What Leads Helps You Do
Someone visits your website, wants to ask a question or try a class, and fills in a short form. That interest used to land in an inbox, a text thread, or nowhere. Leads is the place in MatAdmin where those inquiries arrive, where your team writes down what happened next, and where an inquiry is connected to the student it becomes.
Find Leads in the sidebar. Staff can see and work inquiries. Owners also manage the website forms, alerts, exports, and personal-data controls described below.
Use Leads when you want to:
- Put a contact form or a trial-interest form on your own website without a web developer.
- Know the moment a new inquiry arrives, and see every open one in one list.
- Keep notes and a follow-up task on each inquiry so nothing is lost between shifts.
- Connect an inquiry to the student it becomes, so their history starts at the first hello.
Submitting the form never books a class, starts a trial, takes a payment, or sends the visitor an email or text. Your team decides what happens next and contacts the person with your own phone and email.
Before You Start
- Sign in as the academy owner to publish a form. Staff can work inquiries but cannot publish or replace forms.
- Know where the form will live on your website. You will paste one block of code into the page, so have access to your website editor.
- Owner alerts go to the same email address MatAdmin already uses for your account. Check that inbox is one you read.
Publish A Form On Your Website
There are two forms, and you can publish either or both. Contact asks a question. Trial interest says someone would like to try a class. They collect the same details; the trial form also asks who the class is for, so a parent can ask on behalf of a child.
- Open Leads and select the Website forms tab.
- Choose the form. Add an optional Interest label if you want the form to name a program or offer, for example "Adult BJJ" or "Free trial week".
- Select Save, then use the preview to see exactly what a visitor sees.
- Turn the form on. A form that is off shows visitors an "unavailable" page and accepts nothing.
- Select Copy iframe code and paste it into your website page. The form appears inside your page and works without cookies or extra scripts.
- If your website builder cannot hold an iframe, use the Standalone link instead. It opens the same form on a MatAdmin page, and you can put that link behind a button.
Changing the interest label or theme later updates every copy of the form already on your website. Nothing needs to be pasted again.
Replace form link creates a new link and stops the old one immediately, including any iframe already on your site. Use it only if the old link should stop working, then paste the new code.
Know When An Inquiry Arrives
Each inquiry sends one alert to the owner's email. The alert says an inquiry arrived and links to it; it never carries the visitor's message, so a forwarded or leaked email exposes nothing.
Alerts are capped so a flood of form submissions cannot fill your inbox: 30 alert emails per hour and 100 per day, per gym. Past the cap, the inquiry is still saved and the alert is marked Owner alert limited on the inquiry.
Each inquiry shows the state of its alert. If one shows Owner alert failed or Delivery uncertain, an owner can open the inquiry and choose Retry owner alert from Actions. An uncertain alert may already have been delivered, so the retry asks you to accept the chance of a duplicate.
Your Dashboard also shows a New leads card while any inquiry is still marked New.
Work An Inquiry
The Inquiries tab lists every inquiry newest first. Filter by New, In progress, Closed, or All, and search by name, email, or phone.
Open an inquiry to see the visitor's own words at the top: contact name, email, phone, who the trial is for, and the message. That block is the visitor's submission and never changes.
Underneath it your team works:
- Contact buttons open your own email or phone app, or copy the address or number. Opening an app records nothing and changes nothing; MatAdmin never sends the visitor anything.
- Next task shows the earliest open follow-up task for this inquiry. Select Add follow-up task to create one with an assignee and a due date. It appears in Tasks like any other job, and completing it does not close the inquiry.
- Staff notes are a running record of what happened, with the author and time on each. Notes are separate from the visitor's submission and cannot be edited afterwards, so the record stays honest.
Use Actions to move the inquiry along. Start follow-up marks it In progress. Mark handled closes it. Reopen brings it back. Opening an inquiry never changes its state; your team always says what happened.
Mark as spam closes an inquiry that is not a real person. Spam stays out of the New count and is left out of alert retries.
Connect An Inquiry To A Student
When someone from an inquiry joins the gym, connect the inquiry to their student record. The Student section at the bottom of the inquiry shows how.
Possible matches lists existing students who share the inquiry's email, phone, or name, including the participant's name on a child's trial request. These are suggestions. A shared family phone or email is common, so MatAdmin never merges or chooses for you. Select Connect on the right row, or use Find another student to search the whole roster.
If the person is new, open Create a new student. The form starts with the details from the inquiry. On a trial request for a child, choose who the student is: the adult who wrote in, or the child named on the form. Choosing the child moves the adult's name and phone into the emergency contact fields. Review every field, then select Create and connect.
A student created this way starts inactive with no plan, and their record notes that they came from a website inquiry. Connecting an inquiry is not an enrollment. Assign a plan, take payment, and record attendance on the student record the same way you do for anyone else.
Once connected, the inquiry shows the student's name and a View student button, and the student's record shows a Website inquiry card that leads back. If the wrong student was connected, an owner can select Disconnect and connect the right one. Follow-up tasks keep whatever student they already name.
Export And Personal Data
Owners can select Export inquiries at the top of Leads for a CSV of every inquiry, including staff notes, follow-up task text, and the connected student. The full gym export in Settings also includes inquiries, notes, tasks, and task completions.
If a person asks you to remove their details, open their inquiry and choose Redact personal details from Actions. This clears their contact details, message, staff notes, and follow-up task text permanently, while keeping the non-identifying record that an inquiry existed and was handled. A connected student record is not deleted; handle that separately from the student's own record if they ask.
Someone who only gave a phone number has no email to write from. Search Leads by their phone number to find the inquiry, confirm it is theirs, and redact it the same way.
Common Issues
If a form on your website shows "This inquiry form is not available", the form is turned off or its link was replaced. Turn it on under Website forms, or paste the current code again.
If an inquiry is missing from the list, check the status filter. New inquiries only show under New or All, and one marked as spam only shows under Closed with the Spam reason.
If a student you expect to see under Possible matches is not there, their record does not share the inquiry's email, phone, or exact name. Use Find another student to search for them directly.
If the Student section says it is unavailable, MatAdmin is in the middle of an update. The inquiry itself is still there; try again in a few minutes.
When To Contact Support
Contact support if an owner alert keeps failing after a retry, or if a form that is turned on still shows the unavailable page. Include the form name and the inquiry's received time.
Need help? Contact support at support@matadmin.app and include your academy name plus a short description of the issue.