One of the first things you’ll notice is that Leads and Customers are separated in the main navigation sidebar. This is intentional. It provides clearer visibility into who is still a prospect versus who is an active paying customer—and allows for different actions within each section.

Leads are commonly created from:

• Door-to-door efforts

• Meta or Google ads

• Website form submissions

• Other online platforms

Most businesses create contacts as leads first, then convert them into customers once they move forward.

Add or Import Leads

You can begin by navigating to the Leads tab in the left-hand sidebar. To get data into the system:

• Importing leads in bulk: Visit Settings → Import Data to upload a CSV or Excel file. See the Importing Data article and video .

• Manually adding a new lead: Click the “+ New Lead” button in the top right corner.

When the Add Lead window appears, you’ll notice:

• Lead Source: This auto-populates based on the first option in your Lead Source customization settings, but you can click the dropdown to change it.

• Lead Stages: Click the Stage dropdown to place them in the correct part of your funnel.

• Address Auto-population: If you are adding a lead while viewing the Map, clicking a property on the map will automatically pull that address into the lead fields.

Other details of the lead form include:

• Select the Service they’re interested in from your predefined list.

• Set a Projected Value (e.g., $500) in the currency field.

• Select a Follow-Up Date using the calendar picker.

• Set Priority by clicking the High, Medium, or Low buttons.

• Add Tags (type and press enter) and Internal Notes in the text box at the bottom.

Why Projected Value Matters

Projected value is commonly used to:

• Estimate potential contract value.

• Track total pipeline value.

• Calculate conversion metrics.

• Measure return on ad spend when integrated with Meta.

If you’re running ads, this number becomes especially useful for ROI tracking.

Using the Follow-Up Date

The follow-up date is one of the most powerful tools on the Leads page. You can:

• Set Automations to trigger a message to be sent to the lead on that specific date.

• Receive an internal Reminder notification to reach out manually.

• Ensure no lead slips through the cracks.

Inside a Lead Record

Once a lead is created, click the Lead’s Name from any view to open their full profile. On the left side, you’ll see their core contact info. Across the top, click through these tabs to manage the relationship:

• Conversation Tab: The default view. Click the text box at the bottom to type and send SMS or messages directly.

• Notes: Click + Add Note to record internal details for your team.

• Quotes: Click + New Quote to build a proposal.

• ⚠️ Jobs cannot be created for a lead until they are converted into a customer.

• Pipelines (Opportunities): Click here to see which sales pipeline this lead belongs to and move them through specific deal phases.

• Activity Log: A non-editable timeline showing exactly when messages were sent, tasks were completed, or status changes occurred.

• Attachments: Click the Upload button or drag and drop files to save photos, signed contracts, or site documents—just like in the mobile app.

Viewing Leads: List vs. Stage View

On the main Leads page, you’ll see three icons in the top left that change how leads are displayed.

List View (Horizontal Lines Icon)

List view is ideal for:

• Filtering data: Click the Filter button to narrow your list by Stage, Source, Assigned User, Tags, Priority, or Follow-Up Date.

• Performing bulk actions: Click the checkbox to the left of a lead's name. To select a group, click one checkbox, hold Shift, and click a lead further down the list.

• Exporting/Downloading: Once leads are selected, click the Download icon to export to CSV.

• Archiving: Select leads and click the Archive button to remove them from your active list.

Stage (Kanban) View (Three Vertical Columns Icon)

The Stage view gives you a visual overview of your pipeline. Each stage is customizable in your settings.

Important notes:

• Deleting a stage does NOT delete the leads; you must restore the stage to see those leads again in this view.

• Moving Leads: Simply click and drag a lead card from one column to another to update their stage.

• Visual Cues: Each card displays the projected value, source, and assigned user. Click the Message icon on the card for quick conversation access.

• Red Ring Indicator: If a follow-up date has passed without interaction, a red ring appears around the lead's avatar, signaling action is needed.

Best Practices for Managing and Deleting Stages

As your sales process evolves, you may find the need to reorganize your pipeline. However, because stages are the visual "containers" for your prospects, it is important to follow these best practices before deleting one:

• Clear the Stage First: Before deleting a stage, manually drag any active leads into a different column (such as "Closed," "Lost," or a new custom stage).

• The "Invisible Lead" Trap: ⚠️ Important: Deleting a stage does not delete the leads inside it. However, it does make them invisible in the Stage View. If you delete a stage that still contains leads, you will not be able to see those cards again until you restore that specific stage in your settings.

• Audit via List View: If you aren’t sure which leads are in a stage you plan to delete, switch to List View and filter by that specific Stage. From there, you can perform a Bulk Action to reassign them to a new stage or archive them all at once.

• Archive vs. Delete: If you no longer need a lead but want to keep the stage, use the Archive function. This keeps your Kanban board clean without risking the "disappearance" of lead records.

Archiving & Managing Leads

Archived leads can be:

• Restored: Find them in the Archived filter and click the restore icon.

• Permanently deleted: Managed individually or in bulk via the options menu. This helps keep your active pipeline clean without losing historical data.

Converting Leads to Customers

Once a lead moves forward:

• Click the Convert to Customer button within the lead profile.

• Create jobs and continue managing them in the Customers section.

• Remember: Leads cannot have jobs created until they’re converted.

Final Thoughts

The Leads page in Rotor gives you complete visibility into your sales pipeline—from first contact to closed deal. With customizable stages, follow-up tracking, projected value reporting, tagging, and automation options, you can confidently manage incoming prospects and ensure no opportunity is missed.

Whether your leads come from door-to-door efforts, ads, or online submissions, Rotor provides the structure to organize, communicate, and convert efficiently.

Tips for Using the Leads Page Effectively

• Use projected value consistently to accurately track pipeline revenue

• Always set a follow-up date to prevent leads from going cold

• Use tags to segment leads by campaign, season, or service type

• Customize lead stages to match your actual sales process

• Regularly review overdue follow-ups (red ring indicators)

• Use List View for bulk management and reporting

• Keep detailed interaction logs to improve team communication

Congratulations! Your team is now ready to confidently manage, track, and convert leads inside Rotor. With clear separation between leads and customers, customizable pipelines, and built-in follow-up tools, you can streamline your sales process and improve conversion rates.

Have additional questions? Our team is ready to help you succeed. Contact us through the chat or drop us an email at support@getrotor.com.