Managing contacts & leads

Understanding Leads in Funneler

A lead is a visitor who has:

• Provided contact information
• Qualified based on conversation
• Booked an appointment
• Met your custom criteria

Lead information includes:

• Name
• Email address
• Phone number
• Company (if collected)
• Conversation transcript
• Source funnel
• Timestamp
• Qualification score
• Custom fields

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Accessing Your Leads

View all leads:

1. Click “All Leads” in the sidebar
2. See complete list of all leads
3. Filter and search as needed

Lead List Features

Table Columns:

• Name: Lead’s full name
• Contact: Email and/or phone
• Source: Which funnel generated the lead
• Status: New, Contacted, Qualified, Converted, etc.
• Date: When lead was captured
• Actions: View, edit, delete, export

Sorting:

• Click column headers to sort
• Ascending/descending order
• Multi-column sort (coming soon)

Pagination:

• 25, 50, 100 leads per page
• Navigate between pages
• Jump to specific page

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Filtering Leads

Filter options:

1. By Status:

• New (uncontacted)
• Contacted
• Qualified
• Converted
• Not Interested
• Returning
• Spam

1. By Date Range:

• Today
• Last 7 days
• Last 30 days
• Last 90 days
• Custom range

1. By Source:

• Specific funnel
• All chat funnels
• All call funnels

1. By Search:

• Name
• Email
• Phone number
• Company

Applying filters:

1. Click “Filter” button
2. Select your criteria
3. Click “Apply”
4. Clear filters anytime

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Viewing Lead Details

To view a lead:

1. Click on lead name or row
2. Lead detail modal opens
3. View comprehensive information:

Lead Information Tab:

• Contact details
• Lead source
• Date captured
• Current status

Conversation Tab:

• Full chat or call transcript
• AI summary
• Qualification score
• Key points extracted

Activity Tab:

• All interactions
• Status changes
• Emails sent
• Calls made
• Notes added

Appointments Tab:

• Scheduled meetings
• Past appointments
• Rescheduled/canceled history

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Updating Lead Status

Change lead status:

1. Open lead details
2. Click “Status” dropdown
3. Select new status:

• New: Fresh, uncontacted lead
• Contacted: You’ve reached out
• Qualified: Meets your criteria
• Converted: Became a customer
• Not Interested: Declined
• Returning: Previous customer coming back
• Spam: not an actual contact, possibly a bot or malicious attempts

1. Optionally add a note
2. Click “Save”

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Adding Notes to Leads

Add internal notes:

1. Open lead details
2. Click “Notes” tab
3. Click “Add Note”
4. Type your note
5. Click “Save”

Notes features:

• Private: Only visible to your team
• Timestamped: Shows who added when
• Rich Text: Format with bold, lists, links
• @Mentions: Tag team members (coming soon)
• Attachments: Attach files (coming soon)

Use cases for notes:

• Call summaries
• Meeting notes
• Follow-up reminders
• Sales stage details
• Customer preferences
• Internal communication

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Exporting Leads

Export lead data:

1. Go to “All Leads”
2. Apply filters (optional)
3. Click “Export” button
4. Choose format:

• CSV: For Excel/Sheets
• Excel: Native .xlsx format
• PDF: Printable report

1. Select fields to include
2. Click “Download”

Export includes:

• All visible columns
• Filtered results only
• Up to 10,000 leads per export
• Respects your permissions

Uses for exports:

• Import to CRM
• Share with team
• Backup data
• Reporting to stakeholders
• Email marketing lists

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Deleting Leads

Delete individual lead:

1. Open lead details
2. Click “Delete” button (three dots menu)
3. Confirm deletion
4. Lead permanently removed

Bulk delete:

1. Select multiple leads (checkboxes)
2. Click “Bulk Actions”
3. Select “Delete”
4. Confirm deletion

⚠️ Warning: Deletion is permanent and cannot be undone. Consider archiving instead (coming soon).

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Lead Tagging & Organization (Coming soon)

Add tags to leads:

1. Open lead details
2. Click “Add Tag”
3. Type tag name (e.g., “Hot Lead”, “Follow-up”, “VIP”)
4. Press Enter
5. Add multiple tags

Tag uses:

• Categorize leads
• Filter by tag
• Trigger automations (coming soon)
• Team workflows
• Segmentation

Tag management:

• Create custom tags
• Color-code tags (coming soon)
• Tag analytics (coming soon)

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Custom Fields (Coming soon)

Add custom data to leads:

1. Go to Settings > “Lead Fields”
2. Click “Add Custom Field”
3. Configure field:

• Name: Field label
• Type: Text, number, date, dropdown, etc.
• Required: Yes/no
• Show in AI: Let AI collect this data

1. Click “Save”

Custom field examples:

• Budget range
• Industry
• Company size
• Pain points
• Referral source
• Product interest

Using custom fields:

• AI can collect during conversation
• Appear in lead details
• Can filter by custom fields
• Export with leads
• Use in automations

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Lead Assignment (Team Feature, coning soon)

Assign leads to team members:

1. Open lead details
2. Click “Assigned To” dropdown
3. Select team member
4. Lead appears in their dashboard
5. They receive notification (if enabled)

Auto-assignment rules (coming soon):

• Round-robin distribution
• Based on funnel source
• Based on lead criteria
• By availability
• By expertise/territory

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Lead Deduplication

Prevent duplicate leads:

Funneler automatically detects duplicates based on:

• Email address
• Phone number

When duplicate detected:

• Option 1: Merge with existing lead (updates info)
• Option 2: Create new lead anyway
• Option 3: Skip and log as returning visitor

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Advanced Lead Scoring (Coming Soon)

Automatically score leads based on:

• Engagement level
• Information provided
• Budget indicators
• Urgency signals
• Qualification questions answered

Score ranges:

• 🔥 Hot (80-100): Contact immediately
• ⚡ Warm (50-79): High priority
• 📋 Cold (0-49): Low priority

Customize scoring:

• Set your own criteria
• Adjust point values
• Auto-assign based on score

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Integrating Leads with CRM

Export to popular CRMs:

Manual Export:

1. Export leads as CSV
2. Import to your CRM

Native Integrations (Coming Soon):

• HubSpot: Real-time sync
• Salesforce: Bi-directional sync
• Pipedrive: Auto-create deals
• Zoho: Contact sync

Zapier Integration:

• Connect to 5,000+ apps
• Trigger actions on new leads
• Custom workflows

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Troubleshooting Lead Management

Problem: Leads not appearing

Solutions:

1. ✅ Check filter settings (may be filtering out)
2. ✅ Verify funnel is collecting leads
3. ✅ Check qualification criteria isn’t too strict
4. ✅ Look in specific funnel (not “All Leads”)
5. ✅ Wait a few minutes for sync

Problem: Duplicate leads

Solutions:

1. ✅ Enable duplicate detection in settings
2. ✅ Manually merge duplicates
3. ✅ Check if using multiple funnels
4. ✅ Visitor may be using different contact methods

Problem: Missing contact information

Solutions:

1. ✅ Check if AI is asking for info
2. ✅ Review conversation transcript
3. ✅ Adjust AI instructions to collect required fields
4. ✅ Make fields required in form

Problem: Can’t export leads

Solutions:

1. ✅ Check browser allows downloads
2. ✅ Try different export format
3. ✅ Reduce number of leads (under 10,000)
4. ✅ Check permissions (may not have export access)

Problem: Lost lead data

Solutions:

1. ✅ Check archive/trash (coming soon)
2. ✅ Look in specific funnel view
3. ✅ Contact support for data recovery
4. ✅ Check team member didn’t delete

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