Leads & Pipeline
Every lead that contacts your business through SMS, Facebook, Instagram, or WhatsApp appears in your Lead Inbox. The AI automatically qualifies and categorizes each lead.
Lead Statuses
Leads progress through a pipeline. Most status changes happen automatically — the AI handles it for you.
| Status | Badge Color | What It Means |
|---|---|---|
| NEW | Teal | Lead just came in. AI will respond within 60 seconds. |
| CONTACTED | Blue (AI) | AI has sent the first response. Waiting for the lead to reply. |
| REPLIED | Cyan | The lead has responded to the AI's message. |
| QUALIFIED | Purple | AI has determined this lead is interested and ready. |
| ASSIGNED | Blue | A team member has been assigned or has manually responded. |
| BOOKED | Green | Lead has been booked for a job or appointment. |
| COMPLETED | Green | Job is done. Lead is closed successfully. |
| CLOSED (No Reply) | Gray | Lead never responded after follow-ups. |
| CLOSED (Lost) | Red | Lead chose a competitor or declined service. |
Automatic vs Manual Status Changes
- Automatic: NEW to CONTACTED to REPLIED to QUALIFIED happens automatically via AI
- Manual: You can change status using the dropdown in the chat header. Available options: CONTACTED, ASSIGNED, COMPLETED, CLOSED_LOST
Assigning Leads to a Team Member
Every lead has an assignee — the team member responsible for it.
Assign to me
Available to everyone. Swipe left on a lead (or tap the ⋮ menu) to open the action sheet, then tap 👤 Assign to me to claim it for yourself.
Assign to... (Owner/Admin only)
Owners and Admins see 👥 Assign to... in that same action sheet instead of just "Assign to me" — tapping it opens a picker listing every Agent on the team, so you can hand a lead to whoever should own it rather than only yourself. Two ways to get there:
- Swipe action sheet — swipe left on a lead (or tap ⋮), tap Assign to..., pick Myself or an agent.
- Chat header — open the conversation, tap the status pill at the top, choose Assigned, and pick from the same picker.
Once assigned, the agent's name shows in three places: a small pill in the lead list row, next to the source/phone line in the chat header, and as a row in the lead detail panel's Info section.
:::info Agents only see their own leads If you're logged in as an Agent (not Owner/Admin), you only see leads that are assigned to you — see Team Management for the full breakdown of what each role can see. :::
You can also turn on Auto-Assignment so the AI assigns leads to your team automatically, round-robin — see Setup → AI in the dashboard.
Temperature Badges
Temperature shows how ready a lead is to buy. The AI assigns temperature automatically when qualifying leads.
| Temperature | Icon | Meaning |
|---|---|---|
| HOT | Red dot | Urgent need. Mentions emergency, "ASAP", or immediate service required. |
| WARM | Orange dot | Interested. Asking about pricing, availability, or scheduling. |
| COLD | Gray dot | Low engagement. Short replies or slow to respond. |
| PENDING | Gray dot | Still being evaluated by the AI. |
"Your Turn" Badge
A cyan 🔔 Your turn badge appears on a lead when it came in via Facebook Messenger or Instagram DM and has gone quiet outside Meta's 24-hour messaging window. Meta only allows the AI one automated follow-up inside that window — once it closes, Meta blocks any further automated message regardless of your Follow-Up Sequence settings. The badge means the AI has done everything it's allowed to do, and it's now on you (or your team) to reach out manually.
The badge clears itself automatically the moment the customer sends a new message — no action needed on your end to dismiss it. See Setup → AI → Follow-Up Sequence for the full explanation of the 24-hour Messenger/Instagram rule.
Lead Sources
Each lead shows a colored dot indicating where it came from:
| Source | Color | Channel |
|---|---|---|
| SMS | Teal | Text message to your dedicated number |
| Facebook DM | Blue | Facebook Messenger direct message |
| Facebook Form | Blue | Facebook Lead Ad form submission |
| Instagram DM | Pink | Instagram direct message |
| Teal | WhatsApp message |
Filtering Leads
Use the filter buttons below the search bar:
- OPEN — Qualified leads (HOT/WARM) not yet assigned
- ASSIGNED — Leads assigned to a team member
- ACTIVE — All leads currently in progress (NEW, CONTACTED, REPLIED)
- ALL — Every lead in your account
- CLOSED — Completed, booked, or lost leads
Each filter shows a count badge so you can see at a glance how many leads are in each category.
Searching Leads
The search bar at the top searches across:
- Lead name
- Phone number
- Email address
- Service requested
- Last message content
Search is case-insensitive and updates results as you type.
Monthly Lead Usage
At the bottom of the leads list, you'll see a progress bar showing how many leads you've used this month vs your plan limit:
- Starter: 150 leads/month
- Growth: 500 leads/month
- Pro: 2,000 leads/month
The bar turns yellow at 70% and red at 90%. Tap it to see detailed stats in Settings.
Pipeline Progress
In the lead detail panel (tap the info icon), you'll see a visual pipeline showing the lead's journey:
NEW → CONTACTED → REPLIED → QUALIFIED → ASSIGNED → BOOKED
Each stage shows as a dot — green for current, lighter for completed, gray for upcoming. The current stage pulses to draw attention.
Follow-Ups
The AI automatically schedules follow-up messages for leads that don't respond:
- First follow-up: Sent after a configurable period (default 48 hours)
- Second follow-up: Sent after a longer period (default 5 days)
- Auto-close: Leads that never respond are automatically closed
You can view and cancel pending follow-ups in the lead detail panel under the "Follow-ups" section.