Managing Leads

Keep details accurate

Use Edit to update supported identity and business information. The Lead Number remains read-only. An inactive historical Lead Source can remain attached during unrelated edits.

Ownership

Organization Admins and Sales Managers can manage and reassign tenant Leads. Sales Executives can manage their own Leads. Reassignment controls appear only when permitted, and the server validates the chosen active team membership.

Choose the right status action

Mark a New Lead Contacted after genuine communication. Qualify a Contacted Lead when it should progress. Move a Lead to Future with a follow-up date and optional note when timing—not suitability—is the issue. Use Not Qualified with a reason when it should not progress.

Preserve context

Add Notes for durable customer context, Activities for calls, emails, meetings, WhatsApp interactions, or other touchpoints, and Tasks & Follow-Ups for work that must be completed.

Review the record before changing it

Start with the Lead header, status, source, owner, and recent Timeline. Check open Tasks before creating another follow-up. If another person already recorded a call or note, continue from that context rather than duplicating the same work.

Identity fields should describe the prospect, while Notes and Activities describe the relationship. Correct a misspelled name or outdated phone through Edit; record what the customer said as an Activity or Note instead of placing a conversation history in an identity field.

Future and Not Qualified are different

Use Future when the opportunity may be suitable but the timing requires a later return. Set a meaningful future date and add enough context to understand why the team should reconnect. Use Not Qualified when the opportunity should not progress under the present facts. Do not use either status simply to clear the New list.

A practical review checklist

• Confirm the contact method is still usable.
• Check that the Lead Source reflects the original acquisition channel.
• Verify the correct person owns the next response.
• Read recent Activities, Notes, and completed outcome notes.
• Ensure an open follow-up exists when another action is promised.
• Move status only when the corresponding business event happened.

Common mistakes

Avoid changing ownership without communicating the handoff, marking Contacted after an unanswered attempt, or qualifying an enquiry solely because it has a large potential value. Do not create a second Lead just because the person changed a minor detail; review duplicate suggestions and the existing record first.