--- title: "Managing contacts & leads" description: "### 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…" url: "https://funneler.ai/guide/managing-contacts-leads/" updated: "2025-12-18" category: "Contacts & Leads" --- # 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 --- ### 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 --- ### 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 --- ### 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 --- ### 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"** --- ### 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 --- ### 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 --- ### 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). --- ### 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) --- ### 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 --- ### 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 --- ### 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 --- ### Advanced Lead Scoring (Coming Soon) Automatically score leads based on: - Engagement level - Information provided - Budget indicators - Urgency signals - Qualification questions answered **Score ranges:** - πŸ”₯ Hot (80-100): Contact immediately - ⚑ Warm (50-79): High priority - πŸ“‹ Cold (0-49): Low priority **Customize scoring:** - Set your own criteria - Adjust point values - Auto-assign based on score --- ### 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 --- ### Troubleshooting Lead Management **Problem: Leads not appearing** **Solutions:** 1. βœ… Check filter settings (may be filtering out) 2. βœ… Verify funnel is collecting leads 3. βœ… Check qualification criteria isn't too strict 4. βœ… Look in specific funnel (not "All Leads") 5. βœ… Wait a few minutes for sync **Problem: Duplicate leads** **Solutions:** 1. βœ… Enable duplicate detection in settings 2. βœ… Manually merge duplicates 3. βœ… Check if using multiple funnels 4. βœ… Visitor may be using different contact methods **Problem: Missing contact information** **Solutions:** 1. βœ… Check if AI is asking for info 2. βœ… Review conversation transcript 3. βœ… Adjust AI instructions to collect required fields 4. βœ… Make fields required in form **Problem: Can't export leads** **Solutions:** 1. βœ… Check browser allows downloads 2. βœ… Try different export format 3. βœ… Reduce number of leads (under 10,000) 4. βœ… Check permissions (may not have export access) **Problem: Lost lead data** **Solutions:** 1. βœ… Check archive/trash (coming soon) 2. βœ… Look in specific funnel view 3. βœ… Contact support for data recovery 4. βœ… Check team member didn't delete ---