Leads

Leads are the core of your CRM. Each lead represents a potential client flowing through your pipeline. You can browse leads by status, view detailed profiles, take notes, and track all activity in one place.

Pipeline Status Pages

Click any pipeline stage in the CRM sidebar (New, Potential, Bad Timing, Client, or Unqualified) to see a paginated table of leads in that status.

Each table row shows the lead's name, email, phone number, language, and purchase date. Click any row to open the lead's detail page.

Searching Leads

Click the Search button in the toolbar to open the command palette with your leads already selected. Type a name, email, or phone number to find any lead across all statuses. Each result includes its assignee's avatar and organization profile name, or an assignment count for a co-owned lead, which makes agency-wide results easier to distinguish. You can also press ⌘K (Ctrl K on Windows and Linux) from anywhere in the dashboard and type @leads. See Search & commands.

Filtering by Team Member

Use the Member Filter dropdown in the toolbar to show only leads where the selected team member is one of the assignees. Helpful for managers reviewing individual agent pipelines, including co-owned leads.

Adding Leads

Click the Add Lead button in the toolbar to manually create a new lead. For bulk imports, see Import Leads.

All Statuses

All statuses (under Leads in the sidebar) shows your whole pipeline in one place. A List | Board switcher in the toolbar flips between two views of the same leads, and the page always reopens exactly how you left it: view, filters, sorting, and the board you had open are saved per user.

Both views share a page-level filter layer in the toolbar:

• Saved views - pick or build a Smart View that works across every status. It can filter on deal fields such as Has open deal and Deal stage.
• Tags - the same tag filter as the per-status pages.

List view

The default view is the familiar lead table, with a Status column so mixed statuses stay readable, plus a status filter to narrow the table to any combination of pipeline statuses. Search, Add Lead, the member filter, and column sorting all work exactly like the per-status pages.

Board view

The board is a customizable kanban of your pipeline. It starts with one column per pipeline status, each showing your own leads, and every part of it is yours to reshape. Any Smart View or tag filter you set in the page toolbar applies on top of every column, so you can, say, filter the whole board to one market while each column keeps its own setup.

Each card shows the lead, their contact details, and, when the lead has an open deal, a separate deal section with the deal's title, stage, and amount. A lead with several open deals shows a "+1 more" marker.

Columns

Use the ... menu on any column to edit, move, or remove it, and Add column to create new ones. The Backed by choice decides what a column collects:

• Status - the column shows leads in one pipeline status, or pick Any status to mix them (each card then shows its own status).
• Tag - the column shows every lead carrying a tag you pick (admins can also create one on the spot). This is how you build a personal pipeline in your own words: put any lead in the column by tagging it, whatever its status. Tags are visible across your organization, so a teammate opening a lead can always see which of your stages it sits in.
• Nothing - the column is defined purely by the filters below.

Two more settings stack on top of whichever backing you choose:

• Saved view - attach a Smart View to filter the column, or build a new one in place. This stacks with the page-level Smart View, so both apply together.
• Assignees - limit the column to specific team members, or show everyone's leads.

If a column's tag is later deleted or archived, the column flags it and asks you to pick a new tag. Nothing else on the board is affected.

Adding leads to a column

Columns backed by a single status or a tag have a + button in the header. Search by name, email, or phone number, and picking a lead applies the column's backing: it moves the lead to that status, or adds that tag.

Moving cards

Cards drag between columns of the same kind:

• Status to status - the drop moves the lead to the target column's pipeline status, exactly as if you changed it on the lead detail page. Status history and any connected integrations react as they would to a normal status change.
• Tag to tag - the drop retags the lead: the target column's tag is added, and tags backing this board's other columns are removed. The lead's pipeline status never changes, and no deal is created, moved, or closed.

Other drops are blocked, and the board explains why instead of silently doing nothing:

• Between a status column and a tag column - the two kinds don't translate. Dropping into a tag column can't remove a status, and dropping into a status column can't decide which tag should go away.
• Into or out of a column backed by Nothing or Any status - such a column is defined by a filter, so there is nothing a card could be moved into. Deal-based columns work this way too, which is why a board move can never create, move, or close a deal.

If the target column also carries a Smart View or an assignee filter, the drop still applies its status or tag. A card that doesn't match those extra filters then leaves the column on the next refresh rather than being forced in.

Boards

You can keep up to 6 boards, each with its own name, icon, and columns. The board strip sits beside the List | Board switcher:

• Click a board to switch to it. The page remembers which board you had open.
• Click + to create a board. New boards start from the default status columns.
• Right-click any board (or open the arrow menu on the active one) to Rename, Change icon, Duplicate, or Close it.
• Closing the last board resets the page to the default All statuses board.

Boards are personal: your boards and column setups are yours alone, and nobody else's view changes when you rearrange them.

Customizing the Leads Sidebar

The links under Leads in the sidebar are yours to arrange, right in place:

• The outlined Add control at the end of the Leads section adds a pipeline status, All statuses, a Smart View, or a board. New links appear at the bottom; the sidebar holds up to 12.
• To remove a link, hover over it, click the small x that appears at its right edge, and confirm.

Status links keep their live lead-count badges. Smart View and board links open the All statuses page with that view or board already applied. Your setup is personal, so it never changes a teammate's sidebar, and removing a status link never hides any leads: the status page stays reachable from All statuses and from search, and the command palette (⌘K) always mirrors the links you've chosen.

Lead Detail Page

Click any lead to open their detail page. This is where you manage everything about that lead.

