3.2.2 Lead Management
Last updated
Last updated
The Lead Management feature in Agency Handy streamlines the tracking, management, and conversion of leads into clients. Using a visual Kanban board leads progress through predefined stages, enabling agencies to focus on high-priority prospects and improve conversion rates.
This feature allows users to track leads across stages (New → Contacted → Qualified → Working → Proposal Sent → Negotiation → Client) on a Kanban board, take quick actions, and seamlessly convert leads into clients.
Simplify lead tracking and management.
Improve lead-to-client conversion rates.
Automate follow-ups and streamline communication to save time and increase efficiency.
An active Agency Handy account with the CRM module is enabled.
Permission to access and manage leads.
Users must have relevant lead details to create or update cards.
Log In to Your Agency Handy Account:
Access your account using your credentials.
Navigate to the CRM Tab:
From the main navigation, click on CRM.
Select the Leads option to open the Kanban board for lead tracking.
Create a New Lead:
Click the Create Lead button.
Fill in the lead details, including:
Lead Name (First Name & Last Name). This is mandatory.
Email (This is mandatory).
Company Name
Category
Status (Contacted, Qualified, Working, Proposal Sent, Negotiation, Client)
Source (Facebook, Website etc)
Lead Value
Phone Number
Website
Assigned Agent,
Last Interaction
Address (Country, State, City, Zip code)
Attachments (if any).
Click the "Create" button and Save the lead to add it to the New stage on the Kanban board.
Track Leads on the Kanban Board:
View all leads in their respective stages.
Drag and drop leads between stages to indicate progression.
Quick Actions on Lead Cards:
Click on a lead card to:
Edit contact Information (Lead Information & General Information).
Print the Lead Details by clicking the Print button at the top right corner.
Convert any Leads to the Client directly.
Set Reminders and Automate Tasks:
Receive automated notifications for leads idle in a stage for more than X days.
Example: "Follow up with [Lead Name]."
Actions such as "Send Proposal" automatically generate tasks in the task manager.
Filter and Search Leads:
Use the filters to narrow down leads by:
Assigned Agent, Lead Value, Last Interaction Date, or Source.
Use the search bar for quick lookups.
Convert Lead to Client:
Click the Convert to Client button on the lead card.
The lead will be removed from the Kanban board and appear in the Clients Tab.
A confirmation message will appear: “Lead has moved to the Clients Tab.”
Attachment Preview:
What: Users can preview attachments (PDF, JPEG, PNG, and text files) directly within the lead details modal. Unsupported file types prompt a download option.
Purpose: To enable quick access to critical lead-related files without leaving the platform.
Source Field Character Limit:
What: The "Source" field now supports up to 50 characters. Text exceeding this limit is truncated with an ellipsis (…), and the full content is displayed via a tooltip on hover.
Purpose: Ensures concise information while maintaining the ability to view full details when needed.
Webhooks for Lead Events:
What: Webhooks will trigger for the following lead actions:
Lead.Created: Fires when a new lead is created.
Lead.Updated: Fires when a lead is updated.
Lead.Deleted: Fires when a lead is deleted.
Payload: Includes lead ID, status, source, assigned agent, and timestamps.
Purpose: Enables automation and integration with external systems.
Activity Log:
What: Tracks all lead updates, including status changes, notes, and attachment uploads.
Fields Tracked:
User: Name of the team member making changes.
Details: Specific updates (e.g., "Status changed from 'New' to 'Contacted'").
Purpose: Maintains a detailed history of lead activities for transparency and accountability.
Import/Export:
What: Users can bulk import leads via supported formats (CSV, Excel) or export filtered data.
Mandatory Fields for Import: Name, Email.
Optional Fields for Import: Source, Lead Value, Phone Number, Company Name, Address.
Purpose: Simplifies data management and enhances scalability.
Email Option:
What: Users can compose and send emails directly from the Kanban board or lead details modal.
Fields: To (pre-filled), Subject (max 250 characters, mandatory), Body (rich text editor, max 10,000 characters), Attachments (max 5, total size limit 25 MB).
Purpose: Streamlines client communication without requiring external tools.
Notes Section:
What: A dedicated section for notes within each lead.
Features:
Editable and deletable notes.
Displays the note creator and timestamp.
Purpose: Facilitates collaboration and detailed documentation.
Attachment Preview:
Supported files are previewable in the lead modal. Unsupported files provide a download option.
Source Field:
Text exceeding 50 characters is truncated with a tooltip for the full content.
Webhooks:
Accurately trigger for Lead.Created, Lead.Updated, and Lead.Deleted, with precise payload data.
Activity Log:
All lead-related changes are recorded in the log and displayed in the lead modal.
Import/Export:
Leads are imported/exported seamlessly, maintaining data integrity.
Email Option:
Emails can be composed and sent with attachments, using a built-in rich text editor.
UX Enhancements:
Hover states, modal designs, and multi-row functions perform as intended.
Default Pipeline Stages:
New → Contacted → Qualified → Working → Proposal Sent → Negotiation → Client.
Editable Fields:
Contact info (email or phone number) and notes can be updated directly on the lead card.
Reminder Notifications:
Receive alerts for leads idle at any stage beyond a set time limit (e.g., 7 days).
Automated Task Integration:
Key actions (e.g., sending proposals) automatically create tasks to organise workflow.
Reporting Metrics:
Track performance with reports on:
Number of leads per stage.
Conversion rates.
Average time spent in each stage.
Best-performing agents.
Search and Filters:
You can quickly find leads using search or filtering by criteria such as Assigned Agent, Lead Value, and Last Interaction Date.
