Leads

The Leads page is where every potential customer lands — whether they came from an ad, your website, a landing page, or you typed them in yourself. From here you qualify them, assign them to teammates, and promote the good ones into Opportunities.

Available to Admins and Members.

Three tabs: Grid, Kanban, and Chart

At the top left of the page, three tabs switch between views of the same leads:

Grid — a table with search, filters, configurable columns, and bulk actions.
Kanban — a board with one column per status (New, Contacted, Qualified, Lost). Drag a card to another column to change its status; the card saves as soon as you drop it. Click a card to open the lead drawer.
Chart — a bar chart that summarizes the leads matching your current filters (see The Chart tab).

Search and filters appear on the Grid and Chart tabs and apply to both; the columns button appears only on Grid. The Kanban board always shows all leads.

Everything sits in a single toolbar row: the view selector (a dropdown for switching between saved filter combinations — see Views), the three tabs, the magnifier search button and filter dropdowns, and on the right the New Lead button, the CSV menu, and the columns gear.

The Grid view

Each row shows the lead's name and email with an avatar, plus whichever columns you have turned on. Click anywhere on a row to open the lead drawer.

Columns

The Lead (name + email) column is always shown. The rest are toggleable:

AI Score — Hot/Warm/Cold priority with a conversion-probability percentage ("Analyzing…" until the AI has scored the lead).
Source — where the lead came from (Manual, Meta, Website, Copilot).
Status — the status chip; click it to change status right in the table.
Owner — the teammate the lead is assigned to, or "Unassigned".
Date Added — the day the lead was created.
Any custom fields you have defined for leads (marked "custom" in the picker).

To choose columns, click the gear button at the right end of the toolbar ("Configure columns") and tick the columns you want. Your selection is remembered per browser.

Change a lead's status from the table

Click the status chip on any row and pick New, Contacted, Qualified, or Lost. The table updates as soon as the change saves.

Lead stages

Every organization starts with four stages — New, Contacted, Qualified and Lost — but you can rename them and add your own, so the funnel reads in your team's words. "Site visit booked", "Quote sent" or "Waiting on documents" can all be stages of their own.

Each stage belongs to one of the four built-in types (New, Contacted, Qualified, Lost). The type is what everything else in the CRM reads: workflow conditions, drip campaign exit rules, the Meta reverse sync and the dashboard funnel all keep working exactly as before, whatever you call the stage. A stage of type Qualified counts as qualified everywhere.

Where: Settings → Lead Stages. Add a stage, rename it, give it a colour, or move it up and down to set the order it appears in on the board and in the status picker.

The four built-in stages cannot be deleted — automations depend on at least one stage of each type existing. When you delete a stage that still holds leads, you are asked which stage those leads should move to; they take that stage's type as their new status.

The Chart tab

The Chart tab turns the leads matching your current filters into a bar chart — it always aggregates exactly the set the Grid shows, and the caption confirms it ("42 leads in the current view").

Group the chart

Pick a dimension from the Group by dropdown:

By Status — one bar each for New, Contacted, Qualified, and Lost (always all four, even at zero), colored to match the status chips in the Grid.
By Source — one bar per source that occurs, largest first.
By Priority — Hot, Warm, and Cold, plus a "Not analyzed" bar if some leads have no AI priority yet.
By Owner — one bar per teammate that owns at least one lead, plus "Unassigned", largest first.

Hover over a bar to see its exact count and percentage. Below the chart, a legend lists every group with its color, count, and percentage of the current view. If nothing matches the filters, the tab shows "No leads match the current filters."

Export the chart data

Click Export CSV at the right of the chart toolbar to download the aggregated rows — one line per group with its count and percentage (not the individual leads; use the page-level CSV → Export CSV for that). The button is disabled when there is nothing to export.

Search and filter leads

The toolbar on the Grid and Chart tabs offers:

Search & conditions — the magnifier icon; opens a panel with the search box and field conditions (see below).
Status — New, Contacted, Qualified, Lost (multi-select).
Source — Manual, Meta Ads, Website, AI Copilot (multi-select).
Priority — Hot, Warm, Cold AI priority (multi-select).
Owner — any teammate, plus Unassigned to find leads nobody owns (multi-select).
Date Range — From/To dates, filtering by when the lead was created.

Each filter button shows a count badge while active; the magnifier's badge counts the search plus every active condition. Clear filters appears once anything is set and resets everything, including the search and conditions.

