This article covers how to effectively manage leads in your CRM, including viewing and filtering leads, customizing your list, and using table or Kanban views to stay organized. You’ll also learn how to add leads, update their profiles, and graduate them to CCMS with ease.
By streamlining these processes, you can save time, reduce manual tasks, and provide a smooth experience for both administrators and guardians.
View and Filter all Leads
The leads tab in CRM allows you to view all leads. You can customize your view and filter your list.
Table and Kanban View
You can switch your lead view between table and kanban. Click the View options button in the right corner of the screen to switch between views. Once you click the selected view, you must click Apply at the bottom right to see the new view. The kanban view can be helpful to visualize how many leads you have in each stage.
Add Properties to Your Lead Table
Add properties to your view to see more information about your leads from a glance.
From the Table or Kanban view of your lead list, click the View options button in the right corner. The View Options sidebar will open.
Add a property to your view by clicking Add property. This will cause a new box to appear under the last listed property.
Click the Select a property box and select the property you would like to add from the dropdown.
When you have added your desired properties, click the Apply button to close your sidebar. Your view will be updated with the applied filter(s).
💡 You can change the the properties are shown in by dragging and dropping a property into the desired order. Deleting a property (clicking the trashcan icon) from view will not delete the property itself.
Filter Your Lead Table
The lead table can be filtered to view leads in a certain stage and/or with a certain property.
From the Lead tab in CRM, click the View Options. The View Options sidebar will open.
Click Add condition. The filters functionality will appear.
Select the stage or property you want to filter for and then select an option.
Select Is Equal To to view all leads with the selected option. Select Is Not Equal To to view all leads without the selected option.
Optionally, click Add conditions to have multiple filters applied to your list. Or delete an filter by clicking the trash can icon.
When satisfied with your filters, click the blue Apply button in the bottom right.
Your lead list will now be filtered based on your selections. To change or remove your filters, click View Options and repeat the steps above.
Create & Manage Saved Lists
Saved lists allows you to create and save multiple filters and/or visible property combinations. This can be useful for quickly switching between different views. Many centers create saved lists for new leads so they can monitor leads that have come in since they last checked their CRM. Waitlist saved lists are also a common way to maintain a waitlist.
From the Lead tab in CRM, click the white Edit View button in the top right corner of the table. If you already have saved views, click the view dropdown and click + New View.
The View Options sidebar will open. Add filters and/or properties by following the steps in the sections above.
Click Save and Apply when you are done adjusting the filters and/or visible properties.
The Save View window will open asking you to Name the list you created. Click Save when you are done.
You will now see the list you created in the dropdown next to the View Options button.
Edit a Saved List
To edit a saved list, select it from the dropdown and then click Edit View.
Make your desired changes and then select the save icon in the top right corner of the sideabar.
Delete a Saved List
To delete a saved list, select it from the dropdown and then click Edit View.
Click the three dots next to the save icon and then click Delete.
Rename a Saved List
To rename a saved list, select it from the dropdown and then click Edit View.
Click the three dots next to the save icon and then click Rename.
The Edit View Name window will open. Type a new name and then click Save.
Export Lead Table
To export/download your lead table, follow the steps below:
From the Lead tab in CRM, click the download icon in the top right corner of your leads table.
Select which columns you would like to export and click the Download button to download the leads table to your computer.
Lead Profile Overview
The lead profile serves as a central hub for viewing lead information and communication history. From the profile, administrators can easily call, email, or text leads directly. Additionally, they can add notes to keep track of important details, ensuring effective and organized lead management.
The lead history is located on the left side of the lead profile. All lead, guardian, and student information is located on the right side of the lead profile. Click on a field to edit the information. The new information will automatically save. Click the Actions button at the top of the screen and then click Create Note to save a note to the lead profile.
Add Leads to CRM
Leads can be added to your CRM via form submission or by manually adding them to the system.
Manually Add Leads
From your CRM Dashboard, navigate to Leads on the left sidebar.
Click the blue Add Lead button in the top right corner of your screen.
Add the Lead Details.
Select the stage that this lead is in. If you created custom stages, they will appear in this list.
Optionally, add who at your school is the owner of this lead.
Add the Guardian and Student Details. If you added any custom properties, they will appear here.
Click the blue + Add button next to Guardians and Students to add multiple guardians and students.
When you have entered all details, click the blue Save button to save your lead. Your lead will now appear in the lead table.
Add Leads via Form
Forms are a powerful tool for collecting information from leads. You can share them on your website, social media, or other platforms to engage with potential leads and gather essential details. When a parent completes a form, they will be added to your CRM and you can start engaging with them!
When a guardian fills out a form, the information they provide is automatically saved to the lead's profile. If the lead progresses to CCMS, any data mapped to the system will seamlessly transfer. This streamlined process reduces the need for parents to re-enter information, saving time and effort while ensuring a smooth experience for managing student details.