# Lead Management

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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.

   <figure><img src="https://842362573-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FiedbxyF6rrnGBuHuFME1%2Fuploads%2F8HxtSQHUFDqw56rwhgWU%2FScreenshot_1.png?alt=media&#x26;token=a2fb1ebd-d7cd-4309-8776-025063754c72" alt=""><figcaption></figcaption></figure>

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&#x20;
     * Category
     * Status (Contacted, Qualified, Working, Proposal Sent, Negotiation, Client)
     * Source (Facebook, Website etc)
     * Lead Value&#x20;
     * Phone Number
     * Website
     * Assigned Agent,&#x20;
     * Last Interaction
     * Address (Country, State, City, Zip code)&#x20;
     * Attachments (if any).
   * Click the "Create" button and Save the lead to add it to the **New** stage on the Kanban board.

   <figure><img src="https://842362573-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FiedbxyF6rrnGBuHuFME1%2Fuploads%2FkTB0psdaaGkHLLKyEYV7%2FScreenshot_2.png?alt=media&#x26;token=b49bc734-6a78-4108-816e-ff7ad9a103a0" alt=""><figcaption></figcaption></figure>

4. **Track Leads on the Kanban Board:**

   * View all leads in their respective stages.
   * Drag and drop leads between stages to indicate progression.

   <figure><img src="https://842362573-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FiedbxyF6rrnGBuHuFME1%2Fuploads%2FV8r0jzJWrKy9cOIaU8XV%2FScreenshot_4.png?alt=media&#x26;token=f27bb93f-d62a-42bb-8846-2d352ffc553a" alt=""><figcaption></figcaption></figure>

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. \ <br>

       <figure><img src="https://842362573-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FiedbxyF6rrnGBuHuFME1%2Fuploads%2FRkfWzvgMcnp75Ai6htPt%2FScreenshot_23.png?alt=media&#x26;token=46f5ab1b-9091-48de-8ee3-df1435823958" alt=""><figcaption></figcaption></figure>

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.”**

   <figure><img src="https://842362573-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FiedbxyF6rrnGBuHuFME1%2Fuploads%2FOXbwDwntbAfg5f3blGkR%2FScreenshot_23.png?alt=media&#x26;token=03cbeaea-cc6d-420f-8249-e36d9d40906e" alt=""><figcaption></figcaption></figure>

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.\ <br>

     <figure><img src="https://842362573-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FiedbxyF6rrnGBuHuFME1%2Fuploads%2FVBQzWZXiVQeekdsbUekS%2FScreenshot_26.png?alt=media&#x26;token=667e3a63-7862-4408-940d-d106cb4c8165" alt=""><figcaption></figcaption></figure>

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.\ <br>

      <figure><img src="https://842362573-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FiedbxyF6rrnGBuHuFME1%2Fuploads%2FD8t7dIysWTQybvSVcHOw%2FScreenshot_25.png?alt=media&#x26;token=859d75e8-952c-441d-ad3b-040bb2bf7219" alt=""><figcaption></figcaption></figure>

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.&#x20;
      * **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.<br>

      <figure><img src="https://842362573-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FiedbxyF6rrnGBuHuFME1%2Fuploads%2FIymKWzbPZJ3PYWuNLndU%2FScreenshot_27.png?alt=media&#x26;token=5e250f1e-5dda-4398-8920-090e21f86bfe" alt=""><figcaption></figcaption></figure>

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.<br>

      <figure><img src="https://842362573-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FiedbxyF6rrnGBuHuFME1%2Fuploads%2Fd0BCKGr1C1yZEeRHZzd1%2FScreenshot_28.png?alt=media&#x26;token=69ef7b8f-f647-4ea0-b52e-57c563666cc7" alt=""><figcaption></figcaption></figure>

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.\ <br>

      <figure><img src="https://842362573-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FiedbxyF6rrnGBuHuFME1%2Fuploads%2FBV8EJGvBKxTcnOFZDLS3%2FScreenshot_24.png?alt=media&#x26;token=98ed268e-bcce-486d-a0ab-344ee84c9742" alt=""><figcaption></figcaption></figure>

***

### **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.