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

Dashboard: My Recent Leads

When you log in, the dashboard shows "My Recent Leads" - a personalized view of leads relevant to you:

What's Displayed:

• Leads assigned to you (where you're the owner)
• Leads you've recently viewed (automatically tracked when you open lead details)

Visual Indicators:

• Blue avatar with "Assigned" badge = Lead is assigned to you
• Gray avatar with "Viewed" badge = Lead you've accessed but isn't assigned to you
• Sorted by most recent interaction (view date or update date)

Why This Matters:

• Quick access to leads you're actively working on
• See your assigned leads at a glance
• Resume work on leads you were reviewing
• Focused view instead of company-wide leads

Empty State: If no leads appear, it means you haven't been assigned any leads yet and haven't viewed any lead details. Leads you interact with will automatically appear here.

Click "My Leads" to see your full list of assigned leads.

Viewing Your Leads

Lead List View

1. Navigate to Leads from the main menu
2. You'll see a table with all your leads showing:

1. Use the search bar to find specific leads
2. 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

Quick Lead Creation (Dashboard)

The fastest way to add a lead is from the dashboard header:

1. Click the New Lead button in the header
2. A quick-entry panel slides down with fields for:

1. Fill in what you know
2. Click Create Lead
3. You're taken directly to the new lead's detail page

With Ledo Lookup

Don't know much about the person? Use Lookup to research them:

1. Click New Lead in the header
2. Enter at least First Name and Last Name
3. Optionally add Company for better results
4. Click the Lookup button
5. Ledo researches the person using AI-powered web search
6. Review the found information:

1. Click Create Lead with Data to create the lead with all enriched information

The lead is created with the researched data pre-filled, and you're taken to their detail page where an AI summary is automatically generated.

Full Lead Creation (Leads Page)

For more detailed lead entry:

1. Navigate to Leads
2. Click + New Lead button
3. Fill out the form:

1. 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

1. Open the lead detail page
2. Click the Edit button
3. Update any fields
4. 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

1. Open the lead detail page
2. Click the Status dropdown
3. Select new status
4. Optionally add a note about why the status changed
5. Status changes are automatically logged in the lead history

Custom Statuses

Admins can create custom statuses:

1. Navigate to Settings → Company → Lead Statuses
2. Click + Add Status
3. Enter status name and choose a color
4. Drag to reorder statuses in your pipeline
5. 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:

1. Open the lead detail page
2. Scroll to the Notes section
3. Click + Add Note
4. Write your note (supports basic formatting)
5. 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

1. Open the lead detail page
2. Click Enrich Lead button
3. Wait a few seconds for processing
4. View enriched data in the Enrichment section

See Lead Enrichment Guide for details.

Deleting Leads

Remove leads you no longer need from your pipeline.

How Deletion Works

When you delete a lead:

• The lead is permanently removed from your active lists
• It will no longer appear in searches, counts, or reports
• The lead cannot be accessed through the normal interface
• This action cannot be undone - please be certain before deleting

How to Delete a Single Lead

1. Open the lead detail page
2. Click the Delete button (red trash icon)
3. Confirm by clicking "OK" when prompted "Are you sure you want to delete?"
4. The lead is permanently removed from your pipeline

Bulk Deleting Multiple Leads

1. Navigate to Leads list view
2. Check the boxes next to leads you want to delete
3. Click the Delete button in the header
4. Confirm the bulk deletion
5. All selected leads are removed at once

Who Can Delete Leads?

Before You Delete

Consider these alternatives before deleting:

• Update the status to "Lost" or "Unqualified" to keep historical data
• Add a note explaining why this lead didn't work out
• Use filters to hide leads you don't want to see regularly

Important: Once deleted, leads cannot be recovered. Make sure you no longer need the lead's information before confirming deletion.

Bulk Actions

Perform actions on multiple leads:

1. Navigate to Leads list view
2. Check the boxes next to leads you want to modify
3. Use the action buttons in the header:

Exporting Leads

Export your leads to CSV:

1. Navigate to Leads
2. Apply any filters (optional)
3. Click Export button
4. Choose fields to include
5. 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:

1. Open the lead detail page
2. Click Assigned To dropdown
3. Select a user from your team
4. 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: January 2026