Leads: from first contact to conversion

Leads are the people who enter your sales pipeline, from a portal, an incoming phone call, or a walk-in. You register them, follow them through six pipeline statuses, and convert them either to a contact (with optionally a deal), or you mark them as lost.

When do you use this?

• An Idealista inquiry comes in, you register a buyer lead
• A seller offers their property, you create a seller lead including commission
• You view your “Qualified” leads and want to convert someone into a deal
• You import hundreds of buyer leads from a marketing campaign

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The leads overview

Click on Leads in the sidebar. You see a table with columns First name · Last name · Email · Phone · Status · Lead source.

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The leads overview. Top right is the purple Create lead button with a dropdown arrow.

At the top right you will find a split-button Create lead:

• Click the button → opens the side panel to create one new lead.
• Click the arrow → opens a menu with two options: Create lead (shortcut ⌘⇧K / Ctrl+Shift+K) and Import (for CSV import, see Importing leads).

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Creating a new lead

Open the side panel via Create lead or press ⌘⇧K (macOS) / Ctrl+Shift+K (Windows/Linux). Only ⌘K / Ctrl+K opens the global search.

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The Create lead panel with the Lead information section. Required fields are marked with a red asterisk.

1. Choose Lead type: this is the first required field. Two options:

   • Buyer: wants to buy or rent (later receives: size range, price range, location preferences)
   • Seller: wants to sell or rent out (later receives: commission, market price, property address to sell)

2. Optionally adjust the assignment fields (at the very top):

   Field	Default
   Assign to	The logged-in agent
   Salutation	Mrs. / Mr. (gender-based salutation)
   Language	English

3. Fill in personal details:

   Field	Requirement
   First name ★	Required
   Last name ★	Required
   Email ★	Valid email address
   Phone ★	International format, you choose the country code via the flag (default: 🇪🇸 +34)
   WhatsApp Number	Optional, separate from Phone

4. Fill in pipeline fields (all three required, defaults often work fine):

   Field	Default
   Lead source ★	By Person
   Lead stage ★	Hot
   Lead status ★	New

5. Notes (optional), free text about this lead, visible to all users with access.

6. Address information (all optional), the personal address of the lead: Street · City · State · Zip code · Country.

7. Fill in Property Details: see the tabs below for the difference between Buyer and Seller.

8. Timing (at the bottom, optional), Looking to (dropdown with options such as “Buy”, “Rent”) and Timeline (date picker, when does the lead want to take action).

9. Press ⌘S / Ctrl+S to save. The panel closes and the lead appears at the top of the overview.

Price becomes required as soon as you set to Qualified

Price range Min/Max is optional at New or Contacted, but required as soon as you set the status to Qualified or Converted. If you forget this, the system shows the fields in red.

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Buyer vs. Seller fields

Buyer Lead

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The Property Details + Timing section for a Buyer.

Field	Explanation
Type ★	Property type dropdown, required
Bedrooms	Dropdown 0+ to 10+
Bathrooms	Dropdown 0+ to 10+
Price range	Two inputs (min “to” max), required at Qualified
Location	Free-text field or area search

A Buyer does not have a Construction Size field in this panel (that is only for Seller).

Seller Lead

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Seller has extra fields: a Property Address toggle, Construction Size, and the commission block.

Field	Explanation
Source MLS ★	Additional required field for Seller, choose portal (Idealista, Kyero, …)
Property Address toggle	Turn on → reveals a second address set for the property being sold by the lead (separate from their personal address)
Type ★	Property type
Bedrooms / Bathrooms	Same as buyer
Construction Size (m²)	Single field, the seller knows their surface area
Price range	Min and max, same as buyer
Location	Same as buyer
Market Price	Estimated sale value
Commission	Your commission percentage
Way of selling	Dropdown, Exclusive / Not Exclusive / With Collaboration
Price of commission	Read-only, automatically calculated (Market Price × Commission %)

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The pipeline: six statuses

Status	When to choose
New	Default on creation. No contact yet.
Contacted	Contacted at least once (phone, email, WhatsApp).
Qualified	Assessed as a serious prospect, ready for conversion.
Unqualified	Does not meet your criteria (budget, intent, location).
Lost	Went to a competitor, interest gone, no longer reachable.
Converted	Moved on to contact + (optional) deal. Final status.

You change the status by clicking a step in the progress bar at the top of the lead detail page.

