Lead Management App Overview

Capture, track, and convert sales leads from first contact to closed deal with the Lead Management App—automate lead assignment, monitor SLA response times, integrate with web forms for lead capture, and give every team member a personal dashboard to manage their pipeline.

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What is the Lead Management App?

The Lead Management App is a lightweight CRM built into MangoApps Workforce. It gives sales teams a structured way to capture leads (manually or through web forms), move them through a 10-stage pipeline, assign ownership with configurable auto-assignment strategies, and enforce response-time SLAs with automated email alerts.

Core Value Proposition:

• 🎯 Structured Pipeline — 10 status stages from New through Closed Won / Closed Lost keep every lead on track
• ⚡ Auto-Assignment — Five assignment strategies (round robin, least loaded, random, priority-based, field-based) distribute leads automatically
• ⏱️ SLA Monitoring — Configurable response-time targets with warning and breach email alerts sent hourly
• 📋 Form Integration — Connect any published form from the Forms App to capture leads directly from your website
• 📱 Mobile Ready — Sales reps can view leads, add notes, and update statuses from their phone

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At a Glance

🧾 Core Functions	🧩 Capture Channels	🧭 Assignment & Routing	📊 Operations
Leads + Activities + Notes	Manual + Web Forms + Embeds	Round Robin / Least Loaded / Field-Based	Dashboard + SLA + Email Alerts

Perfect For:

• 🧑‍💼 Sales Reps — View assigned leads, add notes, update statuses, mark first contact
• 👔 Sales Managers — Oversee team pipeline, assign/unassign leads, monitor unassigned leads and team stats
• 🛠️ Admins — Configure assignment strategies, SLA thresholds, form integrations, and routing rules
• 🌐 Marketing Teams — Embed lead capture forms on websites, landing pages, and partner sites

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How It Works

Lead Lifecycle

┌───────────────────────────────────────────────────────────────────────────┐
│                        LEAD MANAGEMENT PIPELINE                          │
├───────────────────────────────────────────────────────────────────────────┤
│                                                                           │
│  ┌─────────┐   ┌───────────┐   ┌───────────┐   ┌────────────────┐       │
│  │   NEW    │──▶│ CONTACTED │──▶│ QUALIFIED │──▶│ DEMO SCHEDULED │       │
│  └─────────┘   └───────────┘   └───────────┘   └────────────────┘       │
│       │                                                │                  │
│       │         ┌──────────────┐              ┌────────▼───────┐         │
│       ├────────▶│ UNQUALIFIED  │              │ DEMO COMPLETED │         │
│       │         └──────────────┘              └────────────────┘         │
│       │                                                │                  │
│       │                                       ┌────────▼───────┐         │
│       │                                       │ PROPOSAL SENT  │         │
│       │                                       └────────────────┘         │
│       │                                                │                  │
│       │                                       ┌────────▼───────┐         │
│       │                                       │  NEGOTIATION   │         │
│       │                                       └────────────────┘         │
│       │                                           │         │             │
│       │                                  ┌────────▼──┐  ┌───▼────────┐   │
│       │                                  │ CLOSED WON│  │ CLOSED LOST│   │
│       │                                  └───────────┘  └────────────┘   │
│       │                                       ✅              ❌          │
│       └──────────────────────────────────────────────────────────────┘    │
│                                                                           │
│   Sources: Manual Entry │ Web Form │ Form Embed │ Sample Data            │
└───────────────────────────────────────────────────────────────────────────┘

