Yes.
You need a simple CRM — but the real leak is between "signed up for the membership" and "ready for the retreat," not at the top of the funnel.
What's really going on
You have leads pouring in from Instagram, other socials, and live intro events. That part is working. The problem is that once someone is inside the membership, no one is watching for the signals that say "this person is ready for the 8-month program." Those upsell moments are quiet. They pass. You feel it as retreats and long programs that could have sold and didn't.
What to do instead
- Google Sheets (free) — one row per human, not per lead. Columns: name, how they came in, membership status, last meaningful touch, "signal" (asked about retreat, showed up to 2+ events, replied to an email). This is your prospect list for the big programs.
- A simple CRM (check current pricing) — once the sheet has more than ~150 active names or two people need to work it, move to a light CRM with pipeline stages and reminders. The stages are the point: "member → warm for retreat → in conversation → enrolled."
- Habit: a 20-minute Friday review. Open the sheet. Anyone with a fresh signal this week gets a personal DM or email from a real person by Monday. That single habit will out-earn any software you buy this year.
First action, today: open a sheet, paste in every current member, and add one column called "signal." Fill it in for the ten people you already suspect are ready.
What you're being oversold
Someone will pitch you Salesforce or a full HubSpot build. Wrong shape. You are not a 20-person sales org running cold outbound — you are a warm-audience business where the same person meets you three times before buying a $5k program. Outreach, Salesloft, Apollo — all wrong for you. They solve prospecting; your prospects are already inside. Doing nothing costs you the retreats and long programs that were within reach but went cold — the exact deals worth the most.
When to revisit this
When you can name three members from the last quarter who were ready for a bigger program and you missed them.
The part worth getting right
The one call to make: is your bottleneck capturing new leads, or scoring the members you already have? If it's capture — many channels, things dropping — you need a light CRM with channel intake and reminders now. If it's scoring — leads land fine, but you can't tell who's warm for the retreat — a CRM alone won't fix it; you need a shared definition of "signal" first, then a tool to hold it. Pick the wrong one and you'll spend three months configuring software that solves a problem you didn't have.