On the Settings > General > Leads page, you can configure the numbering of leads, the default lead type, and the automatic creation of leads for each received or missed incoming call.
Be sure to click Save to apply the selected settings.
Lead Numbering Template
Go to Settings > General page. Next, scroll down to find the Leads section and complete the setup for a numbering template in the relevant field.
Fill in the field of a Lead numbering template using symbols, along with the following available variable values:
{C} — represents the Lead counter;
{D} — the current day;
{M} — month;
{Y} — year.
The {C} variable values can be configured.
E.g., {C:3} means the work order counter consists of 3 digits and fills the missing ones with 0: 001, 002, 003, etc.
The same thing can be done to set up a numbering counter of your Leads. Simply click on the example lead number and fill in the counter field with the needed value.
Default Type of Lead
In this field, you can set the default type of lead.
If you select a specific lead type, it will be set when creating a lead.
If you select "Remember the last one," the chosen lead type previously will be set when creating a new lead.
If you pick "Not specified," you must select the lead type before creating it.
Creating a Lead for Every Incoming Call Automatically
Note: for this feature to work correctly, you must connect and configure one of the VoIP services on the Settings > Integrations page.
1. Check the Automatically create lead for an answered incoming call checkbox.
2. You can select a specific type for such leads and immediately assign a Manager if necessary. You can also set up notifications so employees process leads on time.
3. Set up rules for creating leads.
Create a lead even if a client has an open work order. Enable this checkbox if you want an automatic lead to be created, even if the client has an open work order. Otherwise, the lead will not be created as long as the client has open work orders. The client is searched by phone number.
Create a lead even if a client has an open lead. Enable this checkbox if you want an automatic lead to be created even if the client has an open lead. Otherwise, the lead will not be created as long as the client has open leads. The client search is performed by phone number.
Please note that if you have both settings checked and the client has an open work order and an open lead at the time of the incoming call, one automatic lead will be created.
Creating a Lead for Each Missed Call Automatically
Note: for this feature to work correctly, you must connect and configure one of the VoIP services on the Settings > Integrations page.
1. Check the Automatically create lead for a missed call checkbox.
2. You can select a specific type for such leads and immediately assign a Manager if necessary. You can also set up notifications so employees process leads on time.
3. Set up rules for creating leads.
Create a lead even if a client has an open work order. Enable this checkbox if you want an automatic lead to be created, even if the client has an open work order. Otherwise, the lead will not be created as long as the client has open work orders. The client is searched by phone number.
Create a lead even if a client has an open lead. Enable this checkbox if you want an automatic lead to be created even if the client has an open lead. Otherwise, the lead will not be created as long as the client has open leads. The client search is performed by phone number.
Please note that if you have both settings checked and the client has an open work order and an open lead at the time of the missed call, one automatic lead will be created.
Important: when you receive a call from an unknown customer who is not in the database, a new lead is automatically created. If you don't link a new or existing customer to this phone number, the system creates a new lead without information about previous conversations for each subsequent call.
To avoid this, first create or link a customer to an existing lead. Then, the next calls will be automatically linked to an existing contact in the database, and the widget will show the entire history of interactions.
Leads that were created automatically from an incoming or missed call will be filled in as follows:
Lead type and Manager specified in the settings.
Name (if the client is already in your database) and phone number of the client. If the client is not in your database, "Unknown client" will be indicated instead of the name.
In the "Comment" field, you’ll see "Missed" for leads created from a missed call.
Please note that automatic leads are created both from existing and unknown clients.