CRM & Lead Management

CRM & Leads

Manage your sales pipeline and customer relationships directly from the dashboard.

Services

A lead can be tagged with more than one service (e.g. a prospect interested in both Venue Management and Equipment Management) — tick as many as apply when creating or editing a lead. Filtering, CSV import/export, campaign audience targeting, and conversion all account for every service a lead has, not just one.

Lead Status Pipeline

Leads move through a Kanban board with these statuses:

• New → Contacted → Qualified → Meeting Scheduled → Closed Won / Closed Lost

Drag and drop to update statuses. Status changes are logged in LeadStatusLog for auditing.

Import / Export

You can import leads via CSV. The system validates columns and normalizes phone numbers. Duplicates are skipped. You can also export your current leads to a CSV file.

Communications & Meetings

Log all interactions (emails, calls, WhatsApp) on a lead. Schedule meetings:

• Meetings sync automatically with Google Calendar if you have connected your account.
• Set duration and a reminder channel (WhatsApp/Email). Reminders are sent automatically 24 hours before the meeting.

Bulk Messaging & Campaigns

Create Email and/or WhatsApp Campaigns to send a message to a filtered audience of leads. Campaigns leverage the SendLeadBulkMessageJob queued job. Use Generate with AI on the campaign form for a first-draft subject/message from a short brief — review and edit it like any other draft before sending. A campaign can be sent immediately (Send Now) or approved and scheduled for a future date/time, in which case it sends automatically once that time arrives (no further action needed) — cancel the schedule to edit it again first.

AI-Suggested Replies

On a lead's page, click Suggest with AI above the communication compose box for a suggested reply based on that lead's recent conversation history — optionally add a short instruction (e.g. 'be brief', 'follow up on the quote'). The suggestion fills the message box for you to review and edit; nothing is sent or logged until you click Save.

Add Lead from Image

On the Capture New Lead page, upload a photo of a business card, contact form, or event poster under Add Lead from Image and click Extract Details — the AI reads the name, company, email, phone, and other visible details straight into the form below for you to review and edit before saving. It also looks at the image itself for event/service equipment actually shown — chairs, staging, lighting, and similar — and if it spots any, ticks Equipment Management under Services and pre-selects the matching Equipment Categories for you to review. It never overwrites a field you've already typed something into, and the photo itself is never stored — only the details you choose to save. Platform admin CRM only.

Lead Conversion

Convert a qualified lead into a Customer (Person). The conversion service checks for duplicates and notifies the user via WhatsApp. A lead tagged with multiple services is granted the role for each one. This only applies to the platform's own admin CRM — see below for a vendor's own leads.

Vendor Leads CRM & Sales Agents

If you're a vendor, you get your own private copy of this same CRM (Dashboard → Leads CRM) for your own customer leads — completely separate from the platform's leads, and vice versa. Everything above works the same way, with a few differences:

• Interested In, not Services — instead of platform feature categories, tag a lead with whichever of your own Merchandise Store products they're interested in.
• Email only — your CRM only communicates by email. There's no WhatsApp or phone-call logging, no WhatsApp bulk messaging, and no WhatsApp meeting reminders.
• Lead Conversion doesn't apply — a vendor's customer lead is never turned into a platform account.

From Dashboard → Team, invite a staff member with a Leads CRM permission (View, Manage, and/or Sales Report) to make them a Sales Agent. Your Sales Agents share one pool of your leads.

Commission is set per product, not per agent — from Dashboard → Merchandise → a product → Edit, set a Sales Agent Commission %. Whichever agent sells that product earns that same rate; a product with no rate set earns no commission.

Moving a lead to Closed Won asks for the deal's value and, optionally, which product it was sold as. If a Sales Agent closed it and the product has a commission rate, their commission (deal value × that product's rate) is calculated and locked in right then — changing the product's rate later never changes an already-closed deal. Check Sales Report to see every agent's and product's closed deals and commission (or just your own, if you're an agent without Manage access).

Marketing QR Code

Every active Sales Agent gets a QR Code download on Dashboard → Team — a print-ready image for flyers, business cards, or anywhere else you market offline. Scanning it takes a shopper straight to your store and remembers that agent on their device for 30 days. Any purchase they make from your store in that time — even with no login and without ever touching the Leads CRM — is credited to that agent, and earns commission per item the same way (the product's own Sales Agent Commission % — see the Merchandise Store article). Check the Sales Report's Direct Store Sales section for these.

The Sales Report's QR Code Performance section shows how well each agent's code is actually working: total scans, how many turned into a paid sale, how many didn't, and the conversion rate — per agent if you have Manage access, or just your own numbers if you only have Sales Report access.

Sales Targets & Incentives

From Dashboard → Leads CRM → Sales Targets (or the Set Target link next to a Sales Agent on Dashboard → Team), set a target for one of your Sales Agents: a Closed Won deal-value goal and a date range. Optionally switch on an Incentive — a fixed cash bonus, extra commission percentage points, or a custom reward described in your own words — shown to the agent alongside their target.

Progress is calculated the same way as the Sales Report: the agent's total Closed Won deal value within the target's date range. A target shows as In Progress, Achieved (once the total reaches the target), or Missed (past the end date without reaching it). Incentives aren't paid out automatically — hitting a target just surfaces the reward for you to action yourself, the same as commission. An agent with Sales Report or Manage access can see their own targets; only you (or a Manage-level agent) can create, edit, or remove them.