Optni AIHelp guides

Leads, contacts and insights

Leads: stages, sources, owners and value

Every first call or text from an unknown number becomes a lead in New. So does every website form and anyone you add yourself. Ava and Max keep talking to leads whatever their stage — the pipeline is for your team.

Who can do this: Everyone. Staff see leads at their own locations.

Steps

  1. Step 1: Select Leads in the sidebar.

    The number on Leads is how many are new.

    The Leads page with stage tabs, filters and a table of leads.

  2. Step 2: Use the stage tabs to see each step of the pipeline.

    The counts are exact. Your industry sets the stages — for example New, Contacted, Booked, Won and Lost.

    The stage tabs with counts ringed.

  3. Step 3: Search by name or phone, or filter by source and owner.

    The search box and the source and owner filters ringed.

  4. Step 4: Change a lead's stage with the menu on its row.

    It moves to the new tab right away.

    A row's stage menu open, listing the pipeline stages.

  5. Step 5: Select a lead to open it.

    You see their stage, owner, expected value, source, notes and a timeline of every call, text and booking.

    A lead's page with the lead panel and timeline.

  6. Step 6: Pick an owner and type the expected value.

    The value saves when you leave the box. Use it to see what your pipeline is worth.

    The Owner menu and Expected value field ringed.

  7. Step 7: Write notes and select Save notes.

    When a lead is Lost, a Lost reason box appears too.

    The Notes box with the Save notes button ringed.

Sources

  • Phone call / Text — their first call or text to your number.
  • Website form / Demo request — sent by your website (see Website lead form).
  • Added by staff — someone on your team added them.
  • Import — brought in from another system.

Good to know

  • One lead per phone number. Adding the same number again opens the existing lead.
  • Owners and admins can get a push alert for each new lead.
  • Test calls never create leads.