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

A lead's status reflects its call if it has one, and falls back to its qualification result if it never booked.

Changing a lead's status: open a lead to bring up its detail view, then click the status pill next to their name and pick a new status from the dropdown. The change saves immediately — no separate edit screen. The status shown in the leads table is read-only; open the lead to change it.

The four call statuses can't be set by hand at all — they follow the meeting itself, so they change when you cancel a call or mark its outcome. Only New, Qualified and Disqualified are settable.

Filtering Leads

Use filters to find specific leads:

Filter Options

• Event: Filter by booking event

• Status: Call Booked, Call Cancelled, Call Completed, No Show, Qualified, Disqualified, New

• 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, call rescheduled, call cancelled (with the cancelled time, who cancelled, and the reason), 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

Booking a Call for a Lead

Admins and superadmins can book a call on a lead's behalf, right from the lead's detail view — useful when you're on the phone with a prospect and want to lock in a time immediately instead of sending them through the booking form.

Open the lead, then click Book a call in the header (visible to admins and superadmins only). The dialog walks through three steps:

1. Event — pick which of your team's live events to book the call on.

2. Time — pick a slot. This shows real availability only, the same slots a prospect would see on the public booking form — there's no way to book outside of available times. The timezone selector defaults to the lead's stored timezone if they have one, otherwise your own; whichever timezone is showing when you pick a time is the one that gets used. If someone else takes the slot a moment before you do, you'll see a friendly "that time was just taken" message and land back on the time picker to choose another.

3. Confirm — review the time in both the lead's timezone and your own, then book. The Email the confirmation toggle is on by default; turning it off skips the confirmation email, but the lead still gets their calendar invitation from your connected calendar either way. If the lead didn't already have a timezone on file, the one shown here is saved to their record.

If the lead already has an upcoming call, a notice offers Reschedule it instead — but you can still book an additional call if that's what you need.

Calls booked this way show Booked by and the admin's name in the lead's activity timeline, so it's clear the booking wasn't self-service.

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

• AI Notetaker - Call transcripts on the lead timeline