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Lead Types

Lead types in SendSquared allow you to categorize different kinds of business opportunities for tracking, filtering, and reporting. This guide explains how to set up and manage lead types effectively.

Understanding Lead Types​

Lead types represent distinct business opportunity categories that your organization pursues. They allow you to:

  • Track different types of business opportunities separately
  • Apply specific statuses and workflows to each type
  • Generate targeted reports on performance by opportunity type
  • Filter and search leads based on their type

Common examples of lead types include "Guest Reservations," "Owner Prospects," "Vendor Partnerships," or "Maintenance Requests."

Accessing Lead Type Settings​

To manage your lead types:

  1. Click on the profile icon in the upper right corner
  2. Select Global Settings from the dropdown menu
  3. Navigate to Lead Settings
  4. Select the Lead Types tab

Creating a New Lead Type​

To add a new lead type:

  1. Click the Add Lead Type button

  2. Fill out the following fields:

    • Name: A descriptive name for the lead type (e.g., "Owner Prospects")
    • Category: Select the lead category this type belongs to
    • Description: (Optional) Provide context for how this lead type is used
    • Color: Choose a color for visual identification in the pipeline

  3. Click Save to create the lead type

Configuring Lead Type Settings​

Each lead type can have specific settings that determine how it functions:

Default Values​

You can set default values for various fields when this lead type is selected:

  • Default lead status
  • Default assignment
  • Default follow-up period
  • Default priority level

Required Fields​

You can specify which fields are required for this lead type:

  • Contact information
  • Value fields
  • Custom fields
  • Follow-up settings

Custom Fields​

You can create custom fields specific to this lead type:

  1. Click Add Custom Field
  2. Select the field type (text, number, date, dropdown, etc.)
  3. Name the field
  4. Set any default values
  5. Specify if the field is required

Managing Existing Lead Types​

From the Lead Types screen, you can:

Edit a Lead Type​

  1. Find the lead type you want to modify
  2. Click the Edit (pencil) icon
  3. Update the settings as needed
  4. Click Save to apply your changes

Deactivate a Lead Type​

If you no longer need a lead type but don't want to delete it:

  1. Find the lead type you want to deactivate
  2. Toggle the Active switch to Off
  3. Confirm the deactivation when prompted

Deactivated lead types:

  • Won't appear in dropdown menus for new leads
  • Will still be visible in reports and on existing leads
  • Can be reactivated at any time

Delete a Lead Type​

To permanently remove a lead type:

  1. Find the lead type you want to remove
  2. Click the Delete (trash) icon
  3. Confirm the deletion when prompted
caution

Deleting a lead type that has existing leads will place those leads in an "Uncategorized" state. Consider deactivating instead of deleting if you have existing leads of this type.

Lead Type Workflows​

Each lead type can have its own unique workflow:

Associating Statuses with a Lead Type​

  1. Navigate to Lead Statuses in Lead Settings
  2. When creating or editing a status, select which lead types it applies to
  3. Arrange the order of statuses for each lead type to create a logical workflow

This allows you to have different status sequences for different types of leads. For example:

  • A "Guest Reservation" might flow through: Inquiry → Quote Sent → Reserved → Stay Complete
  • An "Owner Prospect" might flow through: Initial Contact → Site Visit → Contract Negotiation → Signed

Best Practices for Lead Types​

Tailor to Your Business Model​

  • Create lead types that reflect your specific business operations
  • Consider the different customer journeys in your business

Keep Naming Clear and Consistent​

  • Use concise, descriptive names
  • Follow a consistent naming convention
  • Avoid acronyms that might confuse new users

Limit the Number of Types​

  • Start with only the essential lead types (3-7 typically)
  • Add more types only when clearly needed
  • Too many types can complicate reporting and confuse users

Review and Refine​

  • Periodically review the effectiveness of your lead types
  • Adjust based on user feedback and reporting needs
  • Archive outdated lead types rather than deleting them

Example Lead Type Structure​

Here's an example lead type structure for a property management company:

Lead TypeCategoryDescriptionTypical Workflow
Guest ReservationsGuest ServicesInquiries about booking a stayInquiry → Quote → Booked → Checked-In → Completed
Owner ProspectsProperty AcquisitionPotential property owners interested in your management servicesLead In → Assessment → Proposal → Negotiation → Contract
Maintenance VendorsVendor ManagementService providers for property maintenanceScreening → Selection → Contracted → Active → Review
Local PartnershipsMarketing PartnershipsLocal businesses for cross-promotionInitial Contact → Meeting → Partnership Proposal → Agreement

Using Lead Types in Day-to-Day Operations​

Creating New Leads​

When creating a new lead:

  1. Select the appropriate lead type from the dropdown
  2. Notice how available statuses and fields change based on the type
  3. Required fields will be marked for completion

Filtering in Pipeline View​

In the pipeline view:

  1. Use the lead type filter to focus on specific opportunity types
  2. Switch between lead types to manage different aspects of your business
  3. Save filtered views for quick access to common searches

Reporting by Lead Type​

In the reports section:

  1. Generate reports filtered by lead type
  2. Compare performance across different lead types
  3. Analyze conversion rates, cycle times, and value by lead type

Next Steps​

After setting up your lead types, proceed to: