Lead Management

Leads are potential customers who have expressed interest in your product or service. ZenTraq provides comprehensive tools to capture, nurture, qualify, and convert leads through your sales pipeline.

Prerequisites

• At least one pipeline configured (Settings > Pipelines)
• Lead sources defined (Settings > Lead Sources)
• Team members created for lead assignment

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Creating Leads

Manual Entry

1. Navigate to Leads in the sidebar.
2. Click + New Lead.
3. Complete the required fields:

Field	Required	Description
First Name	Yes	Lead's first name
Email or Mobile	Yes (either)	At least one contact method required
Last Name	No	Lead's surname
Company	No	Organization name
Lead Source	No	Where the lead originated
Lead Owner	No	Assigned team member

4. Click Save.

Minimum Data

Only First Name and either Email or Mobile are required. Capture additional details during follow-up calls to avoid slowing down lead creation.

Web Form Capture

Leads are automatically created when visitors submit your embedded form:

1. Configure a form widget in Settings > Web Forms.
2. Embed the provided script on your website.
3. Submissions auto-create leads with source tagged as "Website".

See: Web Forms & Lead Capture

CSV Import

For bulk data entry:

1. Go to Leads > Import.
2. Download the CSV template.
3. Populate with your data.
4. Upload, map columns, and confirm.

See: Import & Export

WhatsApp Auto-Creation

Incoming WhatsApp messages from unknown numbers can auto-create leads. Configure in Settings > WhatsApp > Auto-Create Leads.

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Lead Fields

Standard Fields

Field	Type	Description
First Name / Last Name	Text	Lead's full name
Email	Email	Primary email address
Mobile	Phone	Mobile number
Phone	Phone	Landline or alternate number
Company	Text	Organization name
Lead Source	Select	Channel of origin
Lead Status	Select	Current pipeline stage
Lead Owner	Select	Assigned representative
Lead Score	Number	AI-calculated priority (0–100)
Rating	Select	Manual priority (Hot/Warm/Cold)
Industry	Select	Business sector
Annual Revenue	Number	Company revenue
City / State / Country	Text	Location
Description	Text	Notes about the lead

Custom Fields

Add fields specific to your business:

• Navigate to Settings > Custom Fields > Entity: Lead.
• Add fields of any type (Text, Number, Date, Select, Multi-Select, Boolean).

See: Custom Fields

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Pipeline Stages

Leads progress through configurable stages. Each stage has a name, order position, and win probability.

Viewing Pipeline

• List View — Tabular view with sorting and filtering
• Quick Filters — One-click stage-based filters in the sidebar

Moving Between Stages

1. Open a lead.
2. Change the Status dropdown to the target stage.
3. The transition is logged in the activity timeline.

Alternatively, use Bulk Actions to move multiple leads simultaneously.

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Filtering & Search

Quick Filters

Pre-built one-click filters accessible from the filter sidebar:

Filter	Criteria
Hot Leads	Stages with probability ≥ 50%
New Leads	Stages with probability < 25%
My Leads	Assigned to current user
High Priority	Priority = High or Critical
This Week	Created in the last 7 days
Unassigned	No owner assigned
High Value	Annual revenue > configured threshold
Converted	Terminal "Won" stages
Cold Leads	Terminal "Lost" stages

Advanced Filters

Build custom filter conditions:

1. Click the Filter icon to open the filter sidebar.
2. Switch to the Advanced tab.
3. Click Add Condition.
4. Configure: Field + Operator + Value.
5. Add multiple conditions with AND/OR logic.
6. Click Apply Filters.

Supported operators vary by field type:

• Text: Contains, Equals, Starts with, Ends with, Is empty
• Number: Equals, Greater than, Less than, Between
• Date: On, Before, After, Between, This week, This month, Last N days
• Select: Is, Is not, Is any of, Is none of

Saved Filters

Save frequently used filter combinations:

1. Apply your filters.
2. Click Save in the filter sidebar.
3. Name the filter.
4. Access it anytime from the Saved tab.

Global Search

Search across Name, Email, Phone, and Company from the search bar at the top of the page.

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Lead Actions

Individual Record Actions

Action	Description
Edit	Modify any field on the lead
Convert	Transform into Contact + Account + Deal
Delete	Permanently remove the lead
Call	Initiate a click-to-call (requires calling setup)
WhatsApp	Open WhatsApp chat panel
Email	Compose and send an email
Log Activity	Record a call, meeting, or note

Bulk Actions

Select multiple leads to perform:

Action	Description
Bulk Transfer	Reassign to a different owner
Bulk Update	Change status, source, or any field
Bulk Delete	Remove selected leads
Bulk Email	Send email to all selected
Bulk Convert	Convert multiple leads at once
Export	Download as CSV/Excel

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Lead Conversion

When a lead is qualified and ready to become a customer:

1. Open the lead record.
2. Click Convert.
3. ZenTraq creates three linked records:
   • Contact — The person (all data carried forward)
   • Account — Their company/organization
   • Deal — The business opportunity
4. The original lead is marked as "Converted".
5. All activities and communication history transfer to the new Contact.

Conversion is Irreversible

Once converted, the lead record becomes read-only. The Contact inherits all data and history.

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Lead Scoring

ZenTraq automatically scores leads based on profile completeness and engagement level.

Score Range	Label	Recommended Action
80–100	Hot	Contact within 1 hour
60–79	Warm	Follow up within 24 hours
40–59	Moderate	Nurture with content
20–39	Cool	Add to drip campaign
0–19	Cold	Review for disqualification

Score factors include: profile completeness, response to communications, website engagement, and activity recency.

See: Lead Scoring

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Best Practices

Recommendations

1. Respond quickly — Contact new leads within 5 minutes for highest conversion rates.
2. Use pipeline stages — Move leads through stages to maintain an accurate pipeline view.
3. Log every interaction — Notes, calls, and emails build a complete customer story.
4. Set follow-up tasks — Never rely on memory for next steps.
5. Review weekly — Identify stale leads and take action.
6. Use lead scoring — Focus energy on high-probability opportunities.
7. Track sources — Know which channels generate the best leads.

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Related: Lead Scoring | Pipelines | Web Forms | Import & Export