What to do first
Add a lead with Add lead, or bring a list in with Import. Anybody who can open Leads can do either. Then open a lead and log a call. That is the act that moves a pipeline, and the whole screen is built around it.
Across the top
Three chips say what needs doing, and each one filters the table when you press it:
- Gone quiet. Open leads nobody has spoken to in six days or more.
- Unowned. Open leads nobody holds.
- At proposal. Leads at the Proposal stage, with what they are worth.
Beside them is one line: how many leads are open and what they are worth. The totals for the pipeline (closed revenue, conversion, won value) are on the Growth overview rather than here, so there is one place to read them.
Board and table
Two views of the same leads, chosen with Board and Table.
- Board shows the pipeline as columns, one per stage. Drag a card to move it to another stage. Tap a lead once for its details and twice to open it.
- Table shows the same leads as rows to scan and sort. It has four filters: Open, Gone quiet, Closed won and Everything.
The search box and filters narrow both views, because both are drawn from the same list.
Moving many leads at once. In the table, tick the leads you want (or the box in the header for every lead shown), then choose Move to stage. Each lead moves exactly as if it had been dragged: its history records the move, and anything it points at in Offerings is held or released. Moving them to Lost asks for one reason, which is recorded on each lead. Anything that could not be moved is named and stays ticked.
The full-width pipeline. Expand board or Expand table opens the same view on its own page (/w/leads/pipeline), without the side panels, with the figures in one line at the top. Back to leads returns you.
On a phone, the stages are a row of chips and the chosen stage's leads are cards underneath.
Stages
Six to begin with: New, Contacted, Qualified, Proposal, Closed won and Lost. Won and Lost are outcomes rather than stages, so a lead in either is no longer live.
A workspace can rename these, recolour them, reorder them and add its own. Every stage it adds still behaves as one of the six underneath, so the reporting holds. Stages are edited by level 4, from the board's toolbar or in Organisation › Master data › Pipeline stages.
Proposal is the stage where something has been offered. A lead moves there on its own when one of its proposals is marked as sent, and a lead at Proposal holds what it is asking for in Offerings.
Opening a lead
The side panel shows everything known about the lead, with logging a call first.
What they asked for. The lead's requirement, in words. Click it to change it; the change is kept on the lead's history with the old text.
Next action. What happens next and by when. It is shown at the top so the person holding the lead can see the commitment without scrolling.
Log a call. Choose an outcome: Connected, No answer, Left message, Site visit booked or Not interested. Rople starts the note for you; finish it under What happened. Then say What happens next and By when. All four are required, so the button says what is missing until they are there. A call that ends without a next step is how a lead goes quiet.
No answer and Left message are logged as attempts. Nobody was reached, so they do not count as contact and the lead stays in the follow-up queue.
Call. Beside the lead's name. On a phone it opens your own dialler with the number in it. On a desktop it shows the number large enough to read across a desk, with Copy number and a button that takes you to Log a call. Pressing it logs nothing on its own; the log is what you write afterwards, with the outcome. A lead with no number shows Add a number instead.
Email. Beside Call. It opens a short compose: subject, a few lines, send. It goes out in your company's name via Rople, with you copied and set as Reply-To, lands on the lead's timeline and updates its last contact. A lead with no email address says so.
Activity. Every call, note, stage move, proposal and payment on the lead, newest first.
Move stage. One button per stage. Moving to Lost asks for a reason first: Price, Timing, Bought elsewhere, Unreachable or Not qualified. A source can only be judged on the revenue it closed if the closes that went the other way say why.
Proposals. The lead's proposals and where each stands, with + Proposal to start one. See Proposals. Underneath is Introduced by, where you credit the partner who sent you the lead.
Close the sale. Open an engagement records the contract, builds the payment schedule and marks the lead won. It needs level 2. See "Closing the sale" below.
A lost lead can be deleted from Delete this lead by the seats your workspace allows. It goes to the bin, with an optional reason.
Gone quiet
One rule, used by the chips, the table, the Gone quiet panel, the follow-up queue and the Growth overview: an open lead has gone quiet when nobody has spoken to it for six days or more. A lead nobody has ever contacted is counted from the day it arrived.
My work raises a follow-up for the person holding the lead, one row per lead:
- when the lead's next action is due today or overdue, the row is that action, in the words somebody wrote it;
- when a lead was captured more than a day ago and nobody has ever contacted it, the row says so;
- otherwise, when it has gone quiet, the row is Follow up with the lead. After twelve days it reads as overdue.
Nobody has to keep the queue up to date. It fills itself from the call log.
Who is working the book
A panel lists everybody on the sales roster, including people holding nothing, with what each holds, how many have gone quiet and how many actions are overdue. "Nothing assigned" is one of the most useful things a manager can read here, and it would be invisible if the panel were built only from leads that exist.
The roster is the sales department, once your workspace has named one. Until then it is everybody in a revenue seat, and an admin is asked which department sells.
Source attribution
A table of closed revenue per source, counted from your own leads: how many leads each source brought, what they closed for, how many were won and the rate. A channel that brings a hundred enquiries and no sales is not a good channel, and counting volume hides that. Intelligence › Cycles reads the same figures cycle by cycle.
