Leads (Prospects)

Record potential customers (leads), track them through stages and convert them to customers with one click when they are ready.

The “🎯 Leads” section is for people and companies that are not customers yet but have shown interest. The cards at the top show the number and value of open leads, leads that are due for contact, leads converted to customers this month and the conversion rate. You can view leads on a Kanban board (▦) or in a table (☰).

Adding a new lead

Click “+ New lead”.

Fill in “Full name *” and, if needed, enter “Company” and “Position”.

Fill in at least one of “Phone” or “Email”.

Select the “Source” (website, referral, call, social media, event, email, other) and the “Service of interest”.

Fill in “Estimated value (₼)”, “Owner” and “Next contact date (reminder)”.

Click “Save” — the lead is created in the “New” stage.

Changing the stage

In the Kanban view, drag the lead card and drop it in the right column (New, Contacted, Interested, Proposal sent, Negotiation, Trial product given).

In the table view, select the new stage from the list in the “Stage” column.

If the lead did not work out, drag the card to the “✕ Lost” area and enter the reason in the window that opens (e.g. price, competitor, not responding).

Click a card to open the lead and edit its details.

Converting a lead to a customer

Click “→ Convert to customer” on the card, or drag the card to the “✅ Became a customer” area.

If you also need a deal, tick “💰 Also create a deal” and check the “Deal name” field.

Click “Convert” — a new customer card opens and the lead's person is added as a contact person.

If a customer with the same email or phone already exists, the system warns you: link the lead to the existing card with “Link to this customer”, or select “Create a new customer anyway”.

Filtering leads

Select one of the buttons at the top: “Open”, “Mine”, “Became a customer”, “Lost” or “All”.

“Mine” shows only the leads assigned to you.

Switch the view with the ▦ (Kanban) and ☰ (table) buttons — your choice is remembered.

Rules

The name is required, and at least one of phone or email must be entered; the email must be in a valid format.

When a lead is assigned to an owner, that person is notified.

Each time a lead moves to a new stage, a task is created automatically for the owner; the task name and deadline come from the “🧭 Sales rules” settings.

If the next contact date is today or in the past, “📞 Contact date” is shown in red on the card.

A lead that has been converted to a customer cannot be edited, moved to another stage or deleted; clicking its card opens the customer card.

On conversion, the customer is created as “Legal entity” if there is a company name, otherwise as “Individual”; the lead's owner becomes the customer's owner, and the note “Converted from lead” is added to the card.

To convert a lead, you need both the edit permission for Leads and the permission to create customers; to delete a lead, you need the delete permission.

Conversion rate = leads created in the selected period that became customers ÷ all leads of that period (open leads included). The period is chosen under the card: this month, last 3 months, this year, all time.

If the “Sellers see only their own customers” setting is on, a seller only sees leads assigned to or created by themselves and their teammates.

The admin writes the “Interested in (service / product)” list in Settings → Sales rules (one item per line). If an older lead has a value that is not in the list, it is still shown in the form.

Clicking a lead card opens a detail panel: details, buttons (Edit, Call, Convert to customer) and history — stages, tasks (who completed them), calls and automatic actions.

When creating a lead, a warning appears if a customer or open lead with the same phone / email exists; you can continue with “Create a new lead anyway”.

When converting, you choose: a new customer card or linking to an existing customer. The window shows what will be transferred, the automatic task to be created and what happens to the lead’s open tasks. Manually created tasks and calls move to the customer card. If the edit form has unsaved changes, you are offered to save them first.

When the stage changes, a past or today’s “next contact” date is cleared — plan a new one. The previous stage’s open automatic task closes by itself (can be turned off in Settings → Sales rules).

A lead moves to “Lost” only with a reason. You can add a time to the next contact — the reminder reaches the owner after that time. Conversion rate: converted ÷ all leads, for the selected period. On conversion the deal is created in the “New” stage with the lead’s owner. Clicking a lead in the calendar opens that lead’s card.

Choose the estimated value type: one-time, monthly or yearly — the list shows “/ month” or “/ year”. In Settings → Sales rules you can change lead stages: rename, hide unused ones, add your own; each line of the task name creates a separate automatic task.