Search by name or email

Click the magnifier icon (Search & conditions) and type in the search box at the top of the panel. The list narrows as you type, matching the lead's name or email.

Filter by field conditions

Below the search box, the same panel holds Conditions (all must match) — rows of field + operator + value for anything the quick filters don't cover (for example City equals Hyderabad or AI Score at least 70).

Click Add condition.
Pick a field: Name, Email, Phone, Company, City, Source, Status, AI Score, or any custom field you have defined for leads.
Pick an operator. Text fields offer equals, does not equal, contains, does not contain, is set, and is empty; number fields (AI Score and number custom fields) offer equals, does not equal, greater than, at least, less than, at most, is set, and is empty.
Type a value. is set and is empty need no value, so the value box disappears for those.

Good to know:

All conditions must match — each row you add narrows the list further, on top of the search and the other filters.
A row does nothing until it has a value (except is set/is empty): a freshly added row leaves the list untouched and doesn't count toward the badge until you type something.
Text matching ignores capitalization.
You can add up to 20 conditions.
Clear all inside the panel resets the search and all conditions; the X on a row removes just that row.
Conditions are part of the filter state, so Save current view… keeps them along with everything else (see Views).

Views

The dropdown to the left of the Grid / Kanban / Chart tabs shows which view you are in and lets you switch. A view is a named filter combination — status, source, priority, owner, date range, field conditions, and even the search text.

Built-in views

All Leads — no filters; every lead in the organization.
My Leads — leads assigned to you.
Unassigned — leads nobody owns.

Save your own view

Set up the filters (and search, if you like) the way you want them.
Open the view dropdown and click Save current view….
Name the view (1-60 characters) and click Save view. Each of your views needs a unique name.

The new view appears under My views in the dropdown and becomes the active view. Saved views are private — your views are yours alone; teammates never see them. Saving, renaming, and deleting views requires lead-manage access; anyone who can see leads can use the built-in views.

The "modified" chip

If you change any filter after picking a view, an amber modified chip appears next to the view name. The view itself is untouched — you are just looking at a variation. To keep the variation, use Save current view… to save it under a new name; to go back, re-select the view from the dropdown.

There is no way to update a saved view's filters in place: save the changed combination as a new view and delete the old one.

Rename or delete a view

Hover over one of your views in the dropdown to reveal a pencil (rename) and a trash (delete) icon. Deleting the view you are currently in drops you back to All Leads. Built-in views cannot be renamed or deleted.

Your last view is remembered

The page reopens in whichever view you last selected. This is remembered per browser, so a different computer or a private window starts back at All Leads.

Assign leads to a teammate

There are two ways to set a lead's owner:

Bulk assign from the table

Tick the checkboxes on the leads you want (or the header checkbox to select all visible leads).
In the bar that appears, click Actions → Assign to User.
Pick a team member — or Unassigned to clear the owner — and click Assign.

The table refreshes immediately and the Owner column shows the new owner.

From the lead drawer

Open a lead and find the Owner row under Basic Information on the Information tab. Pick a teammate (or Unassigned) from the dropdown; the change saves straight away.

Known limitation: an owner changed from the drawer shows up in the table's Owner column only after you refresh the page. Bulk assign does not have this limitation — it refreshes the table immediately.

Bulk actions

Selecting one or more rows shows a bar with the selection count, a Clear selection button, and an Actions menu:

Update Status — apply one status (New, Contacted, Qualified, Lost) to every selected lead.
Assign to User — set or clear the owner for every selected lead (see above).
Delete Selected — permanently deletes the selected leads after a confirmation dialog. This cannot be undone.

Each action confirms with a brief "Successfully updated/deleted…" message and refreshes the table.

The lead drawer

Clicking a lead (row in Grid, card in Kanban) opens a drawer on the right with the lead's name, status, source, email, and phone in the header. For Qualified leads the header also offers Create Opportunity — or a link to the pipeline if an open opportunity already exists, so you never create duplicates.

The drawer has two tabs:

Information

Everything captured on the lead, shown only when filled in:

Basic Information — name, email(s), phone/mobile, source, status, the Owner dropdown, and lead score.
Professional Information — company, job title, website, LinkedIn.
Location — address, city/state/zip, country.
Tracking & Attribution — UTM parameters, referrer, landing page, IP address.
Tags & Notes — the lead's tags and free-form notes.

