This guide will walk you through how to create and manage leads in OnboardMe, from adding a new client as a lead to tracking them through the Leads Dashboard.
Creating a New Lead in OnboardMe
Step 1: Navigate to Clients
1. From the main navigation menu, click on Clients.
2. You'll see the Clients page with a list of all your clients and leads.
Step 2: Add a New Client
1. Click the New Client button (located in the top-right area of the page).
2. A modal window will open with the client creation form.
Step 3: Fill in Basic Client Information
Fill in the required client details in the Client Details tab:
- Entity Type: Select the appropriate entity type (e.g., Individual, Company, Trust, etc.)
- Name: Enter the client's name
- Email: Enter the client's email address
- Phone: Enter contact phone number
- Address: Add residential and postal addresses as needed (Optional)
Step 4: Set Client Status to Lead
1. In the Client Details section, locate the Client Status dropdown field.
2. Select Lead from the dropdown options:
- Lead
- Client
- Terminated
3. When you set the status to Lead, the system will:
- Show a new Lead Details tab in the client edit modal
- Hide certain integration options that are only available for active clients
Step 5: Save the Client
1. Click the Save button at the bottom of the form.
2. The client will now be saved as a lead and appear in your clients list with a "Lead" status badge.
Setting Lead Information
Once you've created a client with Lead status, you can add detailed lead information to help track and manage the lead effectively.
Accessing Lead Details
1. Open the client record (click on the client from the clients list).
2. You'll see a new tab called Lead Details appear in the client edit modal (this tab only appears for leads).
Lead Details Fields
In the Lead Details tab, you can set the following information:
Lead Status
Select the current status of the lead:
- Hot: High priority, actively engaged lead
- Warm: Moderate interest, following up
- Cold: Low interest or early stage
- Won: Lead has been converted to a client
- Lost: Lead is no longer pursuing
Lead Source
Identify where the lead came from:
- Website: Lead came from your website
- Referral: Referred by an existing client or partner
- Social Media: Found through social media channels
- Email Campaign: Generated from email marketing
- Partner: Referred by a business partner
- Other: Other source not listed
Lead Value
Enter the estimated or potential monetary value of this lead. This helps you:
- Track the total pipeline value
- Prioritize high-value leads
- Measure conversion rates by value
Lead Notes
Add notes and comments about the lead to track:
- Communication history
- Meeting notes
- Follow-up actions
- Important details or preferences
Saving Lead Information
1. Fill in the lead details fields as needed.
2. The information is automatically saved when you click Save on the main client form.
3. You can update lead information at any time by editing the client record.
Viewing and Managing Leads
Leads Dashboard
The Leads Dashboard provides a comprehensive view of all your leads in one place.
Accessing the Leads Dashboard
1. From the Clients page, click the Leads Dashboard button (located in the top-right area, next to the "New Client" / "Groups" button).
2. A modal window will open showing all your leads.
Dashboard Features
The Leads Dashboard displays:
Summary Statistics:
- Total Leads: Count of all leads in your system
- Total Value: Sum of all lead values
- Average Value: Average value per lead
Leads Table:
The table shows the following columns:
- Entity Code: The unique code assigned to the client/lead
- Name: Client's full name
- Email: Contact email address
- Lead Source: Where the lead originated
- Lead Status: Current status (Hot, Warm, Cold, Won, Lost) with color-coded badges
- Value: Monetary value of the lead
- Updated By: User who last updated the lead
- Last Updated: Date and time of last update
Pagination:
- Use the Previous and Next buttons to navigate through pages of leads
- Each page displays up to 100 leads
Filtering Leads from Clients List
On the main Clients page, you can filter to view only leads:
1. Click the Status filter dropdown (located near the search bar).
2. Select Lead from the status options.
3. The clients list will now show only leads.
4. You can combine this with the search function to find specific leads.
Converting a Lead to an Active Client
When a lead is ready to become a client:
1. Open the Leads Dashboard.
2. Find the lead in the list.
3. Click the create proposal button.
This will create a proposal with the lead selected. Send the Lead a Proposal and Client Onboarding.
Once the Client Onboarding is completed, the Lead will be changed to a Client.
If you want to change a lead to an active client without a proposal, open the Lead record and change the Client Status to Client.
Note: When you convert a lead to a client:
- The Lead Details tab will no longer be visible (it's only shown for leads)
- Integration options (Xero, GreatSoft, etc.) will become available
- Tax and compliance features will be enabled if selected
Troubleshooting
Lead Details Tab Not Showing
- Issue: The Lead Details tab doesn't appear when editing a client.
- Solution: Ensure the client status is set to "Lead" (not "Client" or "Terminated"). The tab only appears for leads.
Cannot Save Lead Information
- Issue: Lead details aren't saving.
- Solution:
- Ensure you've filled in at least one field (Status, Source, or Value)
- Check that you're clicking Save on the main client form
- Verify you have proper permissions to edit clients
Leads Not Appearing in Dashboard
- Issue: Leads don't show up in the Leads Dashboard.
- Solution:
- Ensure the client status is set to "Lead"
- Check if you're on the correct page (use pagination if you have many leads)
- Refresh the dashboard
Last Updated: February 2026
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