Introduce a Lead Management Tab within the existing Client Management feature of Agency Handy. Leads will be managed using a Kanban Board View with defined stages: New, Contacted, Qualified, Working, Proposal Sent, Negotiation, and Client. Leads can seamlessly transition into clients via a "Convert" feature, maintaining continuity across the platform.
Goals
Business Goals
Enhance Agency Handy’s value by enabling comprehensive lead tracking and management. Simplify the lead-to-client journey for agencies, reducing operational complexity. Improve lead-to-client conversion rates by offering clear visibility and actionable insights. User Goals
Track leads visually through a Kanban-style pipeline using predefined stages. Easily transition leads to clients with a single click. Automate reminders and actions to streamline lead follow-up and engagement. User Stories
Lead Progression:
As a sales manager, I want to move leads through stages (New → Contacted → Qualified → Working → Proposal Sent → Negotiation → Client) to maintain a clear workflow. Quick Actions on Leads:
As an account executive, I want to email or schedule follow-ups directly from the Kanban board so that I can take immediate action. Conversion to Client:
As a team member, I want to convert a lead into a client easily, ensuring all lead information is preserved in the CRM. Lead Prioritization:
As a sales manager, I want to prioritize leads using tags, scores, or other filters so I can focus on high-value prospects. User Experience
Main Navigation
The current Clients Tab will split into two options: Clients: Retains all existing CRM functionalities. Leads: Introduces the Kanban Board for lead tracking. Client tab will rename into “CRM” Navigation will feature a toggle or side-by-side buttons for Clients and Leads, ensuring seamless switching between workflows. Under Lead, A button name “Create Lead” will be shown. This will contain all the information from client form. Alongside, some additional field (optional) Source (text): (example: facebook) (required)
Lead value (text): (Example: 20000$)
Website: (www.fb.com)
Agent assign: (Orvi) - From team member (Anyone)
Last contact: 4 days ago
Attachment
When user click on Convert Lead → Client, the card won’t be shown in the lead anymore instead it will be show in the client tab and user message will pop up that “Lead is move to client tab”
Lead Management Flow
Default Stages: New → Contacted → Qualified → Working → Proposal Sent → Negotiation → Client. firstname: at least one character Contact Info (click-to-call or email). Call, email, or schedule follow-up. cell/email fields should be editable Add notes or update stage. the notes will be string . and team members can be mentioned Drag-and-drop cards to progress leads through stages. Drag and drop the lead card under same stage "Convert to Client" Button: Clicking "Convert" moves the lead to the Clients Tab, retaining all associated notes, tasks, and history. email field is non editable (3-10-25) Search functionality for quick lookup.
Narrative
Agencies often struggle with keeping their sales processes organized, leading to missed opportunities and lost revenue. With the new Lead Management Tab, Agency Handy empowers agencies to track leads visually through a clearly defined pipeline: New → Contacted → Qualified → Working → Proposal Sent → Negotiation → Client.
Imagine an agency sales team logging into Agency Handy and seeing all leads organized in a drag-and-drop Kanban board. They can quickly follow up, add notes, or move leads forward in the pipeline. Once a deal closes, a single click converts the lead into a client, maintaining all relevant data in the Clients Tab.
This streamlined approach helps agencies stay organized, focus on high-priority leads, and close deals faster—making Agency Handy the ultimate tool for managing the entire client lifecycle.
A webhook will be created upon creating a Lead named as Lead.Created, Lead.Updated and Lead.Deleted
Things to consider while develop:
In backend, there should be a field convertedClient.
When user sent a manual proposal, user can select anyone from lead and client. When user make a manual order, it should be comes from only client an convertedClient should be true When an order has been made from catalog, the user will be Client and convertedClient should be true In an invoice, convertedClient should be true. Remember that, convertedClient can only be true only if the member in the client stage. For other status it should be strictly false A manual password option for agency need to introduce in the both client & lead form. If client change the password, Agency(Superadmin/admin) can reset the password from their end always. Agency can already change and resend email. An option needed to revoke the access from client. A radio button will do the job. Client Edit contains all the lead field also. If a client purchase from catalog using manual bank, he will be converted to client from lead once invoice status is set as done manually from agency Future Scope
When user click on email, a popup window will open can sent message from through app Custom field introduce for both client and leads Automated Features
Automated alerts for leads idle in a stage for more than X days. Example: If a lead stays in Contacted for 7+ days, prompt: "Follow up with [Lead Name]." Actions taken on leads (e.g., "Send Proposal") automatically generate tasks in the task manager. Reporting for Leads
Number of leads in each stage. Conversion rates between stages. Average time spent in each stage. Best-performing agents (leads converted to clients). Include graphs and charts to track lead progression and performance.
FAQ:
will the lead tab contain only the client that is created via ‘Create Lead’ button? - Did not understand The current Clients Tab will split into two options:
You can not call from a PC. Is the feature only for mobile screen? How will the email action work? Need details for the follow-up feature too. Add notes or update status.
