Pipeline Stages
Every lead you create starts in the New stage and can be moved forward as your relationship develops:| Stage | What it means |
|---|---|
| New | Lead just entered the pipeline |
| Contacted | You’ve reached out at least once |
| Qualified | Lead meets your target-client criteria |
| Working | Active conversations underway |
| Proposal Sent | A formal proposal has been delivered |
| Negotiation | Terms are being discussed |
| Client | Ready to convert to a client account |
Moving a lead to the Client stage on the board does not automatically convert it — you still need to click Convert to Client inside the lead card to move it to the Clients tab.
Creating a Lead
Open the Leads board
From the left sidebar, click CRM, then select the Leads tab. The Kanban board loads with all your existing pipeline stages.
Click Create Lead
Select the + Create Lead button at the top right of the board. A creation form opens.
Fill in lead details
Complete the fields below. Name and Email are mandatory; everything else is optional but recommended for better filtering and reporting.
- First Name / Last Name (mandatory)
- Email (mandatory)
- Company Name
- Category
- Status — sets the initial Kanban stage (defaults to New)
- Source — e.g., Facebook, Website (max 50 characters; text beyond this is truncated with a tooltip)
- Lead Value — estimated deal worth
- Phone Number
- Website
- Assigned Agent — team member responsible for this lead
- Last Interaction — date of most recent contact
- Address — Country, State, City, Zip Code
- Attachments — PDFs, JPEGs, PNGs, and text files can be previewed directly in the lead modal; unsupported formats prompt a download instead
Tracking Leads on the Kanban Board
Once leads exist on the board, you have several ways to work with them:- Drag and drop — grab any lead card and drop it into a different stage column to reflect its current status.
- Click a card — opens the lead detail modal where you can edit all fields, view notes, check the activity log, send an email, or convert to a client.
- Print lead details — use the Print button in the top-right corner of the lead modal to generate a printable summary.
Editing a Lead
Open any lead card and click Edit (or directly update the contact info or notes fields shown in the modal). Changes are saved immediately and recorded in the activity log.If an email address already exists as both a client and a lead, that lead cannot be converted to a client. Resolve the duplicate before attempting conversion.
Converting a Lead to a Client
Filtering and Searching Leads
Use the toolbar above the Kanban board to narrow down what you see:Search Bar
Type a name or email to instantly surface matching leads across all pipeline stages.
Assigned Agent
Filter the board to show only leads assigned to a specific team member.
Lead Value
Narrow by estimated deal size to prioritise high-value prospects.
Last Interaction Date
Identify leads that haven’t been touched recently and need follow-up.
Source
View only leads from a particular channel, such as Website or Facebook.
Emailing Leads
You can compose and send emails directly from the Kanban board or from inside a lead modal — no external email client required.| Field | Details |
|---|---|
| To | Pre-filled with the lead’s email address |
| Subject | Mandatory; maximum 250 characters |
| Body | Rich text editor; maximum 10,000 characters |
| Attachments | Up to 5 files; total size limit 25 MB |
Notes
Each lead includes a dedicated Notes section inside the detail modal. Notes are editable and deletable, and each note displays the name of the team member who wrote it along with a timestamp. Use notes to log call summaries, client preferences, or follow-up reminders that the whole team can see.Importing Leads
Bring an existing prospect list into AgencyHandy in bulk using a CSV or Excel file.Upload your file
Drag and drop or browse for your CSV or Excel file. The file must include at minimum a Name and Email column.
Map columns
The importer shows a column mapper. Match each column in your file to the corresponding AgencyHandy field. Optional mappable fields include: Source, Lead Value, Phone Number, Company Name, and Address.
Exporting Leads
Export your pipeline data for reporting, backups, or integration with other tools.Choose your columns
Select All Columns to export every field, or choose Custom Columns to pick only the data you need.
Activity Log
Every change made to a lead is automatically recorded in the Activity Log tab inside the lead modal. The log captures:- User — which team member made the change
- Details — what changed, for example “Status changed from ‘New’ to ‘Contacted’”
- Attachment uploads, note additions, and field edits
Automated Reminders and Tasks
AgencyHandy sends automated notifications when a lead has been idle in any stage beyond a configurable number of days — for example, “Follow up with [Lead Name].” Key actions such as sending a proposal can also automatically generate tasks in the task manager to keep your delivery process on track.Webhooks for Lead Events
AgencyHandy fires webhook events for the following lead actions, enabling you to connect external CRMs, automation tools, or data pipelines:Lead.Created
Lead.Created
Fires when a new lead is created. Payload includes: lead ID, status, source, assigned agent, and timestamps.
Lead.Updated
Lead.Updated
Fires when any field on a lead is updated. Payload includes the same fields plus a summary of what changed.
Lead.Deleted
Lead.Deleted
Fires when a lead is deleted from the system. Payload includes the lead ID and deletion timestamp.
Reporting Metrics
Track your pipeline health with built-in reporting metrics:- Number of leads per stage
- Conversion rates from lead to client
- Average time a lead spends in each stage
- Best-performing agents by conversion volume