Lead Assignment Flow

┌──────────────────────────────────────────────────────────────────────┐
│                     AUTO-ASSIGNMENT ENGINE                            │
├──────────────────────────────────────────────────────────────────────┤
│                                                                      │
│  New Lead Created ──▶ Auto-Assignment Enabled?                       │
│                           │                                          │
│                     ┌─────┴─────┐                                    │
│                    YES          NO ──▶ Lead stays Unassigned          │
│                     │                  (appears in manager action     │
│                     ▼                   items for manual assignment)  │
│              ┌─────────────┐                                         │
│              │  Strategy?  │                                         │
│              └──────┬──────┘                                         │
│         ┌───────┬───┼───┬────────┐                                   │
│         ▼       ▼   ▼   ▼        ▼                                   │
│    Round Robin Least Random Priority Field                           │
│    (oldest    Loaded (any   Based   Based                            │
│     last      (fewest rep)  (senior (route by                        │
│     assigned)  open)        gets    company size,                    │
│                             urgent) keywords,                        │
│                                     referral)                        │
│         │       │   │   │        │                                   │
│         └───────┴───┴───┴────────┘                                   │
│                     │                                                │
│                     ▼                                                │
│           Lead Assigned + Email Notification Sent                     │
│           + Activity Logged                                          │
└──────────────────────────────────────────────────────────────────────┘

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📊 Dashboard

The dashboard is the first screen users see when they open the Lead Management app. It provides a personalized view focused on your leads and items that need attention.

Stat Cards

Four summary cards appear at the top of the dashboard:

Card	What It Shows
My Leads	Total leads assigned to you, with open and won counts
Needs First Contact	Leads awaiting their first response (SLA-tracked)
High Priority	Count of urgent and high-priority leads assigned to you
Unassigned Leads (managers)	Leads without an owner that need assignment
My Status (non-managers)	Breakdown of new, contacted, and qualified leads

Action Items Panel

When leads need attention, a highlighted Action Items panel appears with up to three columns:

• Needs First Contact — Leads that haven’t been contacted yet, sorted by creation date
• High Priority — Urgent and high-priority open leads
• Unassigned (managers only) — Leads with no owner, ready for assignment

My Open Leads Table

Below the action items, a table lists your assigned open leads with:

• Lead name and email
• Company name and size
• Current status badge
• Priority badge
• Last updated timestamp
• Quick-action link to lead detail

Team Overview (Managers+)

Managers and admins see a sidebar with team-wide metrics:

• Total team leads
• Open leads count
• Unassigned leads count
• Team wins (closed-won count)

My Performance (Non-Managers)

Non-manager users see their personal performance panel:

• Total assigned leads
• New leads count
• Qualified leads count
• Closed-won count

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📋 All Leads View

The All Leads page provides a filterable, searchable list of every lead in the business.

Filtering Options

Filter	Description
Status	Filter by any of the 10 pipeline stages
Assigned To	Show leads for a specific team member
Priority	Normal, High, or Urgent
Search	Free-text search across first name, last name, email, and company name
Date Range	Filter by creation date (from/to)

Pipeline Statistics

The All Leads view includes a statistics summary showing counts for every pipeline stage, plus:

• Total unassigned leads
• High-priority leads count
• Open vs. closed lead breakdown

Results are paginated at 25 leads per page.

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👤 Lead Detail View

Clicking into a lead opens a comprehensive detail page with three main sections:

Contact & Company Information

Two information cards display:

• Contact: Full name, email, phone, lead source
• Company: Company name, company size, problems to solve, referral source

Activity Timeline

Every action on a lead is recorded in a chronological timeline with icons and color coding:

Activity Type	Icon	Description
Created	➕	Lead creation with source info
Status Change	🔄	Transition between pipeline stages with optional note
Assignment	👤	Assigned, reassigned, or unassigned events
Note	📝	Free-text notes added by team members
Priority Change	🚩	Priority level updates
First Contact	📞	SLA-tracked first contact marker
Email Sent	✉️	Email communication logged
Demo Scheduled	📅	Demo appointment created

The timeline is paginated (20 activities per page) and shows the user who performed each action with a formatted timestamp.