Will the notes be shown anywhere in the UI? Is the status means stage? if it means stage do we need an action for changing it since we can just drag drop for changing stage? Clicking "Convert" moves the lead to the Clients Tab
Will the converted client also appear in the client stage? - no
can a user drag and drop from client stage? or the column should be disabled? - yes what data user can search from search bar? - name, email In backend, there should be a field convertedClient. Note from backend: we don’t need this. converted client will have ‘Client’ status- we need it as client stage does not mean he is client Do we need email editor and sender for client email? - will be similar to gmail compose - Future scope Do we need calling feature? - infuture, not at this moment Can a converted client status be updated? - No What error message client should get while login if login status remain inactive from agency? - “Account deactivated. Please contact with the agency owner!!”
Email edit, import, export, note will come in next version
vai, need error messages for the followings: when client creation is failed due to same email (both multi and single create) Cannot create a client with a team member email. when lead creation is failed due to same email (both multi and single create) Cannot create a lead with a client or team member email. lead can have client status with isConvertedClient :false Issues:
Sent invitation link should be fixed in footer (Remove from create lead page) (dev done) (done) Should have a phone number field of Lead (Enh) (dev done) Client shouldn’t show as a agent of Lead Creation Form (dev done) Last Interaction date field shouldn’t take future date (dev done) (Done) Shouldn’t show Send Invitation Email Field in Create Lead. (UX Mistake) (dev done) (done) Footer should be fixed (V2) (Enh) ( dev done ) Horizontal Scroll should be fixed in bottom line: (dev done) (done) Issue in Board view of lead (Showing a copy) Shouldn’t allow user to choose future date in filter of last interaction date (dev done) (done) Curser should be change to pointer while clicking on the card of board view (dev done) (done) Should have more height in the header of form: (dev done) (done) Shouldn’t show save and cancel button in edit field of Lead. Should act like task name field of agency. ( dev done ) (done) Modal size should be fixed for attachment and activity log: ( dev done ) (done) Field is going to edit mode once click on link: ( dev done ) (done) BE: User is not getting manual password (Done) Should handle using Million and Billion: (Invalid as it required numeric field) Shouldn’t show existing attachment here: ( dev done ) (Done) Icon color should change: ( dev done ) (Done) Should have a password field in create and edit client (dev done) (done) Should have a password field in create client ( dev done ) (done) Should a Sent Invitation Email Checkbox in ‘Convert to client’ according to figma: ( dev done ) (request revisit) Alignment breaks upon adding large link: ( dev done ) (request revisit) ( dev done ) BE: After converting lead to client, showing system generated password. Should show that password which is setted by agency: ( dev done ) Should show password here in a hidden format(Dot format): ( dev done ) (Request Revisit) (Need to check from QA) In create lead, invite button should rename as create (Done) BE: Agency shouldn’t be create Lead with an existing client email (Request Revisit) (PM) (dev done) Should have a new column named as Password in import client (invalid according to shawon vai) Rename it: ( dev done ) (done) Shouldn’t have this extra space: ( dev done ) (done) Remove this line: ( dev done ) (request revisit) (Done) BE: Agency shouldn’t be allow to create manual order and ticket with lead (dev done) BE: If a lead purchases a service, he will be converted to client from lead to client automatically and should get a system generated password Client password shouldn’t be mandatory field in edit client ( working ) ( dev done ) (Request Revisit) ( dev done ) Last login column is missing in client table (dev done) Done BE: Showing wrong error message if a client is set a inactive: . Ask PM for correct error message (Done) Newly created lead should show at the top of the list (Request Revisit) (13/12/24) Phone number is not showing in Lead Details Modal: (dev done) Done Previously uploaded attachment doesn’t stay if user uploads a new one. (dev done) (done) Email and password fields of create client are already filled with email and password of super admin: && (Issue occurs only in edge and password should save here) While shifting a card from one state to another state (for every state), a toast message appears containing, "Client is created successfully." Is it a bug? (dev done) (Request Revisit) Forgotten password shouldn’t work if a client is set as inactive from agency side If a client status is set to inactive, then logged in client should logout automatically Please hide lead name name client name field of create order, create ticket and create invoice ( dev done ) Change error message: ( dev done ) Active toogle button is not visible ( dev done ) Actual design: , Expected: To have more height ( dev done ) User should be allow to keep fields empty from modal BE: Change error message of client logged in if client is make inactive from agency BE: Also should show same error message if client click on forgot password > Enter email > Sent shouldn't show client here: Shouldn't show this extra space in footer: Horizontal Scroll comes in edge browser in lead management board 55. BE: Client ID is duplicating after converting lead to client: 56. Newly added client or Lead should show at the top of the list ( dev done ) 57. BE: Failed to update email of Lead 58. BE: Category is not updating in real time after update, Not getting updated category in update api response 59. Placeholder should be select category instead of select label ( dev done ) 60. Status should show in dropdown with icon ( dev done ) 61. There should have a option to remove last interaction date (Enh) 62. Upon clicking on CRM it should expand ( dev done )
QA Request for V2
Should have a attachment preview Source should have a char limit and should have a way to handle large source text in cart A webhook will be created upon creating a Lead named as Lead.Created, Lead.Updated and Lead.Deleted. Need activity log for updating data of Lead Management Email option on click check Figma. UX
State for multiple row covering design (UI will be provided) State for multiple row covering design (UI will be provided) Space in modal for activity is too much Activity’s Text size seem different
AgencyHandy
V1 Lead Management
