LeadNow help guide
Dashboard
The first page you see after logging in. It shows how many leads are coming in, how many are still open, and who's handling them.
Dates
From Date and To Date set the range for everything on the page. Change them and click Search to update every number and chart.
You don't have to set the dates every visit. In Settings you can choose a number of days, and the dashboard opens on that range. The note under the date fields shows it, for example "Based on Settings: Dashboard Leads Before = 60 days".
Settings, then App Settings, then Dashboard Dates. Enter the number of days and save.
The five tiles
Five colored tiles break your leads down by status for whatever range is set above.
- Total Leads: everything captured in the period.
- New Leads: just arrived, nobody has worked them yet.
- Open Leads: at First Attempt or Second Attempt.
- Pending: at Scheduled On FI.
- Complete: closed out as Invalid, Not Reached, Not Interested, Scheduled, Completed Proposed or Sold.
They follow the date filter, so you can compare one period against another.
Service leads chart
The same numbers as the tiles, drawn as proportions, so you can see how many leads are stuck in Pending.
Notifications
Shows the number of new leads this month. Below it are the follow-ups due today, with each lead's status.
Leads by rep
How many leads each rep has. Leads are assigned by the zip routing rules under Configuration.
Monthly report and recent leads
New leads against completed leads, month by month for the last 12 months, and the 8 most recent leads. If reps don't update statuses, the chart undercounts completed leads.
Manage leads
This is where you work leads: find one, filter by status, or export the list.
Status tiles and sub-statuses
The same status tiles appear here with counts, and three of them open up.
- Open Lead: First Attempt, Second Attempt
- Pending Lead: Scheduled On FI
- Complete Lead: Invalid, Not Reached, Not Interested, Scheduled, Completed Proposed, Sold
Click a tile to filter the table. A sub-status inside the tile narrows it further.
Search, refresh and export
Search by name, account number, service or zip, and set a date range with From and To or the This month shortcut. Click Search to apply both together.
Refresh pulls the latest data without reloading the page. Export downloads either everything or just the filtered list.
Adding a lead by hand
Submit Lead adds one manually, for a lead that came in by phone or in person.
The lead profile
Two ways in: View Lead on any row, or Submit Lead for a new one. Both open the same screen. Under the name you get the Lead ID, Status, Sub Status and Account number.
Send Mail emails the customer. Back returns you to the filtered list. Update Lead saves changes made anywhere on the page, and it's the only way to change a status: editing Status or Sub Status does nothing until you click it.
What the profile holds
- Customer and submission information: contact details and the full mailing address, all editable, plus the original request.
- Service detail: the tech's original submission, locked. Only Assigned To can be changed.
- Integrated System
- Attachments: the photos and audio the technician captured on site.
- Office notes: each note tagged Office, Integration or Field, with the rep, follow-up date and amount.
- Associated leads: other leads submitted for the same customer at the same time.
The zip in the address decides which rep gets the lead. If it's missing, call the tech who sent it.
Configuration
Set up branches, users, customers, services, zip routing and email templates here.
Branches
Use branches if you operate from more than one location. Every user and lead belongs to a branch, and reports can be split by branch.
Add Branch, type a name, save. The list shows every branch with its status and edit or delete actions, plus a search box once it gets long.
Set branches up first. Each one becomes an option in the Branch dropdown on a user's profile.
Manage users
Your own team's roster: admins, sales reps, technicians and any other role. Search by name or email, filter by status, and set how many rows load at once.
Export downloads the list. Import CSV adds users from a file. Add Employee adds one person. Edit opens the same form, prefilled.
Adding or editing someone
- General information: name, role, branch, assigned manager, email, account number, phone numbers, an external CRM ID if you use one, and active or inactive status.
- Address information: the usual address fields.
- Login information: the username and password the person signs in with.
Roles are picked from a predefined list. You can assign roles, but you can't create or edit them here.
Customers and services
Manage Customers holds the customer records leads attach to. A new lead for an existing customer stacks under their account instead of creating a duplicate. Manage Services holds the service types a technician can pick, each tagged Residential or Commercial if you want, and a retired service keeps its history.
Zip routing
Zip routing decides which rep gets a lead. Assign zip codes to each rep, and leads from those areas are assigned automatically.
This is what drives Leads by Rep on the dashboard, and the Assigned To on a lead profile.
Email templates
The automatic emails LeadNow sends, such as the one telling a rep a lead has been assigned to them.
Every event has its own editable template. Pick the event, write the subject and body, then click the available variables to drop placeholders in: first name, last name, email, role, service type, zip code, lead ID, sale amount, company name, activation link. Each is swapped for the real value when the email sends. One template covers every lead.
Company settings
Company-wide settings: your company profile, and the switches that control how the app works for everyone.
Company information
Company name, slogan, logo (PNG, JPG or SVG, shown in the sidebar and the mobile app), phone, website, email and billing email. Save Profile to store it.
Company key
This is your account's unique identifier. The mobile app and any integrations use it to find your account. It isn't a password. Click Check to confirm it's available, then Save Key.
Administrator and profile settings
The main admin's own account: name, phone number and password. It's one person's login, separate from the Manage Users list. Address Information here is your office address.
App settings
Switches that control the mobile app for every technician and rep.
- Enable Comment: technicians can add a comment on a lead from the app.
- Enable ZipCode: shows a zip code field in the app.
- Enable Customer Detail: shows customer details in the app.
- Self Assign: a lead submitted from the app is assigned to whoever submitted it, instead of going through normal routing.
- IS Address: whether the address field appears at all.
- Assign Team Lead: allows a team lead to be assigned to a specific lead.
- Overwrite Customer Detail: lets a new lead update an existing customer's saved details instead of leaving the record untouched.
- Enable Employee Type: turns on employee-type classification.
- IS Email Required: makes email a required field.
Below those, you set which option is preselected when someone starts a new lead (Existing Customer, New Customer or Default) and the default urgency (Cold, Warm, Hot or Urgent). Email Bcc adds one address as a blind copy on every outgoing email, for example a shared inbox.
Dashboard dates
The number of days the dashboard opens on. Set it here and save.