Lead Management

Creating a New Lead

Screenshot needed: The New Lead form showing the required and recommended fields

1. Click New from the Leads list view or use the global action
2. Fill in required fields:
   • Last Name
   • Company (auto-fills with the lead's full name if left blank)
   • Lead Source - Where the lead came from
3. Fill in recommended fields:
   • Mobile - Client's phone number
   • Email - Client's email address
   • Lead Type - Residential or Investment
   • Budget - Client's stated budget
4. Click Save

When a new lead is created, the system automatically creates follow-up tasks via the New Lead Flow. These tasks are created in Draft status and are assigned to the lead owner.

Lead Record Layout

The lead record sidebar has three tabs:

Details Tab

Screenshot needed: The Lead record sidebar showing the Details tab with Lead, Contact, and Property sections

Key fields organised in sections:

Lead Section:

• Status, Name, Owner, Sitter, Lead Type, Budget, Location, Property Type, Lead Source, Referral Partner, Loss Reason

Preferred Suburbs:

• Interactive suburb picker (see Property Management)

Contact Section:

• Email, Mobile, SMS Opt Out, Newsletter Subscription

Property Requirements:

• Bedrooms, Bathrooms, Car Spaces

Contacts Tab

Shows the Associated Contacts component (see below).

Related Records Tab

Other related records like activities and history.

Lead Statuses

Leads progress through these statuses:

Status	Meaning
New	Just created, not yet contacted
Contacted	Initial contact made
Meeting Booked	Appraisal meeting scheduled
Meeting Done	Appraisal completed
Warm	Active prospect, likely to sign
Verbal	Verbal agreement to proceed
Cold	Low engagement, not ready
Hold	Client paused their search
No	Client declined
Lost	Lead is lost
Converted	Successfully converted to Client

Some status changes happen automatically based on appraisal meeting outcomes (see Appraisal Meetings).

Associated Contacts

Leads can have multiple contacts associated with them (e.g. a couple buying together, or a client plus their advisor).

Screenshot needed: The Associated Contacts component showing a list of linked contacts with roles and the Add Contact button

Adding an Existing Contact

1. Click Add Contact on the Associated Contacts component
2. Type at least 2 characters in the search field
3. Select a contact from the dropdown results
4. Choose a Role: Client, Referral Partner, or Advisor
5. Click Add

Creating a New Contact

1. Click Add Contact
2. Type in the search field, then click Create New Contact at the bottom of the dropdown
3. Fill in: First Name (optional), Last Name (required), Email, Phone
4. Select a Role
5. Click Create & Add

Removing a Contact

Click the trash icon next to any associated contact to remove the association.

Important Notes on Associated Contacts

• Adding or removing contacts with the Client role changes the number of signature slots on any linked documents. For example, a couple both marked as "Client" means two signatures will be required.
• If multiple contacts have the Referral Partner role, only the first referral partner is synced to the Lead's Referral Partner lookup field. All referral partners are still available as Contact Roles on the Client record for commission purposes.
• Contacts added here are automatically carried over when the lead is converted to a Client.

Lead Conversion

When a lead is ready to become a client:

1. Click Convert from the lead record actions
2. Follow the standard Salesforce lead conversion process
3. The system automatically:
   • Creates a Client record
   • Creates or links a Contact and Account
   • Syncs the active Fee Structure to the new Client record
   • Carries over associated contacts via the Lead Conversion Trigger
   • Documents created on the Lead appear on the new Client record

Conversion is blocked if the lead does not have an appraisal meeting with the outcome set to Sat. You must complete an appraisal meeting before converting.

Referral Partners

If a lead was referred by a partner:

1. Set the Referral Partner field on the lead (lookup to Contact)
2. This links the lead to the referral partner's contact record
3. After conversion, the referral partner appears on the Contact record page under Referred Leads and Referred Clients
4. The referral partner is automatically available in the Commission Calculator for fee splits

Automated Tasks

The system creates tasks automatically at key points via Salesforce Flows:

• New Lead: Initial follow-up tasks created automatically (assigned to lead owner, created in Draft status)
• Meeting Done: Follow-up tasks based on outcome
• Annual Check-in: Reminder tasks for closed/lost leads

All automated tasks are created in Draft status with appropriate due dates. They appear in your Task List once created.