Working the leads inbox — Help

Every submission from your enquiry forms lands in one place: the Leads inbox. It works like an email inbox crossed with a sales pipeline. You triage what comes in, qualify the genuine enquiries, reply to them, and move the real ones on to a booking, all without anything falling through the cracks of a shared mailbox.

This article covers the pipeline tabs, reading a lead at a glance, the actions on each lead, filtering by form, and how spam is handled.

Where it is

Open Leads in the sidebar. It's near the top because it's where a venue's day often starts. When a new submission arrives, a red badge appears on the Leads link with the count of new leads waiting, so you can see there's something to work without opening the page.

The pipeline tabs

Leads move left to right through five tabs:

New. Untriaged submissions, fresh off the form. The count badge is red, because these are the ones asking for your attention.
Qualified. Genuine enquiries you've vetted but haven't booked yet. The badge is a softer green: on its way to becoming a booking.
Converted. Leads you've turned into an event. The badge is solid green.
Lost. Enquiries that didn't proceed. No badge (dead leads aren't worth a number), and you can reopen one if it comes back to life.
Spam. Junk. No badge, and it clears itself out over time.

Click a tab to see the leads in that state. The tab you're on stays in the address bar, so a refresh keeps you where you were.

Reading a lead at a glance

Each lead is a single compact row. The top line shows the person's name and email, with the time it came in. The second line carries quick badges for the event type, the event date, and the guest count when they gave them, followed by a one-line preview of their message and any custom-field answers. If you run more than one form, the form's name shows at the end of the row so you know where the enquiry came from.

If a lead has replied to you and you haven't read it yet, a red "new" badge sits next to their name until you open the thread.

Working a lead

The buttons on each row change with where the lead sits in the pipeline:

On a New lead: Qualify to move it to Qualified, Create event to convert it straight away, Quote to raise a quote for it, or the bin icon to move it to spam.
On a Qualified lead: Create event, Quote, Lost to mark it dead, or move it to spam.
On a Converted lead: View event to jump to the booking it became.
On a Lost lead: Reopen to move it back to Qualified.

Qualifying isn't compulsory. If an enquiry is obviously real and ready, you can go straight from New to Create event. Qualify is there for the ones you want to hold and work on first. Converting a lead is covered in Turning a lead into an event, and raising a quote is covered in Quotes and invoices.

Replying without leaving the inbox

Click anywhere on a lead's row to open its conversation thread, where you can reply by email from inside 1pm and see everything they've sent back. That's covered on its own in Replying to leads.

Filtering by form

When you run more than one enquiry form, a form filter appears at the top right of the inbox. Leave it on All forms to see everything, or pick a single form to focus on just its leads. The filter holds as you move between tabs, so you can work one campaign's pipeline end to end.

Live updates

The inbox refreshes on its own. If a lead emails you back while you're looking at the list, their row updates with the unread badge without a reload. If you happen to have a thread open at the time, a small "new reply" prompt appears instead of refreshing the whole list, so your place (and any half-written reply) is never lost.

Keeping spam out

Forms filter bots before they ever reach you, so most junk never appears. For anything that slips through, the bin icon on a New or Qualified lead moves it to the Spam tab, where it's deleted automatically after 30 days. You don't have to clear it yourself, though the Spam tab does have a button to delete everything in it at once if you'd rather wipe it now. Marking something spam only hides it from your working tabs; it never emails the sender.

Capturing enquiries with a form covers building and embedding the forms that feed this inbox.
Replying to leads covers the two-way email thread and reply templates.
Turning a lead into an event covers converting a lead into a booking and a contact.