Log a lead
Record outcomes, notes, stages and ownership, and use appointments, email and phone from the lead.
This is where you record what has happened with a lead and control where it stands in the sales flow. You find all the buttons on the contact card in the work view of a project. How to get there is described under Leads.
Logging, notes and stage changes need the level ‘Edit’ in the project area ‘Leads and work list’. Only project leads (level ‘Lead’) and organisation admins may assign leads. Without the permission, the buttons are greyed out and give the reason.
Log an outcome
After a call, appointment or email, you save an Outcome. It lands in the history and can change the stage, the status and follow-up tasks. Which outcome triggers what is determined by the sales flow (where it is called Documentation entry). On the contact card you only see the outcomes that can be chosen in the lead's current substage. See Sales flow.
Click Log on the contact card. After a call, the dialog opens with the finished call pre-filled.
At the top, choose the Documentation type: Call outcome, Opportunity outcome or Email outcome.
Choose an Outcome group and within it the Outcome. If the group has more than six outcomes, More outcomes expands the whole list; your chosen outcome stays visible.
Fill in the fields that the outcome requires (table below). Optionally choose the Contact person and write a Call note.
Click Save, or Save and next lead to open the next lead of the selected work list straight away.
| Documentation type | Outcome groups |
|---|---|
| Call outcome | Not reached, Gatekeeper, Spoke to decision maker, Other |
| Opportunity outcome | Closing and quote, Handover, Registration, Customer |
| Email outcome | Email: interest, Email: question, Email: decline, Email: other |
Only groups and outcomes that the project's flow knows appear. Your organisation decides which outcomes exist.
Depending on the outcome, the dialog asks for further details:
| Field | When |
|---|---|
| Conversation path: Decision maker directly or Via gatekeeper to decision maker | for conversations with the decision maker; as long as no path is chosen, these outcomes cannot be clicked, and ‘directly’ is never assumed silently |
| Subtype (optional): Not specified, Voicemail, Busy | for ‘Not reached’ |
| Documented phone number | for a call outcome, if the lead has phone numbers |
| Confirmed booking | when the outcome counts a booked appointment; appointments that Leadmode detected automatically are marked. If the customer created the appointment in their own booking system, under ‘Which appointment was agreed?’ choose Record externally booked appointment myself and enter date, time, duration and optionally host and note. Exactly one appointment is created (‘added manually’), no invitation is sent, and an appointment at the same time is not created twice. |
| Appointment for | for callback or follow-up; date and time |
| Block scope: This channel, Phone, All channels | for outcomes that block the lead |
| Offer value (€), Order value (€) | for quote and order |
| Reason, Proof | when the outcome requires them; where required, without the suffix ‘(optional)’ |
If the whole lead is blocked, you cannot log a new outcome.
Quickly to the next lead
Every outcome, including ‘Not reached’, is logged via Log: choose the outcome and click Save and next lead. The finished call is taken along, and Leadmode jumps to the next lead of the work list. Press E to open the dialog without a mouse; you find all keyboard shortcuts under Keyboard shortcuts. While the Power Dialer is running, it picks the next lead itself.
Registration
If the project has outcomes in the group ‘Registration’, Log registration also appears. The dialog offers two paths: ‘I registered them’ and ‘They registered themselves’. Leadmode allows only one registration per company.
Correct an outcome
In the History tab, outcomes have the button Correct. It opens the dialog ‘Correct outcome’. Choose the right outcome and enter a Reason for correction. The old outcome stays visible, struck through and with the reason. An appointment cannot be corrected this way.
Review a lead without calling
Sometimes it is clear that a lead does not fit without you having spoken to anyone. For this there is the button Review lead next to Log. The dialogue is titled ‘Review lead’ and records that the lead does not fit, data is wrong or no more contact is wanted. No call is created: dials, reached and conversation time stay unchanged. You choose one of three outcomes:
- Lead reviewed: does not fit the project closes the lead as lost and ends open follow-up tasks.
- Lead reviewed: data defect proven creates the task ‘Check contact details’.
- Lead reviewed: contact stop ends open follow-up tasks and blocks the lead.
A reason is mandatory. The outcome can be chosen only if your flow knows it. For a contact stop you also choose the scope of the block: This channel, Phone or All channels. The block applies in all projects of your organisation. In the history these entries appear under the filter Lead review.
