Leads

Table or box

The menu offers two views of the same leads: Leads Table, a spreadsheet-style grid for desktop, and Leads Box, a card list that works well on a phone. They share the same toolbar, filters, saved views, dialogs and permissions. Everything on this page applies to both unless it says otherwise. The page heading in the app reads Leads Management.

At the top right is the leads source selector. By default you are looking at your own leads, labelled "Your name's Leads Source". If a colleague has shared their leads with you, their source appears here too. Switching source clears your filters and selection, and your permissions become whatever the owner granted you.

What the table shows

Columns, in order. Name is pinned on the left and cannot be hidden. Empty cells show a dash.

Use the Columns icon to hide columns you do not need. The badge shows how many are hidden. Preferences can be saved for this session or permanently. Page size is 10, 20, 50 or 100 rows.

Toolbar and the More menu

• Ownership chip switches between All Leads, My Leads and Assigned.
• Saved Views chip loads a filter set you saved earlier.
• Search leads... applies when you press Enter or click away.
• Filter chips show each active filter. Click the cross on one to remove it, or Clear all.
• Count of leads matching the current filters.
• More opens the actions below. Columns and Filters icons sit at the far right.

The More menu has two groups:

Adding a lead by hand

More → Add Lead opens Create New Lead. Name and Source are required, and you need either a phone number or a WhatsApp username. Source defaults to Manual Upload. When the source is WhatsApp or WABA a WhatsApp Username field appears; the @ prefix is optional. You can also pick a Facebook page, a campaign name, a folder (or create one on the spot), a status, a birthday and a customer code.

Search, filters and saved views

The Filters icon opens a drawer titled Filter Leads with four sections:

• Quick Filters: Status, Source, Labels (up to five, matching any of them) and Folder.
• Advanced Filters: Assigned To (type a name, or switch to a member picker), Customer Code, Unassigned only, Remarks.
• Lead Quality: category (Hot, Warm, Mid, Cold, Dead) and Scored leads only.
• Date Filters: Birthday, and a Created date range.

Press Apply Filters. Save View stores the whole set under a name. A saved view can be starred as your default so it loads every time, updated with your current filters, or deleted.

Selecting leads and bulk actions

Tick the checkboxes (they only appear if you may assign or delete). A bar shows N selected and these actions:

• Assign. If your account belongs to a company you choose From friends or From company members, then pick the person. The assignee gets a Telegram notification if they have connected one.
• Unassign: Unassign All, or one name at a time.
• Delete. Shown only when every selected lead is yours. The confirmation says the action cannot be undone.
• Folder: add the selection to one of your folders.

Two rules apply to assignment: a lead cannot be assigned to its own owner, and a lead holds at most five assignees. Large selections are processed in batches, so give it a moment.

Quick view and full details

Clicking a name opens the quick view. The header shows the name, the lead quality chip, status, type and source, then the phone, WhatsApp username and email, each with a copy button. Three tabs follow: Overview, Activity (the full timeline of remarks, calls, assignments and attachments) and Labels & Tags. The footer has Edit and View Full Details.

The action bar on Overview and on the full page has colour-coded buttons:

View Full Details opens the lead on its own page: an identity rail on the left, the timeline in the middle, and panels for Labels, Assignments, Admins, Additional Info and Field Data (the raw answers from a Facebook form) on the right.

Lead quality score

Every lead that talks to you on WhatsApp gets a lead quality score from 1 to 10, updated automatically from what the customer writes. Your own replies and the AI's replies never change it. New leads start at 3.

Next to the score you see freshness (Fresh, 2d ago, Aging 5d, Stale 12d) and a trend arrow. Click the score to see why: each customer message is classified as on-topic, off-topic, noise, promo or unknown, and the signals found are listed with their weight. Examples of positive signals are a price inquiry (+2), a viewing request (+3), urgency (+2) and mentioning a loan or spouse (+2). Negative signals include no reply for 24 hours (−1), "just looking" (−1.5), a lead promoting their own business (−2) and ghosting after high intent (−3). Greetings, thanks and emoji are noise and do not move the score. Media, voice notes and documents are logged but do not count.

Sharing your leads with a colleague

More → Share Leads Source. Pick a teammate and tick the permissions to grant: view, export, assign, edit, delete. They then choose your source from the selector at the top of their own Leads Table. Revoking asks Remove access?. You cannot share with yourself. Regardless of permissions, a lead can only be deleted by its owner.

Exporting

More → Export Leads. Choose CSV or Excel, then All Columns or a subset. The dialog lists the filters currently applied under Export will include, because the export respects them. Progress is shown while the file is prepared; when done, click Download. The link expires, so download straight away.

Reminders and response automation

• Birthday Reminder sends a message a set number of days before each birthday, within a sending window you choose.
• Periodic Reminder sends a template on a weekly, fortnightly or monthly cycle to the leads you enrol.
• Response Automation watches assigned leads. If the agent does not act within the time you set, the rule can send a reminder, unassign the lead, or pass it to the next person.

All three send through the scheduled-message system described in Scheduled messages & follow-ups, so they respect your per-minute sending limit.

Leads dashboard

The Leads Dashboard menu item is a team leaderboard. Pick This Week, This Month, This Year or All Time, and view by Caller or by Lead Owner. Columns: Total Leads, Total Appt, Appt Rate, Total B. Sale, B. Sale Rate, Pending Clearance and Avg React Time. Pending Clearance is the number of assigned leads with no action logged at all. Avg React Time is the average hours between assignment and the agent's first action.

Common tasks

1. Find every lead from one ad campaign. Filters → Source: Facebook Lead Ads → Apply. Then sort or search by the Campaign column. Save the view if you check it often.
2. Work the hot leads first. Filters → Lead Quality: Hot, tick Scored leads only → Apply. Open each, press WhatsApp or the inbox button, and log the outcome with Remark.
3. Hand ten leads to a new agent. Tick the leads → Assign → From company members → choose the agent. They see them under the Assigned ownership chip.
4. Tidy up after an import. More → Merge Duplicates → By Phone. Choose the primary record in each group and merge.

Good to know

• Statuses are only New, Processing and Converted. The moment a lead becomes Converted the conversion date is stamped for reporting.
• Labels and folders are personal to each user; a colleague viewing your shared source sees your labels, not theirs.
• The Name column can never be hidden, and only Created and Last Updated sort.
• Folders are managed on the Folders Management page (rename and delete) but created from the Add Lead dialog or during an upload. See Clients, cases & folders.
• Bringing leads in bulk, and routing them automatically to agents, is covered in Importing & distributing leads.