Overview
The Sales area helps your agency keep track of potential clients, called leads, from their first contact with your agency until they become clients. It also shows where your leads come from, so you can see which referral sources bring in the most leads and which leads become clients.
Use the Sales tab to:
View open leads and the services they are interested in.
Follow each lead’s progress through the sales stages.
Search, sort, and filter the leads table.
See which leads need attention.
Track how many leads each referral source brings in and how often those leads become clients.
You need the View Sales or Manage Sales permission to open the Sales tab. You need Manage Sales to create leads.
Understand My Leads, Leads, and Referral Sources
The Sales tab has three tabs at the top of the table:
My Leads shows leads where you are the Primary Manager.
Leads shows all leads in the workspace.
Referral Sources shows referral source results for the date range you choose. See Use the Referral Sources tab below.
When you return to Sales, the tab you used last opens automatically.
Understand leads, services, stages, and statuses
A lead is a potential client. Each row in the Sales table represents one person.
A lead can have no services, one service, or multiple services. Each service comes from your Workspace Services.
Stages are the steps a service moves through. The nine stages are Opportunity, Qualification, Development, Decision, Enrollment, Active, Transition, Paused, and Archived. You cannot change the stage names.
Statuses are optional labels that provide more detail about a service within a stage. You can customize these labels. Examples include Interested and Awaiting Assessment.
Every new lead starts in the Opportunity stage. When one of the lead’s services moves to Enrollment or a later client stage, the lead becomes a client and appears in the Clients area.
Note: An existing client may still appear in Sales with an Active badge if another service is still in a sales stage. For example, this can happen when you are helping an existing client add a new service.
View the Sales pipeline
Select Sales in the left navigation menu.
Select My Leads or Leads.
Review the stage tiles at the top of the page: Opportunity, Qualification, Development, Decision, and Archived. Each tile shows how many leads are currently in that stage.
Select a tile to show leads in that stage. You can select multiple tiles to show leads from more than one stage.
Select a selected tile again to remove that stage filter.
The table includes these columns:
Lead: The lead’s name and preferred name, if they have one. A Lost badge identifies a lost lead. An Active badge identifies an existing client.
Services: The number of services the lead has.
Referral Source
Primary Contact
Stage and Status
Primary Manager and Secondary Manager
Last Update
Date Created
The table shows 25 leads per page. Use the page controls at the bottom of the table to move between pages.
View a lead's services
Click anywhere on a lead’s row to expand it and see their services. Each service row shows the service name, rate type, start date, stage, and status. Click the lead’s row again to hide the service rows.
If you see No services, the lead does not have any services yet.
If you see No matching services, the lead has services, but the current Services filter is hiding them.
Sort and customize the table
Select a column heading to sort by that column. You can sort every column except Referral Source.
If you have not chosen a sort order, the table sorts by Last Update, with the most recently updated lead first.
Use the column display control above the table to choose which columns to show.
Drag columns to change their order in the table.
Your column choices, filters, sort order, and current page are saved for your next visit.
Filter leads
Select Filters above the table to narrow what you see:
Leads: Choose Active Leads (the default), All Leads, or Lost Leads. Lost leads only appear when you choose All Leads or Lost Leads.
Services: Choose Prospective Services (the default), All Services, or Lost Services. This filter controls which services you see when you expand a lead’s row. It does not change which leads appear in the table.
Status: Choose a status from the list, which is grouped by stage. If a stage has no statuses, the menu shows a No statuses — add in Settings link.
Primary Manager: Filter by the lead’s primary manager.
Secondary Manager: Filter by the lead’s secondary manager.
The manager filters appear after at least one manager has been assigned in the workspace.
Stage tiles and filters work together. For example, selecting the Qualification tile and a specific status shows only leads in Qualification with that status.
To remove filters, you can:
Clear an individual filter.
Select a selected stage tile again.
Select Clear All Filters in the toolbar to clear all filters.
Search for a lead
Enter a first name, last name, or preferred name in the Search field above the table.
If you enter more than one word, every word must match part of the lead’s name.
Search only checks lead names. It does not search service names, statuses, managers, or referral sources.
Use the Referral Sources tab
The Referral Sources tab shows results for each referral source during the date range you choose.
Use the date range picker to choose a period. It starts with the current month, and you can select a range of up to one year.
Use Search sources to find a specific referral source.
The table shows one row for each source, with these columns:
Source: The referral source’s name.
Leads: The number of leads referred by this source during the selected period.
Clients: How many of those leads are now clients.
Lost: How many of those leads are now lost.
Conversion: The percentage of leads that became clients, counting only leads that are now clients or lost. It is calculated as Clients ÷ (Clients + Lost). This field stays blank while all leads from the source are still open.
Last Referral: The most recent lead from this source.
The Totals row at the bottom adds up the rows currently shown in the table.
Note: A lead is included in the selected period based on when the lead was created, not when the referral source was added.
If a referral has a partner type but no linked partner, it does not appear in the table. A note below the table shows how many referrals were left out.
If your workspace uses Looper, select Build a detailed report in Looper to view a more detailed report with billing, hours, activity, and conversion over time.
