How to manage leads and its follow ups?


1. Creating a Lead

When a potential customer makes an enquiry about a product or service, create a lead in the CADDAYN application.

Enter the required lead details, including:

  • Customer Name

  • Lead Name

  • Lead Owner

  • Branch

  • Category

  • Status

  • Priority

  • Source

  • Next Follow-Up

After entering the required information, save the lead.

2. Adding Lead Description and Documents

In the Description & Documents section, add detailed information related to the lead.

Include details such as:

  • Customer requirements

  • Enquiry details

  • Product or service information

  • Specific customer requests

  • Other relevant notes

You can also upload and maintain supporting documents related to the lead, such as:

  • Quotations

  • Product requirements

  • Enquiry documents

  • Customer-provided files

  • Other relevant supporting documents

This helps maintain all important lead information and documents in one place.

3. Conducting Lead Follow-Ups

Once the lead is created, follow up with the customer to understand their requirements and provide the necessary information.

After each follow-up, record the relevant details in the system, including:

  • Date of contact

  • Discussion details

  • Customer requirements

  • Customer responses

  • Information provided to the customer

  • Any additional points discussed

Regularly updating the follow-up information helps maintain an accurate history of the lead.

4. Conversations

Use the Conversations section to maintain the communication history with the customer.

Record important interactions such as:

  • Description

  • Upload documents

Maintaining the conversation history makes it easier to understand the complete communication with the customer.

5. Scheduling the Next Follow-Up

If the customer is not ready to make a decision immediately, schedule the Next Follow-Up for a suitable date.

On the scheduled date:

  1. Check the lead in the CADDAYN application.

  2. Contact the customer again.

  3. Discuss the current requirements or decision.

  4. Record the follow-up details.

  5. Update the conversation history.

  6. Schedule another follow-up if required.

Continue this process until the customer makes a final decision.

6. Updating the Lead Status

Once the customer makes a decision, update the lead status accordingly.

If the Customer Completes the Purchase

If the customer is interested and completes the purchase, update the lead status to reflect the successful conversion.

If the Customer Is Not Interested

If the customer decides not to proceed, update the lead status accordingly.

Keeping the lead status updated ensures that the current position of every lead is clearly visible.

Available status:

  • Lost — Opportunity is no longer active or was not converted.

  • Won — Opportunity was successfully converted or closed.

  • Follow-up — Requires another interaction or action at a later time.

  • Contacted — Initial contact has been made with the customer or lead.

7. Maintaining Lead History

The CADDAYN application helps maintain an organized record of each lead details, including:

  • lead name & code

  • Customer & code

  • Customer mobile

  • Customer E-mail

  • Status

  • Priority

  • Lead Owner

  • Associated branch

  • Brand

  • Source

  • Category

  • Description

  • Next follow up

  • Conversation

  • Updated date & time

  • Added date & time

This provides a complete view of the lead journey, from the initial enquiry through follow-ups to the customer's final decision.