Lead management
Capture enquiries from forms, WhatsApp and chat, qualify them on a pipeline, and never lose one to a forgotten follow-up.
AI Lead Management
Pipeline and follow-ups
Who can do this
People with lead access. Managers see every lead; everyone else sees the ones they own.
Before you start
- Nothing to start. WhatsApp capture needs a WhatsApp Business number.
Step by step
- 1
Open the pipeline
Go to AI Lead Management. The Pipeline tab shows every open lead by stage, with its value and owner. This is the screen to start the day on.
- 2
Get leads in automatically
On the Sources tab, create a web form and embed it on your site, or connect WhatsApp so messages become leads. Each source records where the lead came from, which is what makes the reporting mean anything later.
- 3
Add one by hand
Click New lead for anything that arrives by phone or in person. Name and contact are enough to start; the rest can follow.
- 4
Qualify and assign
Open a lead, set its value, give it an owner and move it to the right stage. An unassigned lead is one nobody is chasing.
- 5
Reply without leaving
The conversation lives on the lead. Reply from there and it is logged, so the next person to pick it up can see what has already been said.
- 6
Set the follow-up
Add a follow-up date. The Follow-ups tab is the list of everyone owed contact today, which is the single habit that changes conversion.
- 7
Automate the obvious
On the Rules tab, set rules that assign by source, tag by keyword or nudge an owner when a lead goes quiet.
- 8
Convert it
When a lead turns real, convert it into a client and a deal in Sales Hub. The deal keeps a pointer back, so the conversation and the commercial record stay joined.
Worth knowing
- Insights shows conversion by source, so you can tell which channel actually pays.
- WhatsApp has a 24-hour reply window; the lead shows when it has closed and what you can send instead.
- Leads and Sales Hub deals are different things on purpose: a lead is an enquiry, a deal is money you are working on.
Common questions
Why can I only see some leads?
Without the manage-leads permission you see the leads you own. An admin can widen that in Settings.
Can two people work the same lead?
Yes — the conversation and history are shared. Only ownership is singular, so responsibility is never ambiguous.
What happens to a lead I lose?
Mark it lost with a reason. It leaves the pipeline but stays in reporting, which is where lost reasons become useful.
Still stuck?
Send us the details and it becomes a tracked ticket with a reference you can follow.