Leads & Sales Pipeline

The sales pipeline tracks prospects from first contact through to becoming customers. This guide covers working with Leads, tracking deals with Opportunities, and managing follow-up work with Lead Tasks.

Feature Toggles

These modules are controlled by tenant-specific feature toggles, managed by administrators in Administration > Feature Toggles:

• Leads — shows or hides the Campaigns, Leads, Opportunities, and Lead Tasks entries in the main menu.
• Opportunities — enabled by default. When disabled, the Opportunities menu item is hidden and the Opportunities pages are inaccessible.
• LeadTasks — enabled by default. When disabled, the Lead Tasks menu item is hidden and the Lead Tasks pages are inaccessible.

A separate SalesBrief toggle (disabled by default) controls the Sales Brief field on the lead form. See Settings & Configuration for details.

Leads

A lead is a prospective customer, usually sourced from a campaign. Open the lead list from Leads in the main menu.

The Lead List

The list shows each lead's business, contact, campaign, status, attempt count, next eligible time, and creation date. Leads that have been converted to customers are highlighted in green. From the list you can:

• Click Search to reveal the search panel, then search across business name, contact person, email, phone, website, and preferred site
• Filter the list to a single Campaign
• Page through large lists with the pager at the bottom
• Open a lead with the edit (pen) button

Creating and Editing a Lead

1. Click Add Lead from the lead list.
2. Select the Campaign the lead belongs to (required).
3. Enter the lead's details and click Create Lead.

Field	Notes
Campaign	Required. Every lead belongs to a campaign
Business Name	The prospect's business or organisation
Contact Person	Your main contact at the business
Contact Email / Contact Phone	Used for outreach and the sample-site workflow
Website URL / Preferred Site	Existing site and the site the prospect would prefer
Sample Site URLs	One URL per line, or as JSON
Sales Brief	Only shown when the SalesBrief toggle is enabled; free text up to 8,000 characters with a live character count
Attempt Count / Next Eligible At	Number of contact attempts made and when the lead is next eligible for contact

New leads always start with the status New; the status field on the form is read-only and changes are made through the status badge (below).

Lead Statuses

A lead's status shows where it sits in the engagement process. The available statuses are:

• New, Processing, ReadyForEmail, WaitingForReply, ReplyReceived
• EmailFailed, BuildFailed, NoResponse, Error
• Converted, Rejected

To change a status manually, open the lead and click the status badge at the top of the page, then pick the new status from the dropdown. Every change is recorded in the lead's activity history.

Activity History

The Activity History tab on a lead is a timeline of everything that has happened to it. Use the form at the top to add a note manually. SurelyCrm adds entries automatically for:

• Status changes
• Emails sent and failed
• Workflows started and stages completed
• Opportunities created, moved, or closed
• Tasks created, changed, or completed
• Conversion to a customer

Each entry shows the type, description, date and time, and who recorded it.

Workflows

The Workflows tab lists the workflow instances running against the lead, with their status, current stage, start time, and next run time. Select an active workflow and click Start Workflow to automate engagement with the lead. See Workflow Automation for how workflows are configured.

Converting a Lead to a Customer

When a lead agrees to buy, convert it rather than re-keying the details:

1. Open the lead and click Convert to Customer.
2. Confirm the prompt. SurelyCrm creates a customer record from the lead's contact person, email, phone, and website.

The lead's status changes to Converted and a View customer link appears at the top of the page. Converted leads stay in the list (highlighted green) for reference and cannot be converted again or deleted.

Deleting Leads

Administrators can delete a lead that has not been converted using the delete (bin) button on the lead list. Deletion is permanent.

Opportunities

Opportunities track potential deals against leads — their value, likelihood, and stage in your pipeline. Open the pipeline from Opportunities in the main menu (requires the Opportunities toggle).

The Pipeline Board

Opportunities are shown as a board with one column per stage, from Prospecting through to ClosedWon and ClosedLost. Each column header shows the number of opportunities and their combined value; each card shows the title, lead, value, probability, status, and expected close date. Click a card's title to open it.

Click Search to filter the board by:

• Free text (title, description, or the lead's business or contact person)
• Lead
• Stage
• Status

Creating and Editing an Opportunity

Click Add Opportunity on the pipeline board, or use Add Opportunity on a lead's Opportunities tab (which pre-selects the lead).

Field	Notes
Title	Required
Lead	Required. The lead this deal belongs to
Description	Free-text summary of the deal
Value / Currency	Deal amount; currency defaults to GBP
Probability (%)	Likelihood of closing, 0–100
Owner	The team member responsible; can be left unassigned
Stage	Prospecting, Qualification, Proposal, Negotiation, ClosedWon, or ClosedLost
Status	Open, ClosedWon, or ClosedLost
Expected Close Date	When you expect the deal to conclude

New opportunities default to the Prospecting stage and Open status.

Moving and Closing Opportunities

Update the Stage and Status on the opportunity and save to move it along the pipeline. When you set the status to ClosedWon or ClosedLost, SurelyCrm records the Actual Close Date automatically and displays it on the opportunity. Every stage move and closure is written to the owning lead's activity history, so the full story of the deal is visible from the lead record.

Deleting Opportunities

Administrators can delete an opportunity from its edit page. Deletion is permanent.

Lead Tasks

Lead tasks are follow-up to-dos attached to leads — calls to make, emails to send, proposals to chase. Open them from Lead Tasks in the main menu (requires the LeadTasks toggle).

The Task Board

Tasks are shown as a board with one column per status: NotStarted, InProgress, Completed, and Cancelled. Each card shows the title, description, lead, assignee, priority, and due date — overdue dates on incomplete tasks are shown in red. Click a task's title to open it.

Click Search to filter the board by:

• Free text (title, description, or the lead's business or contact person)
• Lead
• Assignee
• Status
• Priority

Creating and Editing a Task

Click Add Task on the task board, or use Add Task on a lead's Tasks tab (which pre-selects the lead).

Field	Notes
Title	Required
Lead	Required. The lead the work relates to
Description	What needs to be done
Assigned To	The team member responsible; can be left unassigned
Status	NotStarted, InProgress, Completed, or Cancelled
Priority	Low, Normal (default), High, or Urgent
Due Date	Optional deadline

When you mark a task as Completed, SurelyCrm records the completed date automatically; reopening the task clears it. Task creation, status changes, and completion are all recorded on the owning lead's activity history.

Deleting Tasks

Administrators can delete a task from the task board or its edit page. Deletion is permanent.