Leads

A lead is someone who has shown interest in your business but isn’t a customer yet. Your Leads page collects them all, so nobody slips through the cracks.

Head to CRM → Leads in your dashboard to see them.

Where leads come from

Leads are added to your list in a few ways:

Your Assistant — when a visitor shares their name, email, or phone number while chatting with your Assistant, a lead is created for them automatically.
Social media — people who interact with your connected social accounts can be added as leads, along with their social handle.
By hand — you or your team can add a lead at any time with Add New Lead.

If someone who is already one of your leads or contacts chats again or leaves their details, and their email or phone number matches, the new conversation is added to their existing record instead of creating a new lead. Their stage stays the same, and a note tells your team they came back.

Finding a lead

When you open the page, you’ll see the leads created in the last 30 days. Use the date picker at the top to choose a different period, such as this week, last month, or a custom range.

To look up a specific person no matter when they came in, open Global lead search and click Search filters. You can search by:

Name
Email
Phone
Owned By — the teammate responsible for the lead
Source — where the lead came from, like Website or Instagram
Social Handle — their username on a social platform

Results update as you type. Click Clear to go back to your date range.

You can also sort and filter the table itself. Click any column header, like Created On, Status, or Follow Up Date, to sort by it.

Active and archived leads

At the top of the Leads page you’ll find two buttons: Active and Archived.

Active (the default) shows the leads you’re still working on.
Archived shows leads that have already been converted to a contact. A lead is archived automatically when you convert it, so your active list stays focused on people you haven’t won over yet.

The date picker and Global lead search work the same way in both views. They only look through the view you’ve selected, so switch to Archived first if you’re looking for a lead you’ve already converted.

Archived leads are kept for your records and can’t be changed:

Their details, owner, follow-up date, and Lead Lifecycle stage are locked.
Convert to Contact no longer appears on their row.
Add New Lead is turned off while you’re in the Archived view.

When you open an archived lead, a message at the top tells you which contact it became. Click View Converted Contact to jump straight to that contact. You can still read the lead’s notes and conversations, and add new notes.

The leads table

Each row shows the lead’s name, status, email, phone, owner, and follow-up date. At the end of every row you’ll find three quick actions:

View Lead — open the lead’s full details
View Latest Conversation — read the most recent chat this lead had with your Assistant (greyed out if there isn’t one)
Convert to Contact — turn the lead into a contact (see below). Only shown for active leads.

Adding a lead by hand

Click “Add New Lead”

You’ll find it at the top right of the Leads page.

Fill in their details

Enter a Name, Email, Phone, and Address. You need at least an email or a phone number, so your team has a way to follow up.

Assign it and set a follow-up (optional)

Pick the Teammate who should own this lead, and choose a Follow Up Date and time if you’d like a reminder. If you don’t pick a teammate, the lead is assigned to you.

Save

Assistloft checks for duplicates when you save. If the email or phone number already belongs to another lead or contact, you’ll see a message with a button to open that existing record instead.

Inside a lead

Click View Lead on any row to open the lead’s details. Use Copy Link at the top to share this lead with a teammate.

Moving a lead through your pipeline

At the top of every lead you’ll see its Lead Lifecycle, the steps a lead goes through on the way to becoming a customer:

Discovered — a new lead found by your Assistant or another source
Contacted — you’ve reached out or started a conversation
Responded — the lead replied and you’re talking
Close Loop & Qualify — the lead is vetted and ready to become a contact

Click a step to move the lead there. You can add an optional note explaining why, and the change is saved to the lead’s notes so your team can see what happened.

The three tabs

General Info — name, email, phone, address, the assigned teammate, and the follow-up date. Make changes and click Save.
Conversations — everything this lead has said to you:
- their linked social media accounts and recent social conversations. Click Open to jump into that conversation in your Social Inbox.
- their recent website conversations (chats with your Assistant and contact form messages). Click Open to read the chat right there, without leaving the lead.
Notes — a running log for your team. Type a note and press Enter to add it. Type @ to mention a teammate. They’ll get a notification that they were tagged.

Converting a lead to a contact

Once a lead becomes a real customer relationship, convert it into a contact. Click Convert to Contact on the lead’s row.

Choose what to do

Create new contact — best when this person isn’t in your CRM yet.
Merge with existing contact — if Assistloft finds contacts that look like the same person, they’re listed under Possible matches. Pick one to combine the lead’s details into it.

Review the contact profile

The lead’s details are filled in for you. Add anything extra, like a company, a second email or phone number, or a full address.

Click “Convert to Contact”

When it’s done, click View Contact to open the new contact. Any linked social accounts and website conversations move over to the contact, so you can keep reading their history there.

The lead itself is archived. It leaves your Active list but isn’t deleted. You can always find it under Archived (see Active and archived leads).

Who sees which leads

Account owners and admins see every lead and can search by Owned By to find a specific teammate’s leads.
Teammates see the leads they created and the leads assigned to them.

Account owners and admins can group teammates who work together into a team, so they can see each other’s leads. To set one up, go to Team → Teams, create a team, add the teammates, and tick Shares Leads. Everyone in that team can then see the leads the other members created or were assigned.

A team can also tick Shares Contacts to share contacts the same way.