Lead Management

What Is a Lead?

A lead is a person who has shown interest in your business. Every lead in LeadHub is a contact record that stores everything you know about them in one place.

A lead can contain:

• First name and last name — the person's name
• Email address — used for communication and duplicate detection
• Phone number — stored in a normalized format so duplicates are caught even if someone types +1 (555) 123-4567 vs 15551234567
• Company — the business they work for
• Job title — their role
• LinkedIn URL — their LinkedIn profile link
• Country and Industry — where they are and what sector they work in
• Company size — size of the organization
• Source — where the lead came from (Facebook, Google Ads, a form, etc.)
• Status — what stage of your sales conversation you are in (new, contacted, qualified, converted, lost)
• Lead score — a number that tells you how hot or cold this lead is
• Tags — labels you apply to group and filter leads
• Custom fields — any extra information your business needs to capture
• Notes — free-text notes your team writes about the lead
• Activities — an automatic timeline of everything that has happened (received, assigned, stage moved, automation fired, etc.)
• Tasks — to-do items tied to this lead with a due date
• Starred — you can star important leads so they stand out

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The Leads List

Go to Leads > All Leads in the left sidebar to see every lead in a table.

Columns

The table shows:

Column	What it means
Name	First + last name. The email address shows underneath.
Phone	The lead's phone number. Click the copy icon to copy it.
Source	Where the lead came from, shown as a colored badge.
Status	The lead's current status (new, contacted, etc.), shown as a badge.
Stage	Which pipeline stage the lead is in.
Score	The lead's numeric score. Green = high score, yellow = medium, grey = low.
Assigned	Which team member is responsible for this lead.
Star	A star icon. Filled star means starred.
Created	How long ago the lead arrived.

Some columns are hidden by default. Click the Columns button at the top right of the table to show or hide them (Tags, Duplicate flag, etc.).

Searching

Type anything into the search bar at the top of the table. LeadHub searches the lead's first name, last name, email address, and phone number simultaneously.

Filters

Click the Filters button to narrow down your list. You can filter by:

• Source — show only leads from Facebook, Google Ads, etc.
• Status — show only New leads, or only Lost leads, etc.
• Pipeline — show only leads in a specific pipeline
• Stage — show only leads in a specific pipeline stage
• Assigned To — show only leads assigned to a specific team member
• Tag — show only leads with a specific tag
• Starred — show only starred leads (or only unstarred)
• Duplicates Only — show only leads flagged as duplicates
• Created From / Created Until — show leads created within a date range
• Min Score — show only leads with a score at or above a number you set

You can apply multiple filters at the same time. Click Reset Filters to clear them all.

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The Lead Detail View

Click the eye icon on any lead row (or click the lead's name) to open the full detail view. This page is divided into sections.

Contact Info Section

Shows the lead's name, email, phone, company, job title, LinkedIn URL, country, industry, company size, and source. Click Edit to change any of these.

Lead Details Section

Shows the status, assigned team member, pipeline, pipeline stage, tags, lead score, and starred flag.

Notes Section

A text area where your team can type free-text notes about the lead. Notes are sorted newest first. Multiple team members can all add their own notes.

Activity Timeline Section

An automatic chronological log of everything that has happened with this lead:

• When the lead was created and where it came from
• When it was assigned to someone
• When its status or stage changed
• When an automation ran on it
• When a tag was added or removed

You cannot edit the activity timeline — it is written automatically by the system.

Tasks Section

Shows all to-do items for this lead. Each task has a title, optional description, due date, and an assigned team member. Check the checkbox to mark a task complete. Click Add Task to create a new one.

Duplicates Section

If LeadHub has detected that this lead may already exist in your system (same email or same phone number), the duplicate records are shown here. See the Duplicate Detection section below for details.

Scoring Section

Shows the current lead score and a breakdown of which scoring rules contributed points. See the Lead Scoring section below.

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Lead Statuses

Every lead has a status that tells you where you are in the conversation with them. The available statuses are:

New The lead just arrived and no one has reached out yet. Brand new leads get this status automatically. This is your inbox — leads sitting here need attention.

Contacted Someone on your team has reached out to this lead (sent an email, made a call, sent a message). You can set this manually or use an automation to set it when an email is sent.

Qualified You have spoken with the lead and confirmed they are a real potential customer. They have a genuine need and the budget or authority to buy.

Converted The lead became a customer. You won the deal. This is the positive end state.

Lost The lead was not interested, went with a competitor, or you decided not to pursue them. This is the negative end state.

Tip: Statuses and pipeline stages work together but serve different purposes. Statuses describe the broad relationship stage. Pipeline stages describe the specific step in your sales process. You can use both, or just one, depending on how your business works.

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Creating a Lead Manually

1. Go to Leads > All Leads.
2. Click the New Lead button at the top right.
3. Fill in the lead's details:
   • Contact Info: first name, last name, email, phone.
   • Lead Details: source (select "Manual Entry"), status, assigned team member, pipeline, stage, tags, score.
   • Additional Info: notes, last contacted date.
4. Click Create.

The lead is saved immediately and will appear in your leads list.

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Editing a Lead

Open the lead detail view and click Edit, or click the pencil icon on the leads list row. Change any field and click Save. All changes are logged in the activity timeline automatically.

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Assigning Leads to Team Members

You can assign a lead to any team member on your account.

To assign a single lead: Open the lead, click Edit, choose a team member from the "Assigned To" dropdown, and click Save.

To assign multiple leads at once:

1. On the Leads list, tick the checkboxes next to the leads you want to assign.
2. Click the Bulk Actions dropdown.
3. Choose Assign Agent.
4. Pick the team member and click Confirm.

