# Leads
A Lead captures a prospective customer before they become a customer record. Use leads to track contact details, pipeline status, activities, reminders, and conversion to customers or opportunities.
Overview & List View
Go to CRM → Leads from the left menu. The list shows all leads with company, contact, source, owner, and pipeline status. Use the Lead Status dropdown for a quick filter, or Advanced Filters for more criteria. From the list you can create, view, edit, or delete leads.
List columns
| **Column** | **Shows** |
|------------|-----------|
| Id | Lead reference number. |
| Company | Company or organisation name. |
| First Name | Contact first name. |
| Phone | Primary phone number. |
| Email | Primary email address. |
| Route | Sales route (shown when route access is enabled). |
| Created on | Date and time the lead was created. |
| Lead source | Where the lead came from. |
| Lead Owner | Employee responsible for the lead. |
| Lead status | Current pipeline status. |
Quick filter — Lead Status
A dropdown lists all active Lead Status values. Select a status to filter the list to leads in that stage.
Advanced Filters
Company, First Name, Last Name, Phone, Lead source, Lead status, Route, Branch, Status (Active or Suspended), Created Date, and any custom fields with Show in Filter enabled.
List toolbar
| **Button** | **Action** |
|------------|------------|
| New | Opens the New Lead form. |
| view | Opens the selected lead (single row). |
| edit | Opens Edit Lead (single row). |
| delete | Deletes selected lead(s) after confirmation. |
Standard list features include multi-select, column sorting, column show/hide, Export to Excel, and Advanced Filter. Custom fields with Show in List appear as extra columns.
Quick Start — Create a Lead
1. Navigate
Go to CRM → Leads and click New.
2. Fill in Basic Details
Enter Company and First Name (required). Add phone, email, title, department, route, and branch as needed.
3. Set Lead Details
Choose Lead owner, Lead Source, and Lead status. Add latitude, longitude, and notes if relevant.
4. Add Address (optional)
Fill in the address block with label, lines, country, state, district, area, and pin code.
5. Fill custom fields (if configured)
If your company has Custom Fields for Lead, they appear in the matching form group (Basic Details or Lead Details). Complete any required custom fields.
6. Save
Click Save to create the lead and open the lead view. Use Reset to clear the form or Cancel to close without saving.
Basic Details
| **Field** | **Required** | **Description** |
|-----------|--------------|-----------------|
| Company | Yes | Company or organisation name. |
| First Name | Yes | Contact first name. |
| Last Name | No | Contact last name. |
| Phone | Conditional | Primary phone. Minimum 10 digits when entered. May be mandatory per CRM Settings. |
| Email | No | Primary email address. |
| Title | No | Job title of the contact. |
| Department | No | Department of the contact. |
| Route | No | Sales route. Shown when route access is enabled. |
| Branch | No | Branch. Shown when multi-branch is enabled. |
Lead Details
| **Field** | **Required** | **Description** |
|-----------|--------------|-----------------|
| Lead owner | Conditional | Employee responsible for follow-up. May be mandatory per CRM Settings. |
| Lead Source | Conditional | Origin of the lead. May be mandatory per CRM Settings. |
| Lead status | Conditional | Current pipeline stage. May be mandatory per CRM Settings. |
| Latitude | No | GPS latitude. |
| Longitude | No | GPS longitude. |
| Notes | No | Free-text notes about the lead. |
Address
One address block per lead.
| **Field** | **Description** |
|-----------|-----------------|
| Label | e.g. Head Office |
| Address Line 1 | |
| Address Line 2 | |
| Country | Selecting a country enables State/Province. |
| State/Province | Disabled until Country is selected. |
| District/Region | Disabled until State/Province is selected. |
| Area | Disabled until District/Region is selected. |
| Pin Code | |
Changing a parent location clears dependent child fields.
Custom Fields
Leads support Custom Fields. Create fields under Settings → Others → Custom Fields with Collection Lead.
- On New and Edit Lead, fields are placed in the form group you choose (Basic Details or Lead Details). If no group is set, they are added to Basic Details.
