V2: Trial Participant Customers

Learn how to manage trial participant contacts with custom views, filters, and tracking tools in V2.

 

Table of contents

 

Permissions and accessibility

Staff access:

• Admin: Full access
• Manager: Full access
• Staff: No access

MyStudio plan restrictions:

• Starter: no access to in-app messaging
• Filter limits
  • Starter: save 3 filters
  • Growth: save 10 filters
  • Scale: save 20 filters
  • Legacy basic: save 3 filters
  • Legacy premium and white label: save 10 filters

 

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Contacts general overview

What is the contacts section used for?

The contacts section lets you manage three types of people:

• Customers – Paying adults responsible for memberships
• Leads – Interested prospects who haven’t signed up for a trial or membership yet
• Participants – Anyone enrolled in a trial, event, or membership
  
  

You can customize columns, filter views, and adjust how many entries appear per page in all sections.

 

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What is a trial participant?

A trial participant is a customer who is registered for one of your trials.

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Trial participants table

Access trial participants table in V2

To access the trial participants table in V2: 

1. Login to V2.
2. Go to contacts > participants.
3. Make sure you’re in the “trials” tabs at the top of the page.

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Customizing the trials participants table

You can customize the trial participants table by:

• Required columns that cannot be unpinned from the table:
  • Name
  • Customer
  • Trial program
  • Status
• Toggle columns on/off, reorder them, or pin them to stay visible. Available columns include:
  • Start date
  • End date
  • Registration date, registration method
  • Email
  • Birthday, age
  • Source
  • Paid marketing id
  • Last attended
  • Attendance count, last 14/30
  • Phone
• Page size: Show 5, 10, 20, or 50 entries
• Search: Use name or contact info to find trial members more quickly

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Trial participants communication

Send an email or mobile message to trial participants by:

1. Going to contacts > participants.
2. Accessing the trials subcategory from the top.
3. Check the box next to the desired trial participants.
4. Click either email or mobile message above the table.
5. Compose and send your message.

 

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What is paid marketing id?

Our scale plan members have access to connect their Google Ad and Facebook Pixel marketing ids. This column tracks which specific ad or marketing campaign brought someone in. It is useful for evaluating paid advertising efforts.

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Editing trial registration

To edit a trial registration, including status changes, start date edits, payment edits, and more, you will need to do so from V1 for now.

1. Login to V1.
2. Go to all customers > trial participants.
3. Click on the name of the participant.
4. Make edits to the registration.

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Create custom trial statuses and sources

To create custom trial statuses and sources, you will need to do so from V1.

1. Login to V1.
2. Go to services and products > trials > settings.
3. Click one of the category drop downs.
4. Click “add new field.”

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Filters

You can filter the trial participants table by:

• Trial options
• Status
• Ages
• Attendance count
• Last attended
• Registration date
• Trial end date
• Trial start date
• Birthday
• Sources

 

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Benefit of filters

• Who's stopped attending so you can check in early
• Spot members who are ready to register for a membership
• Celebrate birthdays with personal touches

Less guessing. More action. All your most important lists, ready when you need them.

 

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Saving a filter 

To save a filter for trial participants:

1. In V2, go to contacts > participants.
2. Access the trial subcategory from the top.
3. Click the “more filters” button above the table.
4. Select the desired filters.
5. Click “save new filter.”
6. Name the filter and select whether you want to “email report for this filter.”

Once saved, the filter will automatically create a pin above the table for easy access. If you save more than three filters, the third pin will be replaced automatically with the newly saved filter, but these can be changed out easily.

 

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Editing a filter

To update saved filters with different or new filter options:

1. In V2, go to contacts > participants.
2. Access the trial subcategory from the top.
3. Click on the pinned saved filter.
4. Open the filter options from the “more filters” button.
5. Edit the existing applied filters or add additional filters.
6. Click “update filter.”

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Changing pinned filters above the table

The system only allows 3 pins above the tables to appear at a time, but if your MyStudio plan allows you to save more than 3 filters across the customer tables, you can easily switch out which ones show:

• Click the “x” on the tab to remove it from the view.
• Click the “+” button to select which filter gets pinned.

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Why only 3 pinned filters?

We have limited saved pinned filters to 3 in order to allow seamless flow across devices including mobile views.

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Sending filter reports

When saving a filter, you will be prompted to select whether to send the filter as a report. If you turn this on, you will also be asked:

• Report frequency: select how often to send the report
  • Minimum: once a week
  • Maximum: once a year (12 months)

• Which staff gets the report

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Editing filter reports

To turn the reports on/off:

1. In V2, go to contacts > participants.
2. Access the trial subcategory at the top.
3. Click “manage filters” above the table on the right.
4. Turn the “email report” toggle on/off to pause or activate any existing saved filters.

 

To edit the report frequency or recipients:

1. In V2, go to contacts > participants.
2. Access the trial subcategory at the top.
3. Click “manage filters” above the table on the right.
4. Click the three dots next to the filter.
5. Select “edit email frequency.” 

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Common filters

How to see who hasn’t attended trials

To see who hasn’t attended trials, you will utilize the attendance count filter.

1. In V2, go to contacts > participants.
2. Access the trials subcategory at the top.
3. Click “more filters” above the table.
4. Click the “attendance count” filter drop down.
5. Select “attended.”
6. Enter the fields with “exactly” “0” within the time frame you are looking for.

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How to filter trial statuses

To filter trial participant statuses:

1. In V2, go to contacts > participants.
2. Access the trial subcategory at the top.
3. Click the “status” filter above the table.
4. Select the desired status.

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How to get a report of students’ birthdays for the month

If you’d like to prepare for students’ birthdays for the month, you will utilize the birthday filter.

1. In V2, go to contacts > participants.
2. Access the trial subcategory at the top.
3. Click “more filters” above the table.
4. Click the “birthday” filter drop down.
5. Select “this month.”
6. Save the filter.
7. Give the filter a name and toggle the “email report for this filter” to “on.”
8. Select to send the report once a month and to send on the first day of the month.
9. Select which staff the report will send to.

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How to see whose trial is ending soon

To see whose trial is ending soon, you will utilize the trial end date filter.

1. In V2, go to contacts > participants.
2. Access the trial subcategory at the top.
3. Click “more filters” above the table.
4. Click the “trial end date” filter drop down.
5. Select how far in advance you want to see the trial end date.

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