When a lead is assigned, the assigned team member receives a notification. If you have an automation set up for the Lead Assigned to User trigger, it will also fire at this point.

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Lead Scoring

Lead scoring gives every lead a numeric score so you can quickly tell who is worth your time right now. A score of 0 means no rules have matched. Higher scores mean hotter leads.

How It Works

You create scoring rules. Each rule says: "If a lead's [field] [condition] [value], add [X] points." Every time a lead is created or updated, LeadHub checks all your active rules and adds up the points that match.

Example: If a lead has an email address, add 10 points. If the lead came from LinkedIn, add 20 points. If the lead has no phone number, subtract 5 points.

Creating a Scoring Rule

1. Go to Settings > Scoring Rules in the sidebar.
2. Click New Scoring Rule.
3. Fill in:
   • Name — something descriptive like "Has email address" or "High-value source".
   • Field — which lead field to check: Email, Phone, Source, Status, First Name, or Last Name.
   • Operator — the condition:
     • Equals — the field exactly matches the value you type
     • Does not equal — the field is anything except the value
     • Contains — the field includes the text you type
     • Is present — the field has any value at all (not blank)
     • Is absent — the field is blank
     • Greater than / Less than — for numeric comparisons
   • Value — what to compare against (leave blank when using "Is present" or "Is absent").
   • Points — how many points to add. Use a negative number to subtract points.
   • Active — toggle on to enable the rule.
4. Click Create.

Rules are applied automatically. You can have as many rules as you like. To disable a rule, edit it and toggle Active off.

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Tags

Tags are labels you stick on leads to group them however makes sense for your business. Examples: "Hot Lead", "Needs Follow-up", "Summer Campaign", "VIP".

Creating a Tag

1. Go to Settings > Tags in the sidebar.
2. Click New Tag.
3. Enter a name and click Create.

Applying a Tag to a Lead

Open a lead, click Edit, click in the Tags field, and select the tags you want. You can apply multiple tags to one lead.

Applying a Tag to Many Leads at Once

1. On the Leads list, tick the checkboxes next to the leads.
2. Open Bulk Actions > Add Tag.
3. Choose the tag and confirm.

You can also Remove Tag in bulk the same way.

Filtering by Tag

On the Leads list, open Filters and choose a tag from the Tag filter. Only leads with that tag will be shown.

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Duplicate Detection

LeadHub automatically checks for duplicates every time a new lead arrives — whether from a form, a source connection, or manually.

How matching works:

• If a new lead has the same email address as an existing lead, it is flagged as a duplicate.
• If a new lead has the same phone number (after stripping all non-numeric characters like dashes and parentheses) as an existing lead, it is flagged as a duplicate.

When a duplicate is detected, the new lead is flagged with a duplicate indicator (a document-duplicate icon in the leads list). The original lead's detail page shows a Duplicates section listing all duplicates found.

Merging Duplicates

Open the original lead's detail view and go to the Duplicates section. You will see a list of the duplicate leads. Click Merge on a duplicate to combine it into the original lead. The original lead keeps its data; the duplicate is removed.

Tip: Use the "Duplicates Only" filter on the Leads list to quickly find all leads flagged as duplicates and clean them up.

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Exporting Leads

You can export your leads to a CSV or Excel file.

To export all leads (or filtered leads):

1. On the Leads list, apply any filters you want (or leave unfiltered for all leads).
2. Click the Export button at the top of the table.
3. Choose CSV or Excel.
4. LeadHub queues the export. You will receive a notification with a download link shortly.

To export specific leads:

1. Tick the checkboxes next to the leads you want.
2. Open Bulk Actions > Export Selected (CSV).
3. The download link will arrive via notification.

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Importing Leads

You can import leads in bulk from a CSV file.

1. Go to Leads > Imports in the sidebar.
2. Click New Import.
3. Upload your CSV file.
4. Map your CSV columns to LeadHub fields. For each column in your file, choose which lead field it corresponds to (first name, last name, email, phone, etc.).
5. Click Import.

LeadHub processes the file and shows a progress summary: how many leads were imported, how many were flagged as duplicates, and how many had errors. The import record shows you the exact rows that failed so you can fix and re-import them.

Tip: Make sure your CSV has a header row. LeadHub reads the column names from the first row to help you map fields.

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Deleting and Archiving Leads

Deleting a lead in LeadHub is a soft delete — the lead is not permanently erased immediately. It is hidden from all lists but can be recovered by your administrator if needed. Think of it as moving a file to the Recycle Bin.

To delete a single lead: Click the trash icon on the lead row, or open the lead and click Delete.

To delete multiple leads at once:

1. Tick the checkboxes next to the leads.
2. Open Bulk Actions > Delete Selected.
3. Confirm.

There is no separate "archive" function. Soft-deleted leads are effectively archived — they are gone from your normal view but not permanently destroyed.

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Bulk Actions

Bulk actions let you do things to many leads at once. Select leads using the checkboxes on the left of the leads list, then open the Bulk Actions menu. Available actions:

Action	What it does
Assign Agent	Assigns all selected leads to a team member you choose
Change Status	Updates the status on all selected leads at once
Add Tag	Applies a tag to all selected leads
Remove Tag	Removes a tag from all selected leads
Move to Stage	Moves all selected leads to a pipeline stage you choose
Export Selected (CSV)	Exports the selected leads to a CSV file
Run Automation	Runs a manual automation on all selected leads
Delete Selected	Soft-deletes all selected leads