't match the display_name (name of your location) exactly, it will not work. If it is not working it can often mean that there is a space at the start or end of the location in settings > locations.

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