Leads and pipeline
Stages, sources, notes, and keeping the list honest.
Everyone who has come your way, and where each one stands.
Open Leads in the app.
What a lead is
A person, a phone number, and where they came from. That last field is the one people ignore and later wish they had.
Lead source tells you which ads, which page, and which campaign are producing. Without it, you are guessing about where your money goes. It is captured automatically when a lead arrives through a form, a call, or an import.
Stages
Stages are how you know what to do next. The exact names depend on your industry, but the shape is always the same: new → working → appointment → won or lost.
Two rules keep the list honest:
Move them. A pipeline where everyone is "new" tells you nothing.
Close the losses. People avoid marking lost because it feels like failure. A pipeline full of dead leads from four months ago hides the real ones. Mark it lost, learn from it, move on.
Notes
Write what the person actually said. "Wants it done before the in-laws visit on the 14th" is worth more than any stage.
Notes are what make the second conversation feel like a continuation instead of a restart.
Duplicates
Someone who fills out two forms is one person. Merge them rather than working both, or two different follow-up sequences reach the same person and it reads as harassment.
Finding things
Filter by stage, source, or date. The two filters that earn their keep:
- New, older than a day: leads that fell through
- Working, untouched for a week: the ones going cold
A connected assistant does this better than filters do. get_next_actions returns exactly these without you constructing a query: "What should I work on today?"
Keeping it clean
Every lead has a real source. If a batch shows up with no source, whatever fed them is misconfigured.
Do not re-import old lists. It creates duplicates, and it risks contacting someone who opted out. The suppression list will stop the send, which is the system working, but it is not a workflow. See Consent and opt-outs.
Losses get marked. Every week.
Related
- Bring in your leads: getting them here
- Speed to lead: calling new ones immediately
- Follow-up: working the ones who did not answer
- Calls and outcomes: what happened when you did