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Lead Management Guide

Learn how to effectively manage leads in LeadMachine, from creation to conversion.

Understanding Leads

A lead in LeadMachine represents a potential customer or business contact. Each lead contains:

  • Basic Information: First name, last name, company
  • Contact Details: Email addresses, phone numbers, websites
  • Status: Current position in your sales pipeline
  • Source: How the lead was acquired (WordPress, manual entry, etc.)
  • Notes: Internal comments and interaction history
  • Metadata: Custom fields and enrichment data

    • Viewing Your Leads

    Lead List View

  • Navigate to Leads from the main menu
  • You'll see a table with all your leads showing:
    • - Name - Email - Status - Source - Created date
  • Use the search bar to find specific leads
  • Filter by status, source, or date range

    • Lead Detail View

    Click any lead to view complete details:

  • Full contact information
  • All email addresses, phone numbers, websites
  • Lead notes and history
  • Enrichment data (if available)
  • Custom metadata

    • Creating a New Lead

    Manual Lead Creation

  • Navigate to Leads
  • Click + New Lead button
  • Fill out the form:
    • - First Name (required) - Last Name (required) - Email (required) - Company name (optional) - Phone number (optional) - Website (optional) - Lead Source (required) - Select how you met this lead - Status (required) - Choose initial pipeline stage
  • Click Create Lead

    • Automatic Lead Creation

    Leads are automatically created when:

  • Someone submits a form on your WordPress site (with plugin installed)
  • A form is submitted on your LeadMachine landing pages
  • You import leads from a CSV file
  • A lead is synced from MailChimp integration

    • Editing Lead Information

    Basic Information

  • Open the lead detail page
  • Click the Edit button
  • Update any fields
  • Click Save Changes

    • Contact Information

    Contact details (email, phone, website) can be:

  • Added: Click "+ Add Contact" and select type
  • Edited: Click the edit icon next to any contact
  • Deleted: Click the trash icon (confirmation required)
  • Labeled: Tag contacts as "work", "personal", "mobile", etc.

    • Tip: You can add multiple emails, phone numbers, or websites per lead. Mark the primary contact for each type.

    Lead Statuses

    Statuses represent stages in your sales pipeline.

    Default Statuses

  • New: Fresh leads that haven't been contacted
  • Contacted: Initial outreach completed
  • Qualified: Lead meets your criteria
  • Proposal: Quote or proposal sent
  • Won: Successfully converted to customer
  • Lost: Did not convert

    • Changing Lead Status

  • Open the lead detail page
  • Click the Status dropdown
  • Select new status
  • Optionally add a note about why the status changed
  • Status changes are automatically logged in the lead history

    • Custom Statuses

    Admins can create custom statuses:

  • Navigate to Settings → Company → Lead Statuses
  • Click + Add Status
  • Enter status name and choose a color
  • Drag to reorder statuses in your pipeline
  • Click Save

    • See Lead Statuses Guide for details.

    Lead Sources

    Track where your leads come from:

  • WordPress: Form submissions from WordPress plugin
  • Manual Entry: Leads you create directly
  • Import: CSV file imports
  • MailChimp: Synced from MailChimp lists
  • WordPress Plugin: Downloaded your WordPress plugin
  • Referral: Referred by existing customer
  • Website: Your LeadMachine website forms

    • Why sources matter: Understanding which sources generate the best leads helps you focus your marketing efforts.

    Lead Notes

    Add internal notes to track interactions:

  • Open the lead detail page
  • Scroll to the Notes section
  • Click + Add Note
  • Write your note (supports basic formatting)
  • Click Save

    • Notes are timestamped and show which user created them.

    Best Practices:

  • Record all phone calls and meetings
  • Note any objections or concerns
  • Track follow-up tasks and deadlines
  • Document what was promised

    • Lead Enrichment

    LeadMachine can automatically enhance lead data using AI.

    What is Enrichment?

    Lead enrichment uses Gemini AI to find additional information about leads:

  • Company details and industry
  • Social media profiles
  • Professional background
  • Company size and revenue estimates
  • Technologies used

    • Enriching a Lead

  • Open the lead detail page
  • Click Enrich Lead button
  • Wait a few seconds for processing
  • View enriched data in the Enrichment section

    • See Lead Enrichment Guide for details.

    Deleting Leads

    Warning: Deleting a lead is permanent and cannot be undone.

  • Open the lead detail page
  • Click the Delete Lead button (usually in settings or more menu)
  • Confirm deletion
  • Lead and all associated data is removed

    • Better Alternative: Instead of deleting, consider:

  • Changing status to "Lost" or "Inactive"
  • Adding a note explaining why the lead is no longer viable
  • This preserves history and helps you learn what doesn't work

    • Bulk Actions

    Perform actions on multiple leads:

  • Navigate to Leads list view
  • Check the boxes next to leads
  • Click Bulk Actions dropdown
  • Select action:
    • - Change status - Delete selected - Export to CSV - Add to MailChimp list

    Exporting Leads

    Export your leads to CSV:

  • Navigate to Leads
  • Apply any filters (optional)
  • Click Export button
  • Choose fields to include
  • Click Download CSV

    • CSV includes all contact information and can be opened in Excel or Google Sheets.

    Lead Assignment

    Assign leads to specific team members:

  • Open the lead detail page
  • Click Assigned To dropdown
  • Select a user from your team
  • The assigned user receives an instant push notification (if PWA installed) or email

    • Fallback User: If a lead isn't assigned to anyone, notifications go to the company's fallback user (set in Company Settings).

    Get Instant Notifications: Install the LeadMachine PWA to receive free push notifications when leads are assigned. See the PWA & Push Notifications Guide.

    Best Practices

    Response Time

  • Contact new leads within 5 minutes for best results
  • Install the PWA and enable push notifications to get instant alerts
  • Never miss a lead with real-time notifications on your phone

    • Follow-Up

  • Set reminders for follow-up tasks
  • Add notes after every interaction
  • Update status immediately after contact

    • Data Quality

  • Always capture at least name and email
  • Verify phone numbers are formatted correctly
  • Use consistent labeling (work, personal, mobile)

    • Pipeline Management

  • Move leads through statuses regularly
  • Don't let leads sit in "New" for more than 24 hours
  • Review "Contacted" leads weekly

    • Segmentation

  • Use sources to understand lead quality
  • Create custom statuses for your specific process
  • Export and analyze conversion rates

Last Updated: October 2025