Lead Management

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.

What:

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.

Purpose:

  • Simplify lead tracking and management.

  • Improve lead-to-client conversion rates.

  • Automate follow-ups and streamline communication to save time and increase efficiency.

Pre-conditions:

  • 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.

Steps to Use:

  1. Log In to Your Agency Handy Account:

    • Access your account using your credentials.

  2. Navigate to the CRM Tab:

    • From the main navigation, click on CRM.

    • Select the Leads option to open the Kanban board for lead tracking.

  3. 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.

  4. Track Leads on the Kanban Board:

    • View all leads in their respective stages.

    • Drag and drop leads between stages to indicate progression.

  5. 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.

  6. 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.

  7. 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.

  8. 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.”

  9. 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.

  10. 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.

  11. 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.

  12. 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.

  13. Import:

    • What: Users can bulk import leads via supported formats (CSV, Excel) or export filtered data. They have to provide data according to the mapper column.

      • 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.

  14. Export:

    • What: Users can bulk export leads via supported formats (CSV, xlsx). They can choose all the types from the lead section or custom columns.

    • Purpose: Simplifies data export management.

  15. 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.

  16. 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.

Important Notes

  1. An email can be saved both in a client and a lead. However, that same email-based lead can't be converted to a client.

  2. Attachment Preview:

    • Supported files are previewable in the lead modal. Unsupported files provide a download option.

  3. Source Field:

    • Text exceeding 50 characters is truncated with a tooltip for the full content.

  4. Webhooks:

    • Accurately trigger for Lead.Created, Lead.Updated, and Lead.Deleted, with precise payload data.

  5. Activity Log:

    • All lead-related changes are recorded in the log and displayed in the lead modal.

  6. Import/Export:

    • Leads are imported/exported seamlessly, maintaining data integrity.

  7. Email Option:

    • Emails can be composed and sent with attachments, using a built-in rich text editor.

  8. UX Enhancements:

    • Hover states, modal designs, and multi-row functions perform as intended.

You can quickly filter by criteria such as

  • 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 organize 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.

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