> ## Documentation Index
> Fetch the complete documentation index at: https://docs.agencyhandy.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage Leads: Pipeline, Email, and Client Conversion

> Manage your sales pipeline with a Kanban board—track lead stages, filter by agent or source, send emails, and convert leads to clients.

The Leads section of AgencyHandy's CRM gives you a visual, drag-and-drop Kanban board to manage every prospect from first contact to signed client. Each lead lives on a card that travels through seven predefined pipeline stages, and you can filter, search, import, export, email, and convert leads without ever switching to another tool.

## 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   |

<Note>
  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.
</Note>

## Creating a Lead

<Steps>
  <Step title="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.
  </Step>

  <Step title="Click Create Lead">
    Select the **+ Create Lead** button at the top right of the board. A creation form opens.
  </Step>

  <Step title="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
  </Step>

  <Step title="Save the lead">
    Click **Create**. The lead card appears in the **New** column on the Kanban board.
  </Step>
</Steps>

<Tip>
  Upload PDF briefs or proposal documents as attachments so your team can review them without leaving the lead modal.
</Tip>

## 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.

<Note>
  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.
</Note>

## Converting a Lead to a Client

<Steps>
  <Step title="Open the lead card">
    Click the lead you want to promote on the Kanban board.
  </Step>

  <Step title="Click Convert to Client">
    Select the **Convert to Client** button inside the lead modal.
  </Step>

  <Step title="Confirm">
    A confirmation banner appears: *"Lead has moved to the Clients Tab."* The card disappears from the Kanban board, and all lead notes and history are preserved in the new client record.
  </Step>
</Steps>

## Filtering and Searching Leads

Use the toolbar above the Kanban board to narrow down what you see:

<CardGroup cols={2}>
  <Card title="Search Bar" icon="magnifying-glass">
    Type a name or email to instantly surface matching leads across all pipeline stages.
  </Card>

  <Card title="Assigned Agent" icon="user">
    Filter the board to show only leads assigned to a specific team member.
  </Card>

  <Card title="Lead Value" icon="dollar-sign">
    Narrow by estimated deal size to prioritise high-value prospects.
  </Card>

  <Card title="Last Interaction Date" icon="calendar">
    Identify leads that haven't been touched recently and need follow-up.
  </Card>

  <Card title="Source" icon="signal">
    View only leads from a particular channel, such as Website or Facebook.
  </Card>
</CardGroup>

## 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.

<Steps>
  <Step title="Open the Import dialog">
    On the Leads board, click the **Import** button at the top right.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Confirm and import">
    Review the preview table to verify data accuracy, then click **Confirm** followed by **Save**. Your leads appear on the Kanban board immediately.
  </Step>
</Steps>

<Warning>
  Leads with email addresses that already exist in your Clients tab will not be converted through the import — you must handle those duplicates manually.
</Warning>

## Exporting Leads

Export your pipeline data for reporting, backups, or integration with other tools.

<Steps>
  <Step title="Click Export">
    Select the **Export** button from the Leads toolbar.
  </Step>

  <Step title="Choose your columns">
    Select **All Columns** to export every field, or choose **Custom Columns** to pick only the data you need.
  </Step>

  <Step title="Select format and download">
    Choose **CSV** or **XLSX**, then click **Export**. The file downloads to your device.
  </Step>
</Steps>

## 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

Activity logs cannot be edited or deleted and are visible to admins and managers.

## 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:

<Accordion title="Lead.Created">
  Fires when a new lead is created. Payload includes: lead ID, status, source, assigned agent, and timestamps.
</Accordion>

<Accordion title="Lead.Updated">
  Fires when any field on a lead is updated. Payload includes the same fields plus a summary of what changed.
</Accordion>

<Accordion title="Lead.Deleted">
  Fires when a lead is deleted from the system. Payload includes the lead ID and deletion timestamp.
</Accordion>

<Tip>
  Configure webhooks in **Settings → Integrations → Webhooks** to start receiving real-time lead events in your external systems.
</Tip>

## 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