How to manage Leads and Lead Tasks

🌐 Overview

• Leads: Represent potential patients. Each lead has a profile card that moves across a Kanban board (e.g., New → Contacted → Interested → Converted).

• Lead Tasks: Actionable follow-ups (e.g., call back, send info pack, confirm appointment) tied to a lead. These tasks appear in the assignee’s To-Do list on the Home screen.

• Integration with Inbox: If a new person messages via WhatsApp, a Lead is automatically created in the CRM Leads board under the New column.

👉 This workflow ensures every inquiry is captured, tracked, and converted systematically.

🧭 Navigation

1. Go to CRM → Leads.

   • You’ll see the Kanban board with all leads by status/stage.

2. To view lead tasks:

   • Open a lead card → Tasks tab.

   • Or go to Home → To-Do List (for all tasks assigned to you).
     
     

➕ How to Create Leads

👤 1. Creating a Lead (Manually)

1. Go to CRM → Leads.

2. Click + Add Lead.

3. Fill details:

   • Name (mandatory)

   • Mobile / Email

   • Source (walk-in, WhatsApp, referral, marketing campaign, etc.)

   • Notes (background, inquiry reason, or comments)

4. Click Save.

• The lead card appears in the “New” column on the Kanban board.

🤖 2. Auto-Creation of Leads (WhatsApp Trigger)

• Trigger: When a new contact sends a WhatsApp message to the clinic.

• Result: A Lead is automatically created in CRM.

• Placement: The lead appears in the first Kanban column: “New.”

• Staff can then open the card, review details, and update status.

📊 3. Managing Leads (Kanban Board)

• Columns represent stages (configurable):

  • New → Contacted → Interested → Converted → Lost (example).

• Drag & Drop: Move leads across columns as they progress.

• Lead Card Details: Clicking on a card shows:

  • Contact Info (name, mobile, email)

  • Notes

  • Status history

  • Tasks (pending, completed, overdue)

  • Linked conversations from Inbox

Lead-only actions (from Inbox conversations):

• Create Patient – Convert a lead to a registered patient (opens Patient Registration).

• Link to Existing Patient – If the lead is already a patient, search and link.

✅ How to Use Lead Tasks

🛠 1. Creating a Lead Task

1. Open the lead card.

2. Go to Tasks → Add Task.

3. Fill details:

   • Task Name (free text, e.g., “Call back to confirm appointment”).

   • Assigned To (choose one user; multi-select not allowed here).

   • Priority (Low / Medium / High / Critical).

   • Due Date (select from calendar).

   • Comments (context or instructions).

4. Click Save.

Result:

• Task appears under the lead card.

• The assignee sees it in their Home-screen To-Do List.

🔄 2. Task Lifecycle & Management

• Each task shows: Task Name, Assigned To, Status, Priority, Due Date, Comments, Feedback, Created At.

• Row menu (⋮) on each task gives options to Edit, Update Status, or Delete.

• Tasks can be marked as:

  • Pending

  • In Progress

  • Completed

  • Cancelled

💬 3. Task Integration with CRM Inbox

• From Inbox conversations, you can Escalate, Assign, or Mark Follow-up.

• Each of these creates a task linked to the conversation.

• A visual icon appears in the Inbox (⚠️ = Escalated, 🧑 = Assigned, 📅 = Follow-up).

• These tasks also show up in the lead’s task list and the assignee’s To-Do list.

⚙️ Management

• Tracking Leads: Use filters in Leads to segment by date, source, assigned user, or status.

• Prioritizing: Move high-value leads up the Kanban and assign tasks with urgent due dates.

• Converting Leads: When ready, use Create Patient to seamlessly transition into patient registration.

• Reporting: See CRM Reports → Lead Conversion, Lead Source Reports, Task Completion Reports for performance tracking.

💡 Pro Tips

• Always assign a task to every new lead — never leave a lead card empty.

• Use priority + due date to keep sales/marketing follow-ups timely.

• Check your To-Do List daily for lead tasks.

• Update lead status stages promptly to keep conversion reports accurate.

• Use Inbox → Create Patient to register patients quickly.

• For WhatsApp auto-leads, verify contact details before progressing.

• Add clear notes in tasks so the next user knows exactly what to do.