Managing Leads

Accessing Leads

Navigate to Leads in the sidebar to view all your leads.

The Leads screen is available to owners and admins. On a team, members don't have access to it — they work from the Meetings screen instead.

Live Updates

The Leads page keeps itself current — there's no need to reload the browser:

• New lead toast: when a prospect submits a form, a notification appears in the bottom-right corner (for example, "2 new leads"). Click Show to load the new leads into the table. The table never reshuffles underneath you — it updates only when you click.

• Automatic refresh: the list refreshes in the background whenever you open the Leads page or switch back to the browser tab.

• Manual refresh: use the refresh button in the top bar at any time.

On a team, owners and admins see notifications for the whole team's leads.

Lead Sources

Leads are created when someone:

1. Completes Step 1 of your booking form (partial lead)

2. Completes a booking (converted lead)

3. Gets disqualified by qualification rules (disqualified lead)

Lead Information

Each lead record contains:

Contact Information

• Name: First and last name

• Email: Email address

• Phone: Phone number with country code

Form Responses

• All custom field answers

• Stored in the custom fields section

• Available for filtering and export

Status Information

• Qualification Status: Qualified, Disqualified, or Pending

• Lead Score: Numerical score (if grading enabled)

• Lead Grade: Fruit, Ripe, Growing, or Seeding

Source Data

• Event: Which booking event they used

• Source URL: The page they booked from

• Created At: When the lead was captured

Geolocation

• Country: Detected country

• City: Detected city

• Region: State/province

Lead Statuses

Changing a lead's status: click the status pill on any row in the leads table (or in the lead detail overlay) and pick a new status from the dropdown. The change saves immediately — no separate edit screen.

Filtering Leads

Use filters to find specific leads:

Filter Options

• Event: Filter by booking event

• Status: Qualified, Disqualified, Booked

• Lead Grade: Fruit, Ripe, Growing, Seeding

• Date Range: When the lead was created

• Search: Search by name or email

Example Filters

• "Show all Fruit-grade leads from Discovery Call event"

• "Show disqualified leads from last 30 days"

• "Show all leads from Strategy Session"

Viewing Lead Details

Click on a lead to view full details:

Detail View Contents

• Complete contact information

• All form responses

• Qualification status and reason (if disqualified)

• Lead score breakdown (if grading enabled)

• Associated meetings

• Activity timeline — lead created, form submitted, qualification, call booked, and RSVP confirmed / declined when the prospect responds to the calendar invite

Lead Score Breakdown

If lead grading is enabled, see how the score was calculated:

• Each scored field

• Points awarded

• Weight applied

• Final calculation

Lead Actions

Export Leads

Export your leads to CSV:

1. Apply desired filters

2. Click Export

3. Choose export format

4. Download the file

Export includes all lead data and custom field responses.

Delete Lead

Remove a lead record:

1. Open the lead details

2. Click Delete Lead

3. Confirm deletion

Warning: This is permanent and cannot be undone.

Lead Grades Visual Indicators

Leads display grade badges for quick identification:

Sort or filter by grade to prioritize follow-ups.

Incomplete Leads

Leads who started but didn't finish booking:

Why They Matter

• Shows interest in your services

• Opportunity for follow-up

• May have gotten distracted

Follow-Up Strategies

• Send a reminder email

• Reach out directly

• Review for patterns (maybe form is too long?)

Disqualified Leads

Leads who failed qualification rules:

Viewing Disqualification Reason

Each disqualified lead shows:

• Which rule triggered disqualification

• The field and value that caused it

• Timestamp of disqualification

Reviewing Disqualified Leads

Periodically review disqualified leads to:

• Verify rules are working correctly

• Identify borderline cases

• Adjust rules if too aggressive

CRM Integration

If GoHighLevel is connected, leads sync automatically:

Sync Status Indicators

• Synced: Successfully pushed to CRM

• Pending: Awaiting sync

• Failed: Sync error (check CRM connection)

CRM Contact ID

When synced, the GoHighLevel contact ID is stored for reference.

Best Practices

Regular Review

• Check leads daily or weekly

• Follow up on incomplete leads promptly

• Review disqualified leads monthly

Prioritize by Grade

• Focus on Fruit and Ripe leads first

• Nurture Growing leads

• Review Seeding leads for patterns

Data Hygiene

• Remove duplicate leads periodically

• Archive old, inactive leads

• Keep custom fields consistent

Follow-Up Timing

• Respond to new leads within 24 hours

• Incomplete leads: follow up within 48 hours

• Speed of response correlates with conversion

Lead Lifecycle

Form Started → Lead Created (Incomplete)
                    ↓
            Qualification Check
                    ↓
         ┌─────────┴─────────┐
    Qualified            Disqualified
         ↓                    ↓
   Time Selection        End (no booking)
         ↓
      Booked
         ↓
   Meeting Held

Troubleshooting

Lead Not Appearing

• Verify the form was submitted (Step 1 complete)

• Check the correct event filter

• Refresh the leads page

Wrong Status Showing

• Status updates may take a moment to sync

• Refresh to see latest status

• Check qualification rule order

Missing Custom Field Data

• Verify the field was required

• Check if the field was in a completed step

• Review form configuration

Related Guides

• Qualification Rules - How leads get disqualified

• Lead Grading - How leads are scored

• GoHighLevel Integration - CRM sync details