Managing Leads in the Kanban Board

The Kanban board is your team's command center for lead management. It provides a visual, column-based layout where each column represents a pipeline stage and each card represents a lead. This guide covers how to use the board effectively.

Navigating the Kanban Board

1. Click Marketing > Pipeline in the left sidebar.
2. You will see your pipeline stages arranged as columns from left to right (e.g., New, Contacted, Tour Scheduled, Trial, Won, Lost).
3. Each lead card displays the prospect's name, lead score (if Pulse AI is enabled), assigned owner, and how long the lead has been in that stage.

Drag-and-Drop Between Stages

Moving a lead through your pipeline is as simple as dragging its card:

1. Click and hold a lead card.
2. Drag it to the target stage column.
3. Release to drop it. The lead's stage updates immediately.
4. When moving a lead to the Lost stage, a prompt will ask you to select a loss reason (e.g., "Chose competitor," "Price too high," "Not ready"). This data feeds into your reporting.

You can also move leads between stages from the lead detail panel by selecting a new stage from the Stage dropdown.

Lead Detail Panel

Click any lead card to open the detail panel on the right side of the screen. Here you can view and edit:

• Contact information — Name, email, phone, and any custom fields from the lead form.
• Stage and owner — Change the current pipeline stage or reassign to a different staff member.
• Lead score — If Pulse AI is enabled, you will see the AI-generated score (0-100) with an explanation of key scoring factors.
• Activity timeline — A chronological log of all interactions, stage changes, notes, emails, and SMS messages related to this lead.
• Notes — Add internal notes visible only to your team.
• Tasks — Create follow-up tasks with due dates and assign them to staff.

Filtering and Sorting

When your pipeline has many leads, filters help you focus:

1. Click the Filter button above the board.
2. Available filters include:
   • Lead Owner — Show only leads assigned to a specific staff member.
   • Lead Score Range — Filter by AI score (e.g., only show leads scoring 70+).
   • Date Added — Show leads added within a specific date range.
   • Tags — Filter by any tags you have applied to leads.
   • Source — Filter by where the lead came from (e.g., website form, walk-in, referral).
3. Combine multiple filters to narrow your view further.
4. Click Clear Filters to return to the full board view.

To sort leads within a column, click the sort icon at the top of any stage column. You can sort by:

• Date added (newest or oldest first)
• Lead score (highest or lowest first)
• Last activity (most or least recent)

Adding Notes and Tasks

Keeping detailed records on each lead improves your close rate.

To add a note:

1. Open the lead detail panel by clicking a lead card.
2. Scroll to the Notes section and click + Add Note.
3. Type your note (e.g., "Spoke on phone, interested in personal training packages").
4. Click Save. The note will appear in the activity timeline with a timestamp and your name.

To create a task:

1. In the lead detail panel, click the Tasks tab.
2. Click + Add Task.
3. Enter a task description (e.g., "Send trial pass email"), set a due date, and assign it to a staff member.
4. Click Save. The assigned staff member will receive a notification.
5. Mark tasks as complete by clicking the checkbox next to the task.

Overdue tasks are highlighted in red on the lead card, so nothing slips through the cracks.

Quick Actions

Right-click any lead card (or click the three-dot menu) to access quick actions:

• Send Email — Opens the email composer pre-filled with the lead's address.
• Send SMS — Opens the SMS composer.
• Schedule Tour — Creates a tour appointment linked to this lead.
• Convert to Member — Starts the one-click conversion workflow.
• Delete Lead — Permanently removes the lead (requires confirmation).