- On Lead view, values appear on the Others tab.
- On the lead list, enable Show in List for a column and Show in Filter for Advanced Filters.
Field types: text, number, dropdown, checkbox, date, and textarea. Required custom fields must be filled before save.
You can hide a field until another form field or custom field matches a value. See Custom Fields — Show this field only when.
Status Pipeline
The lead view shows a horizontal status bar built from your configured Lead Status pipeline. Default seeded stages:
New → Open → Opportunity → Won and close / Lost and close
Click any stage to open the Lead Status Update modal:
| **Field** | **Description** |
|-----------|-----------------|
| Lead Status | Read-only — shows the target status. |
| Notes | Optional notes recorded with the status change. |
Click Confirm to update the status. The change appears in the ACTIVITIES tab.
Won and Lost meanings are defined in CRM Settings (Won Status and Lost Status). Leads whose status is not Won or Lost count as open leads on the CRM Dashboard.
You can also change Lead status directly on the Edit Lead form.
Actions & Status
Toolbar actions (view page)
| **Action** | **What it does** |
|------------|------------------|
| Edit | Opens Edit Lead. |
| Delete | Deletes the lead after confirmation. Associated reminders are removed. |
| Clone | Opens New Lead pre-filled from the current record. |
| Convert to customer | Creates a Customer from lead data, sets lead status to Won, and opens the new customer view. |
More menu
| **Action** | **What it does** |
|------------|------------------|
| Log Activity | Opens the Log modal for notes, calls, or meetings. |
| Schedule Call | Opens New Reminder with type Call; lead is locked. |
| Schedule Meeting | Opens New Reminder with type Meeting; lead is locked. |
| Schedule Reminder | Opens New Reminder with type Task; lead is locked. |
| Log Visit | Opens Log Visit with GPS check-in. |
| Create Opportunity | Opens New Opportunity with lead pre-filled. Shown only when the lead is Active. |
| Print | Opens print view. |
Record status
Each lead has an entity status badge: Active or Suspended. Filter by this in Advanced Filters on the list. Suspend and Activate are not exposed as buttons on the Lead list or view.
Log Activity
Open from the ACTIVITIES tab buttons (add notes, log call, log meeting) or from More → Log Activity.
Log modal
| **Field** | **Required** | **Description** |
|-----------|--------------|-----------------|
| Date | Yes | Date and time of the activity. |
| Type | Yes | Notes, Log Call, or Log Meeting. |
| Call outcome | When Type = Log Call | Busy, Connected, No answer, Wrong number, Other. |
| Meeting outcome | When Type = Log Meeting | Scheduled, Completed, Rescheduled, Cancelled, Other. |
| Notes | No | Rich-text notes. |
| Set Reminder | No | Checkbox — schedule a follow-up reminder. |
| Reminder Type | When Set Reminder checked | Call, Meeting, Follow Up, Task, Custom. |
| Reminder Title | When Set Reminder checked | |
| Due At | When Set Reminder checked | |
| Priority | When Set Reminder checked | Low, Normal, High. Default Normal. |
| Reminder Notes | No | |
Click Confirm to save the log. If Set Reminder is checked, a CRM reminder is also created.
Activity timeline labels
| **Type** | **Display** |
|----------|-------------|
| Status change | Marked {status name} |
| Call | Logged call — {outcome} |
| Meeting | Logged meeting — {outcome} |
| Notes | Notes |
See also: Lead Log Report.
Reminders & Visits
REMINDERS tab
Toolbar buttons: Call, Meeting, Reminder, Log Visit.
Each reminder row shows title, state (pending, snoozed, inProgress, done, cancelled), priority, due date, assignee, check-in/out times, and notes.
| **Row action** | **When shown** |
|----------------|----------------|
| Mark Done | pending, snoozed, inProgress |
| Snooze | pending, snoozed |
| Check In | Meeting type, pending or snoozed |
| Check Out | Meeting type, inProgress |
| Edit | Always |
| Delete | Always |
Empty state: No reminders exist
Log Visit
| **Field** | **Description** |
|-----------|-----------------|
| Title | Default: Site visit |
| Notes | Rich-text notes. |
| Location | Auto-detected via Detect Location on open. |
If geolocation fails, enter Latitude and Longitude manually. Click Check In to record the visit. A meeting reminder is created and checked in immediately.