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The six-step progress bar is at the top of every lead detail page. Click directly on a step to change the status.

No strict order, except one

You can jump from New straight to Qualified, or to Lost at any time. But: Converted is only possible from Qualified: otherwise the system refuses with the message “Lead not qualified”.

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Stage: Hot, Neutral, Cold

Independent of the status. Indicates urgency:

Stage	When
Hot	Ready to decide quickly. Follow up within 24 hours.
Neutral	Interested, no rush. Periodic follow-up.
Cold	Long term or no longer responsive. On the nurture list.

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Converting a lead to a deal and contact

Qualified first, then Converted

Clicking Converted while the lead is not on Qualified? The system blocks it with “Lead not qualified”. First set the status to Qualified and fill in Price range Min/Max.

1. Make sure the status is Qualified and that Price range Min/Max are filled in.

2. Click the Converted step in the progress bar.

3. The conversion side panel appears with the header “New contact: [name]” and a checkbox Create deal from contact.

4. Decide whether you want to open a deal immediately:

   • Checkbox OFF + click Convert to contact → only the contact is created, no deal.
   • Checkbox ON → the panel reveals three extra fields for the deal: Closing date (pre-filled), Name ★ (auto-generated from the deal template) and Deal value (pre-filled based on Price range). The button changes to Submit.

5. Adjust the deal fields if needed and click Submit (⌘S / Ctrl+S). The system takes you to the new contact (and the new deal if you left that option checked).

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Checkbox OFF → only the contact is created, no deal. The button is called Convert to contact.

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Checkbox ON → three deal fields are pre-filled. You can still adjust them before you submit.

What happens automatically

• The record type changes from Lead to Contact
• The default role becomes Buyer
• Lead status → Converted (final status)
• (On deal creation) a new deal is created with the search criteria + agent carried over. The deal name follows the template from Settings → Deal Settings → Deal Name Template, by default: “Buy - Apartment - €230K - Diego Prueba Agosto”-style.

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Lead Sources: the full list

Source	When to choose
Cold Calling	You called proactively
Incoming Call	Lead called your office
Referral	Referred by a client or partner
Website	Via your own site
Social Media	Facebook, Instagram, LinkedIn
Email Campaign	Response to a newsletter
Incoming Mail	Letter or post
By Person	Met in person / walk-in
Portals	Real-estate portal (Idealista, Kyero, …)
Networking Events	Trade fair, event
Print Advertising	Newspaper, magazine, flyer
Collaborative Partners	Partner office
Outdoor Advertising	Billboard, outdoor advertising
Radio/TV Advertising	Audio or video advertising

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The detail page: brief overview

• Progress bar at the top, click to change the status
• Left sidebar: key data (Assigned agent · Created at · Email · Phone · Lead stage · Lead source)
• Action icons under the avatar: call, email, edit, calendar, create task, three dots (⋯) for deleting
• Tabs on the right: Activities (default) · Lead Info · Notes · Emails · Calls · Whatsapp · SMS · Tasks · Meetings · Attachments

No Deals tab on a lead

A deal belongs to a contact. Want to link a person to a deal? First convert to a contact (optionally with the deal checkbox on).

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Importing leads

Importing is reserved for admins. From the leads overview: click the arrow next to Create lead → choose Import.

1. Choose variant: Owners (sellers) or Leads (buyers).
2. Upload CSV with at least: First Name, Last Name, Email, Phone, Owner Email.
3. Mapping: link CSV columns to CRM fields.
4. Verify & Import: the system processes the rows and reports the result.

Source values are mapped automatically

“Walk-in” → By Person; “Facebook” → Social Media; “Phone call” → Incoming Call. Migrating from another CRM? Then you don’t have to normalize all source values first.

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Deleting leads

1. Open the lead.
2. Click the three dots (⋯) under the avatar.
3. Delete → soft-delete to the trash (recoverable).

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Common mistakes

“Lead not qualified” when clicking Converted

The status is still on Contacted or lower. First set it to Qualified.

Price fields suddenly red

You set the status to Qualified without filling in Price range Min/Max. Fill in both and save.

Duplicate lead warning

The email or phone already exists; look up the existing record and complete it, instead of creating a new record.

“Source MLS” requested on a Seller: can I leave it empty?

No, for a Seller lead Source MLS is required by default. Choose the portal or source platform the property originally came from.

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Next step

Deals & pipeline overviewConverted leads become deals. How they move through your sales phases.