Every lead needs a source. A value is optional: a lead nobody has qualified yet is a normal thing to have.
Who holds a lead
Anybody who can open Leads can add a lead or import a file of them. What your seat decides is who ends up holding them.
- Level 1. A lead you add is yours, and there is no owner to choose. A file you import is all yours, and an owner column in it is ignored.
- Level 2 and above. When you add a lead you choose who holds it, or keep it yourself. When you import a file you choose who owns every lead in it (it starts as you), or tick Assign these leads automatically to share it across the sales team. Shared out, an owner column you map is honoured for anybody it names in the workspace; the rest follow your workspace's lead assignment rules, or go in turn around the team.
Everybody who is handed leads is told, once, with the count. Lead assignment rules are in Organisation › Rules & automation › Lead assignment.
Importing
Bring in a file of leads rather than typing them. Rople maps the columns and tells you what it could not read before anything is written. Before you choose the file, the sheet says whether the leads will be yours or, for level 2 and above, asks who should own them. A campaign column links each lead to the campaign it names.
Start from the template. Download the leads import template (.xlsx). It has three tabs:
- Leads is the one you fill in, one lead per row from row 2. Its column names are the ones Rople looks for, so every column maps without you choosing. Click any cell to see what goes in it.
- How to fill it in explains each column, the stage words Rople understands, and what happens to a row it cannot use.
- Example shows five filled-in rows. Rople never reads this tab.
Keep Leads as the first tab, because Rople reads only the first tab of a workbook. A file from another system works too, as long as it has one row per lead and a header row at the top.
The columns. Only Name is required. The others are optional: Email, Phone, Company, Source, Campaign, Interested in, Value, Stage, Owner, Last contact and Created. Email and phone are what Rople uses to spot somebody already in your pipeline, so a second import next month adds the new people and does not duplicate the old ones. Bring Last contact if you have it: the follow-up queue counts silence from it.
Importing the file.
- In Leads, press Import and choose the file. A file can be up to 4.4 MB and 5,000 rows.
- Say where the leads came from (used for every row with no Source), add a campaign if the whole file is one, and say how many days until first contact. Every imported lead gets that first contact as its next action.
- At level 2 and above, choose who owns every lead, or tick Assign these leads automatically.
- Check the columns. Rople shows the first rows as they will be saved, and lists anything it will refuse or cannot read.
- Choose whether to skip leads already in the pipeline, then press Import.
What Rople does with each row. A row with no name is refused. The same email or phone twice in one file refuses the second row. An email, phone number, amount or date that Rople cannot read is left out and listed, and the lead still imports. A stage word Rople does not recognise starts the lead at New. A lead that arrives as Lost (for example "Not interested") keeps that word as the reason it was lost.
Leads from your website and Google Ads
Two connections bring leads in without anybody typing them. Both are set up by level 4 in Workspace settings › Integrations (see Integrations):
- Website forms. Every form on your website posts into Leads, with the source and campaign the endpoint names, and the usual assignment rules applied.
- Google Ads lead forms. A lead form on a Google ad lands in Leads the moment it is submitted, named for the campaign it came from.
A lead that arrives this way has a next action due in 24 hours. The same person enquiring twice is noted on their existing lead rather than duplicated.
Closing the sale
There are two ways a lead is won.
- From a proposal. Mark a sent proposal accepted. The engagement opens on that proposal's lines and terms. See Proposals.
- From the lead. Open an engagement, under Close the sale, opens a sheet asking for the contract value, the payment plan, the deposit, what has been paid, when the first payment is due and the closing officer.
Either way, the client's account is found by email or phone, or opened; the engagement gets its billing schedule and onboarding checklist; and what the lead pointed at in Offerings is taken out of availability. The engagement carries the lead with it, which keeps attribution whole: revenue with no lead behind it is revenue with no source.
How it connects
- A lead points at an Offerings line, which holds and then releases availability.
- It is priced in Proposals.
- It names the campaign and the partner it came from, which Campaigns and partners count.
- Winning it opens an engagement in Clients and accounts.
- Follow-ups and gone quiet leads arrive in My work.
- Closed revenue feeds Finance and Insights.
Leads from Explee
With Explee connected (Workspace settings › Integrations), the people who reply to your outreach with interest arrive in Leads once a day, in the column and with the owner chosen on the card (qualified and unowned unless you say otherwise), source Explee, with their reply as the interest and a next action to answer within a day. Sync now on the card brings them in at once. Somebody already in Leads is not duplicated: the reply lands on their timeline and they move to qualified if they were earlier than that.
Common questions
Who gets a new lead? Whoever added it, whoever a manager chose, or whoever your lead assignment rules say. Without a rule, a lead stays unowned and is counted under Unowned until somebody takes it.
Can I move a lead backwards? Yes. A pipeline is not one way, and the history keeps the fact that it moved.
Why is a lead at Proposal when nobody moved it? A proposal for it was marked as sent. Sending moves an earlier lead to Proposal and gives it the proposal's total as its value.
Why does the pipeline number not match what I sold? The pipeline is what is open. Closed revenue is in Finance and on the Growth overview, and the two are meant to differ.