Contact Information

The About panel on the left is the lead's contact card. It starts with their name and status, followed by:

• Email: Click the copy button to copy it to your clipboard
• Phone: Click the copy button to copy it
• Language: Displayed with a country flag
• Source: Where the lead came from, a Meta ad, a Google ad, your website, a CSV import, an integration, or added manually
• Lead group: Which lead plan this lead came from

Admins and anyone assigned to the lead can edit the name, email, and phone number by clicking the pencil icon next to each field. The Note, Task, Email, and Call buttons sit above the activity feed, and the menu at the end of that row holds the contact QR code, merge, and delete.

Status

The current pipeline status is shown as a badge in the Status row of the About panel. Click it to move the lead to a different stage: New, Potential, Bad Timing, Client, or Unqualified.

Assignees

A lead can be assigned to one or more team members. Open the Assigned to dropdown in the sidebar and tick each member who should work the lead. Co-ownership is supported, so two agents can share viewings and paperwork on the same lead. Untick a member to remove them, or use Clear all to unassign everyone. Non-admins see leads where they are one of the assignees, plus every lead with the Collaborator type.

Collaborator leads are shared with your whole organization. They usually represent other agencies, lawyers, or notaries rather than buyers or sellers, so everyone on your team works from the same record instead of each member keeping their own copy. Any team member can open, update, and log activity on a Collaborator lead, whoever it is assigned to.

Notes

The Notes section lets you keep track of conversations and observations.

• Add a note: Click Note above the activity feed, type your note, and click Save. Press the X button to cancel.
• Edit a note: Click the pencil icon on any note to edit it inline, then save.
• Delete a note: Click the trash icon to remove a note.
• Pin a note: Click the pin icon to keep a note at the top of the activity feed. Pinned notes gather under a Pinned heading, so a client's key requirements stay visible instead of sinking as new activity is logged. Edit a pinned note in place to keep it current, and click Unpin to send it back to its place in the timeline.

Tasks

The Tasks section shows tasks specific to this lead. You can create new tasks, toggle completion, and edit task titles right from this page. See Tasks for more details.

Connected brochures

The Brochures section in the left sidebar lists interactive property brochures connected to this lead, including expired and revoked brochures that remain useful as historical context. Select a row to open the existing Brochures page with that brochure's edit panel. Browser Back returns you to the lead.

Connections are managed from the brochure create dialog or its Recipient card. They do not expose CRM details to public brochure visitors. Members see only connected brochures they created and are still allowed to open; organization admins see all connected brochures in the organization.

Documents

The Documents section in the left sidebar lists documents from your organization's library that are attached to this lead. Each row shows the document's type, its title, and a link that opens it in the library.

Use Attach a document to search your library and pin one to the lead. Attaching and detaching both take effect immediately and are safe to repeat: attaching the same document twice keeps the original attachment rather than creating a duplicate.

Attaching is not sharing. You only ever see documents you are allowed to open, so a colleague's private document attached to a lead you share stays invisible to you, and attaching a document to a lead never gives anyone access they did not already have. Organization admins see every attachment in the organization.

You can attach the same document to a property listing from the listing's detail page, where the card works exactly the same way. See Documents for the library itself, visibility, and share links.

Sending an email

Open New email on the lead detail page to write to the lead without leaving the record. The composer fills in the To and From addresses for you, appends your signature, and files the sent message in the lead's timeline. Draft with Fondaro AI opens Ask beside the composer so it can write a first version for you to edit.

Adding a document

Insert document beside the draft actions opens your organization's document library, searchable, with two ways to include a document.

Link puts a share link into the body wherever your cursor is. If the document already has a share link, it is inserted right away. If it does not, you are asked to confirm first: creating the link makes the document readable by anyone who has the address, and if you revoke that link later, links you have already sent stop working. Nothing is published without that confirmation.

Links are usually the better choice. They keep the email small enough to reach any inbox, they keep working as you update the document, and you keep the ability to switch them off.

Attach file sends the file itself. This is for documents you would rather not publish. It is limited to PDFs, up to three files and 10 MB in total, and the picker shows how much of that budget you have used. Markdown documents stay listed but cannot be attached, so insert those as a link.

Attached files appear as chips above the body while you write. Remove one with the X on its chip. Once the email is sent, the same chips appear on the email in the lead's timeline, so you can see what went out.

You only ever see documents you are allowed to open, so attaching or linking one never gives anyone access they did not already have. See Documents for how the library attaches to a lead.

Timeline

The Timeline tab shows a chronological view of all activity on the lead, including:

• Notes you've added
• Tasks created and completed
• Calls made (with duration, recording playback, and AI analysis)
• Emails sent and received. The timeline shows a short preview; opening an email loads its full body and signature on demand. Documents you attached to a sent email appear as chips under its body. Older emails outside the newest thread window are loaded individually, and a failed load can be retried on that email without affecting other open entries.
• Documents attached to the lead, naming who attached each one and linking straight to it.

Entries are sorted with the most recent at the top, with relative timestamps like "2h ago" or "3d ago". The oldest entry is always a Received from ... card showing where and when the lead arrived (for example "Received from Meta ad") together with its lead group.

Pinned notes are lifted out of this chronological list and shown in a Pinned area at the very top, so they always stay in view. Unpin a note to drop it back into its chronological place.

Call History

In the timeline, call entries display:

• Call duration
• An audio player for recorded calls
• A Transcribe button to generate an AI transcription
• Call analysis with sentiment, interest level, key topics, objections, next steps, and coaching tips (once transcribed)

Ask Fondaro

Open Ask from the dashboard sidebar and name the lead in your request. Email-draft actions in the timeline can also open it with the lead already included in the prompt. See Ask Fondaro for what you can do.