Leads — User Guide

Who can use Leads

Your workspace must have the Leads module installed (included by default on new workspaces). Your role must include the relevant permissions (view, create, update, delete, assign, export, import, convert as needed).

Without assign, you only see leads assigned to you.

Board & table

Open Leads from the sidebar. The default view is the Kanban board (columns = pipeline stages). Switch to Table when you prefer a list.

• Search by name, email, phone, or company
• Filter by stage, status, priority, assignee, and lead value range
• KPI cards summarize totals, pipeline value, follow-ups, and conversion metrics for your scope

Create & edit

1. Click New lead
2. Enter name (required) and optional contact / company / source / lead value / priority / status
3. Optionally set stage and assignee (assignee requires assign)
4. Save

Edit from the row menu or the detail drawer.

Pipeline vs status

• Stage — where the lead sits in the sales pipeline (New … Won / Lost). Moving a card on the board proposes a stage change; open the drawer and Save to commit (Cancel restores the card).
• Status — lifecycle state managed separately: Active, Waiting, On hold, Closed, Archived. Changing stage does not automatically change status.

Assignment

Users with assign can set or clear the assignee. Assignment changes are recorded in Assignment history. The assignee receives an in-app realtime notification when someone else assigns them. Lead-assignment email is disabled in v1.

Eligible assignees exclude:

• Workspace owners (superadmin)
• Suspended users
• Users flagged Exclude from lead assignment in Administration → Users (create/edit)

Those users do not appear in lead assignee pickers and are skipped by import auto-distribute and bulk equal distribute. A lead already assigned to someone who is later flagged can still be kept or cleared from the lead drawer.

Notes & follow-ups

• Notes — free-form history on the lead
• Follow-ups — titled reminders with due dates; edit/reschedule or complete when done
• Assignees receive notifications when a follow-up is created for them (by someone else) and when due/overdue reminders run

WhatsApp (Communication Templates)

When the Communication Templates module is installed and you have use permission:

1. Open a lead that has a phone number
2. Click WhatsApp next to the phone
3. Choose a template, preview the filled message, then Open WhatsApp

WhatsApp opens with the message pre-filled. SaleOS does not send the message for you. See Communication Templates.

Convert

Users with convert can mark a lead converted. Today this is a stub: the lead is stamped with converted_at, status becomes Closed, and an activity is recorded. Creating Contact/Company records is deferred until those modules ship.

Export

Users with export can download the current filtered set as CSV or XLSX.

Import

Users with import can bulk-load leads from CSV or XLSX:

1. Open Import and download a sample template if needed
2. Upload a file (drag & drop or browse)
3. Map spreadsheet columns to lead fields (Name is required)
4. Choose unique fields (Email / Phone) and duplicate behavior (Skip, Update existing, or Keep duplicate)
5. Preview counts and validation errors (nothing is written yet)
6. Start the import — it runs in the background; watch progress until complete

Update existing also requires the update permission.

Use Import history to review past imports, download the original file, failed_records.csv, or error_report.csv. Fix failed rows and upload again.

Activity timeline

The Activity tab shows create, update, stage, assignment, note, follow-up, convert, and related events.