Managing Leads

Effectively managing your pipeline means more than viewing leads—it's about taking action, staying organized, and maintaining accurate data. This guide covers bulk operations, filtering, and best practices for pipeline management.

Filtering Leads

Quick Filters

Access quick filters at the top of the pipeline:

Filter	Options
Stage	Any stage or specific stage
Date Range	Today, This Week, This Month, Custom
Assigned To	Specific team member (admin only)
Source	Lead source/UTM source

Advanced Filters

Click Filters for more options:

Custom Fields: Filter by question responses
Has Call: Leads with/without scheduled calls
Outcome: Won, Lost, No outcome
Created Date: Date lead was created
Last Activity: Date of last interaction

Saving Filter Presets

Configure your filters
Click Save Filter
Name your preset
Access from filter dropdown

Example Presets:

"My Hot Leads" - Qualified + This Week
"Needs Follow-up" - Attended + No outcome + 7+ days
"Lost This Month" - Lost + This Month

Bulk Actions

Selecting Multiple Leads

Checkbox select: Click checkbox on each card
Shift-click: Select a range
Select All: Choose all visible leads

Available Bulk Actions

Action	Description
Change Stage	Move all to new stage
Assign	Reassign to team member
Export	Download as CSV
Archive	Archive selected leads
Delete	Permanently delete

Bulk Stage Change

Select leads
Click Change Stage
Select target stage
Add note (optional)
Confirm

Bulk stage changes are logged but may skip validation. Use carefully.

Bulk Assignment

Select leads
Click Assign
Choose team member
Confirm assignment

All selected leads are reassigned, and calendar events updated if applicable.

Exporting Leads

Quick Export

Filter to desired leads
Click Export
Choose format (CSV)
Download file

Export Fields

Exported data includes:

Category	Fields
Contact	Name, email, phone, company
Pipeline	Stage, created date, last activity
Attribution	UTM parameters, source
Custom Fields	All question responses
Calls	Scheduled, attended, outcomes

Export Use Cases

CRM sync
Marketing analysis
Team reports
Data backup

Archiving Leads

Archive leads you want to keep but remove from active view.

When to Archive

Old leads with no activity
Completed deals (after follow-up period)
Leads that requested not to be contacted
Duplicates you want to preserve

How to Archive

Single lead:

Open lead details
Click Archive
Confirm

Bulk archive:

Select leads
Click Archive
Confirm

Viewing Archived Leads

Click Filters
Enable Show Archived
Archived leads appear with indicator

Unarchiving

Find archived lead
Open details
Click Unarchive
Lead returns to active pipeline

Deleting Leads

Permanent deletion removes all lead data.

When to Delete

Test data
Spam/invalid leads
GDPR/data deletion requests

How to Delete

Single lead:

Open lead details
Click Delete
Confirm (cannot be undone)

Bulk delete:

Select leads
Click Delete
Type "DELETE" to confirm

Deletion is permanent. Associated calls, notes, and history are also removed.

Data Retention Compliance

For data requests:

Export lead data first
Provide to requester if needed
Delete after confirmation
Log the deletion

Pipeline Organization

Keeping Pipeline Clean

Daily:

Review new leads
Update stages after calls
Add notes to active leads

Weekly:

Review stuck leads
Clean up old cancelled bookings
Archive completed deals
Check for missing outcomes

Monthly:

Audit pipeline accuracy
Review archived leads
Analyze stage distribution
Update filter presets

Pipeline Hygiene Rules

No lead should be stuck: Define max time per stage
Every call needs an outcome: Close the loop
Notes provide context: Future you will thank you
Stages should be accurate: No "default" positioning

Red Flags

Watch for these pipeline issues:

Issue	Sign	Action
Stuck leads	30+ days same stage	Review and update
Missing outcomes	Attended but no result	Record outcome
Stage inflation	Too many in Qualified	Tighten criteria
Stale data	Old contact info	Update or archive