Notes
Click Note. The card switches to the history and opens the note field. Optionally choose the contact person (default: ‘Company / whole lead’), write the text and click Save. Close collapses the field; text you have started is kept.
The history
The History tab shows each entry with time, person, the role they acted in, and project. You can filter by categories, among them Calls, Notes, Results and appointments, Tasks, Changes, Emails, Auto-replies and Lead review. Emails of the lead appear in the history right between calls and notes, see Mailbox. For booked appointments there is WhatsApp to share the appointment confirmation as a message. You load older entries on request.
A call is one card. Each call comes with its outcome, call note, the stage and status before and after (‘Stage: Lead → Conversation’) and the next step that resulted, all in a card with a green border. The assignment goes through the specific call, never through ‘the last call’: two calls in quick succession, a late log or a correction each land with the right conversation. Recording and transcript expand below it. If there was no recording, the reason is shown (not recorded, no recording received from the provider, deleted). Free notes and emails look different and have no call card. The cards change nothing about states and metrics.
Summary. Above the history, a box summarises what you want to know first: Last contact (when, with whom, outcome, text excerpt), Next step (agreed callback, planned appointment or open task with date and person responsible, overdue steps in red) and Open (for example ‘Waiting for the client's info mail’ or ‘An appointment is over, the outcome is missing’). Only what is saved in the lead is shown; if a step is missing, it says ‘not saved’. Nothing is guessed, and the overview changes neither status nor tasks. Go to entry and Go to item jump to the entry in the history.
Strike wrong contact details
If an email address or phone number is wrong, you strike it in the lead’s Edit dialogue with Strike as incorrect, see Edit a lead.
Stage, status and ownership
The stage says where the lead stands in the sale (for example New, Outreach, Intro call, Won). The status is the substage, for example ‘Callback agreed’. You see and change both at the top left of the card:
- Stage: and Status: are selection fields. A change is saved immediately. For ‘Won’ and ‘Lost’, Leadmode switches to the Tasks tab: there you enter the closing reason and save with Save status.
- Due: shows the next follow-up. A click opens Due on with Save.
- A button Move from “A” to the next phase “B” moves the lead on by one stage.
The Tasks tab shows the same in detail:
| Field | Meaning |
|---|---|
| Assigned to | Who is working the lead. ‘Not assigned’ is possible. |
| Stage, Substage | Position in the sales flow. |
| Expected value (€) | Value of the opportunity. Empty: the project's default value. |
| Order value (€) | Only in the stage ‘Won’. |
| Closing reason | Required for ‘Won’ and ‘Lost’. |
Click Save status. As long as there are unsaved changes, Leadmode locks the quick selection at the top. Stages of follow-up care (after closing) can only be chosen once the lead is ‘Won’.
Assign leads
A new lead has no owner. The rules:
- Project leads and admins assign any lead to any person in the project and can remove the assignment.
- Everyone else takes a free lead for themselves. They can only assign it to themselves, cannot change the assignment to another person and cannot remove it. They can set a stage other than ‘New’ only after they have taken the lead themselves.
Only free leads or leads assigned to you get into the work list ‘All due leads’, see Work lists.
Tasks on the lead
In the Tasks tab you find Tasks and follow-ups with New task. On the left of the card are the lead's open tasks with a tick to complete them. Before the title each task shows an icon for its type, the same everywhere: phone, envelope (email), calendar (appointment), repeat (follow-up) or magnifier (review). In the form a note explains that follow-up means looking at it again later. Everything about this is under Tasks.
Appointment, email and phone
- Appointment is a menu with Book in CRM and Enter appointment. With both you choose the appointment type freely from the project’s appointment types. This way you book an offer meeting directly, even from the stages Cold or Warm. Before saving, a preview (‘What happens when you save’) shows which stage the lead moves to and which follow-up tasks arise. No call and no intro call is created. Book in CRM opens booking, see Book appointments. Enter appointment is for an appointment booked externally or already held: you enter date and time (in the project’s time zone), duration, optionally a host at the customer and a note. No invitation and no message goes out.
- Email opens the window for writing, see Mailbox. For a blocked lead the button is missing.
- The phone buttons and the numbers in the contact person list place a call, see Calling.