See Reminders for full reminder form and notification details.
View Tabs
| **Tab** | **Content** |
|---------|-------------|
| ACTIVITIES | Activity timeline — logs and status changes. Buttons to add notes, log call, or log meeting. If none are logged, the tab shows No activities exist. |
| GENERAL | Created on, Phone, Email, Lead source, Latitude, Longitude, Address, Route, Branch, Notes. |
| REMINDERS | Reminder list with schedule and check-in actions. If none are scheduled, the tab shows No reminders exist. |
| History | System audit log — field-level change history. |
| Others | Custom field values for this lead (shown when Lead custom fields are configured). |
Conversion
Convert to customer
From the view toolbar, click Convert to customer. Freespace creates a customer with:
- Name from lead Company
- Primary contact from lead First Name, Last Name, Phone, Email, Title, Department
- Address from the lead (marked primary) when present
- Lead linked on the customer record
The lead status is set to Won. The lead record is not deleted.
Create Opportunity
From More → Create Opportunity (Active leads only). Opens New Opportunity with Lead, Address, and Employee (from Lead owner) pre-filled.
Sale Quotation
Sale quotations can be linked to a lead elsewhere in the system (alternative to customer). From an approved opportunity, use Create Sale Quotation on the opportunity view.
Best Practices
- Set CRM Settings Won and Lost statuses before using dashboard and performance reports.
- Assign a Lead owner on every active lead so owner reports and follow-ups stay accurate.
- Log calls and meetings promptly so the ACTIVITIES tab reflects real engagement.
- Use reminders for every scheduled follow-up rather than relying on manual tracking.
- Convert to customer only when the deal is won — conversion sets the lead to Won status automatically.
FAQ
Can I add extra fields on a lead?
Yes. Create a Custom Field with Collection Lead. It appears on New/Edit Lead and on the Others tab in lead view. Use Show in List / Show in Filter for the lead list.
Why can't I see Lead Source or Lead Status fields?
Your role may not have access to lead source or lead status masters. Contact your administrator.
Can I delete a lead with activity logs?
Deleting a lead removes associated reminders first. Lead logs and status activities may prevent deletion if referenced — check the error message.
Is there a kanban board for leads?
No. Leads use a list view with status filtering. Use the Pipeline Progression report for funnel analysis.
Can I suspend a lead from the UI?
Suspend and Activate are not shown on the Lead list or view. Filter by Active or Suspended in Advanced Filters if records exist in those states.
What mandatory fields apply on save?
Configure Lead mandatory fields in CRM Settings. Defaults for new companies: Lead Source, Lead Status, Phone, and Lead Owner.
What happens when I convert a lead to customer?
The lead moves to the Won status configured in CRM Settings, a customer record is created with lead details, and the lead remains linked for history.
Can I create a sale quotation directly from a lead?
Use More → Create Opportunity first, approve the opportunity with item lines, then Create Sale Quotation from the opportunity. Alternatively link a quotation to the lead from the sales module when permitted.
Where do I log calls and meetings?
Open the lead view ACTIVITIES tab or use Quick Actions for Notes, Log Call, and Log Meeting. Entries appear on the timeline and in per-lead activity views.
Why can't I change status from the edit form?
Use the pipeline status bar on the lead view to move between stages — this creates Lead Status Activity entries. Direct status edits on the form may not log pipeline history.
Do reminders sync to the Field Sale App?
Yes. Lead-linked reminders assigned to field users appear in the Field Sale App Leads screen when CRM access is granted.
Why is my lead not on the Lead Owner Report?
Confirm a Lead Owner is assigned and the lead was created in the report date range. Unassigned leads may appear in a separate row depending on filters.