Manage Contact Sub-Groups in FitProTracker
Contact Sub-Groups is a feature that makes it easier to organize contacts within parent contact groups. This article explains where to find sub-groups, how they work, and what to do when creating or moving contacts, so records stay organized and accurate.
1. Locate the Subgroups Feature 0:11
You will only see the Contact Sub-Groups if your organization has enabled the feature. Go to Location Settings.Open Contact Sub-Groups.Review the subgroup area under each existing parent contact groups. Sub-Groups are used to create smaller, more specific categories inside a main contact group.
2. Understand Parent Groups vs. Subgroups 0:26
Identify your main parent contact groups, such as:
Leads
Prospects
Trials
Members
Use sub-groups to organize contacts more precisely within each parent group.Treat subgroups as status-based or category-based layers under the main group. Please note that the ability to create your own sub-groups depends on the permissions that the organizations sets. If you do not have the ability to add sub-groups this is because the organization that manages your Fit Pro Tracker account has not given the ability to do so.
3. Plan Subgroups by Contact Status 0:48
HQ/Organization level may decide which contact groups would benefit from additional organization. If they give the ability to add sub-groups you can add other categories as well. The maximum number of subgroups per parent group is 5.
Depending on settings you or the organization may create subgroup categories based on status or behavior, such as:
Warm leads
Replied leads
Membership type
Trial stage
Sub-groups make pipelines easier to manage and track.
4. Use Subgroups to Improve Organization 1:24
You may continue to use tags when helpful, but use sub-groups when you need a more structured pipeline. Applying subgroups helps to reduce clutter inside large contact groups. You may use subgroup categories to make it easier to find and manage contacts by stage or type.
5. Filter Contacts by Sub-Group 1:47
Click on the parent contact group you wish to filter, such as Prospects. Select sub-group to filter the list of contacts you wish to view based on that filter.
6. Confirm Organization-Level Permissions 2:26
If you are part of a franchise or managed organization, subgroup permissions may be set centrally and there may be limited ability to sub-groups. Follow the rules established by the organization.
7. Follow Subgroup Limits and Naming Rules 2:39
As a reminder, each contact group has a maximum of five subgroups. You cannot create more than five subgroups within a single parent contact group. If the organization settings allow it, you may create a new subgroup by entering:
The subgroup name
An integration label
8. Check Whether You Can Add Subgroups 3:13
You may add a sub-group if the Add button is available in the sub-group area. If the button is missing, your organization may not allow you to create additional subgroups. If only HQ subgroups appear, you will need to use those instead of creating your own. Treat HQ subgroups as centrally managed options available in your system.
9. Assign Subgroups When Creating Memberships 3:40
When Contact Sub-Groups are enabled by your organizaion, you will need to select the sub-group when creating a membership. Select both:
The contact group
The subgroup
Match the subgroup to the membership type or contact status.Confirm the subgroup before saving so the contact is placed correctly from the start of the subscription.
10. Update Subgroups When Moving Contacts Manually 4:06
If you manually change a contact’s group, you may also be required to update the subgroup.
Example: when moving a contact into Trials, choose the appropriate trial subgroup as well.
You cannot leave the subgroup blank if the system prompts you to assign one. Verify the contact’s new group and subgroup after saving.
11. Use Automatic Assignment When Available 4:25
If a trial subscription or membership is added directly to the contact profile, the subgroup will auto-assign if the sub-group is selected in the membership blueprint. The use of automatic assignment whenever possible helps to reduce manual errors.
Notes:
You may not have more than five sub-groups per contact group.
Do not assume you have permission to create subgroups; check whether your organization or HQ controls this feature.
If you manually change a contact group, also assign the subgroup to avoid incomplete records.
HQ subgroups may be the only available options in some systems, so do not expect the Add button to always appear.
Tags are still useful, but they do not replace the structure provided by subgroups.
Tips for Efficiency
Keep subgroup names short and descriptive so they are easy to scan.
Standardize subgroup usage across the team to avoid inconsistent categorization.
Use filters by subgroup regularly to quickly find contacts in a specific stage.
Combine tags + subgroups for the best mix of flexibility and organization.