AI Insights

Customer Brief — a short, living summary of what this lead has told you and what you promised them, rebuilt from their emails, calls, meetings and notes. See Customer Brief.
AI Insight — the automatic analysis: Hot/Warm/Cold priority, sentiment, conversion probability, an AI summary, next best action, and a follow-up recommendation. New leads are analyzed automatically the first time you open them; Re-analyze runs it again on demand.
AI Tools — on-demand helpers: Score Lead, Follow-up Plan, Generate Email (with a copy button), and email templates.
Activity Timeline — the lead's history of events.

Customer Brief

The Customer Brief sits at the top of the lead drawer's AI Insights tab. It is the AI's running understanding of one lead, written only from what is actually recorded on that lead — the lead's own emails, what they said in calls and meetings, form messages, your notes, deals and status changes. Nothing in it is invented: if the records don't say, the brief says nothing. Emails you or your campaigns sent are used only to find the promises you made, never to guess what the lead thinks.

Admins and Members can build and refresh briefs; Viewers can read them.

What it shows

One-liner — who the lead is and what they want, in a sentence.
Chips — their decision role (Decision maker / Influencer), the channel and time they prefer, and the sentiment trend (improving, steady or declining) with a one-line reason under it. Chips only appear when the records support them.
Needs and Pain points — what they are trying to achieve and what is getting in the way, in their words.
Objections — concerns they raised, each tagged with where it came up (for example "email · Aug 3, 2026").
Commitments we made — promises your team made to the lead in emails, calls or notes, with any due hint. Use this to keep your word.
Open questions — questions the lead asked that nobody has answered yet.
Budget and Timeline — any budget or timing signals the lead gave.
Suggested next step (from the brief) — one grounded, specific action.
Footer — when the brief was last updated, what it is based on (for example "based on 4 emails, 1 call"), a confidence label (Low confidence when there are only one or two interactions), and a Refresh link.
Long lists show three items with a Show more link.

When it updates

The brief is rebuilt automatically after a real interaction — a call or meeting is logged or analysed, an email is sent by a person or received from the lead, a note is added, a status changes, a deal is created or moves stage. Campaign emails, form captures and lead imports do not trigger a rebuild on their own.
To keep AI usage sensible, automatic rebuilds happen at most once per lead every 30 minutes. In between, a Stale badge shows that new interactions have arrived since the last brief.
Each rebuild is one request to your organisation's Default AI Model (Settings → Organization → AI Configuration) and counts toward its AI usage; nothing is sent while a lead has no interactions.
Click Refresh brief in the section header to rebuild it right away. If nothing has changed since the last build, the drawer tells you it is already up to date.
Leads with no interactions yet show "The brief builds after the first email, call or meeting." The AI Insight card below still covers brand-new leads.

If something goes wrong

If the AI provider is busy or rate-limited, the drawer says so and the button counts down before you can try again; the previous brief stays visible and automatic rebuilds resume on their own.
If your organisation's AI provider is not configured, the refresh fails with "The AI provider is unavailable — check Settings → Organization → AI Configuration".
If the AI returns something unreadable, click Retry.

Ask Copilot

Copilot reads the same stored brief. Ask "What does Priya need?", "What did we promise Acme?" or "Any objections from Ravi?" — Copilot finds the lead by name, tells you how fresh the brief is, and answers from it without rebuilding. See Copilot.

Export and import CSV

Both live behind the single CSV button in the page toolbar:

CSV → Export CSV — downloads all your leads as a dated CSV file. The button shows "Exporting…" while the file is being prepared.
CSV → Import CSV… — opens a dialog to upload a CSV. Rows need at least a name; email, phone, source, status, company, location, UTM fields, tags, and notes are also supported. A Template download in the dialog gives you the exact format. The page refreshes after a successful import.

Add a lead manually

Click New Lead in the page toolbar to open the "Add New Lead" dialog and enter the lead's details yourself. Manually added leads show Source "Manual".

Where leads come from

Manual — the New Lead button or a CSV import.
Meta and Google lead ads — set up a Lead Chain under Settings → Lead Chains (requires settings access) to pull leads from Facebook/Instagram Lead Ads or Google Lead Form Ads automatically.
Website forms — embed a form on your own site that posts to VBRI Group's public lead-capture endpoint using the API key from the Integrations settings. These arrive with Source "Website".
Landing pages — form submissions on pages built in the Landing Pages module create leads automatically, with the page recorded under Tracking & Attribution.
AI Copilot — leads created through Copilot conversations show Source "AI Copilot".