Quick Actions Sidebar

From the lead detail page, users can perform actions based on their role:

All assignees and managers:

• Update Status — Change pipeline stage with an optional note
• Change Priority — Set Normal, High, or Urgent
• Mark First Contact — Record first contact (stops SLA clock)
• Add Note — Attach a free-text note

Managers only:

• Assign Lead — Select from eligible users
• Unassign Lead — Remove current owner

Admins only:

• Edit Lead — Modify all lead fields
• Delete Lead — Permanently remove the lead

SLA Status Card

When SLA monitoring is enabled and the lead hasn’t been contacted, a progress bar and status indicator show:

• On Track — Hours remaining before SLA deadline
• SLA Breached — Hours overdue past the SLA deadline

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➕ Creating & Editing Leads

Manual Lead Creation

Managers and above can create leads manually with the following fields:

Field	Required	Description
First Name	Yes	Contact’s first name
Last Name	Yes	Contact’s last name
Email	Yes	Must be unique per business
Phone	No	Contact phone number
Company Name	Yes	Organization name
Company Size	Yes	Number of employees
Problems to Solve	Yes	What the prospect needs help with
Referral Source	Yes	How they found you
Status	No	Defaults to “New”
Priority	No	Normal, High, or Urgent
Assigned To	No	Initial assignee (or auto-assigned)

Manually created leads are tagged with source manual. If auto-assignment is enabled and no assignee is selected, the system automatically assigns the lead after creation.

Editing Leads

Assigned users and managers can edit all lead fields. Changes are saved and a redirect takes the user back to the lead detail page.

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📝 Form Integrations

The Form Integrations feature connects the Lead Management App with the Forms App to automatically capture leads from web form submissions.

How Form Integration Works

┌──────────────────────────────────────────────────────────────────┐
│                    FORM-TO-LEAD PIPELINE                          │
├──────────────────────────────────────────────────────────────────┤
│                                                                  │
│  Website Visitor                                                 │
│       │                                                          │
│       ▼                                                          │
│  ┌──────────────┐    ┌───────────────┐    ┌──────────────────┐   │
│  │ Public Form  │───▶│ Form App      │───▶│ Lead Management  │   │
│  │ (embedded or │    │ Submission    │    │ Lead Created     │   │
│  │  direct link)│    │ Recorded      │    │ + Auto-Assigned  │   │
│  └──────────────┘    └───────────────┘    └──────────────────┘   │
│                                                                  │
│  Duplicate Email? ──▶ Activity note added to existing lead       │
│                       (no duplicate created)                      │
│                                                                  │
│  Field Mapping:                                                  │
│    first_name / firstname  ──▶  Lead First Name                  │
│    last_name / lastname    ──▶  Lead Last Name                   │
│    email                   ──▶  Lead Email                       │
│    company_name / company  ──▶  Lead Company Name                │
│    company_size            ──▶  Lead Company Size                │
│    problems_to_solve       ──▶  Lead Problems                    │
│    referral_source         ──▶  Lead Referral Source              │
└──────────────────────────────────────────────────────────────────┘

Managing Form Integrations

Admins access the Form Integrations tab to:

1. Browse Available Forms — See all published forms from the Forms App
2. Add to Lead Generation — Enable any form for automatic lead creation
3. Remove from Lead Generation — Disable lead capture for a form
4. Configure Per-Form Settings — Set auto-assign, priority, and notification preferences for each form
5. View Stats — See total leads captured from forms and per-form lead counts

Pre-Built Lead Generation Forms

From the Settings page, admins can generate three ready-to-use lead capture forms with one click:

• Request a Demo — Standard demo request form
• Contact Us — General contact inquiry form
• Partner With Us — Partnership inquiry form

These forms are automatically published and tagged with the lead_generation category.

Embedding Forms

The Settings page includes a Preview & Embed modal with four options:

Method	Description
Embedded iFrame	Copy-paste iframe code for your website
Modal / Popup	JavaScript snippet to open form in a popup window
Direct Link	Shareable URL for emails, social media, and marketing
Widget Code	Lightweight JavaScript widget for dynamic rendering

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⚙️ Settings & Configuration

Admins access the Settings page to configure all aspects of lead management behavior.

Core Toggles

Setting	Default	Description
Auto-Assignment	Enabled	Automatically assign new leads to team members
Email Notifications	Enabled	Send emails for assignments, SLA warnings, and breaches
SLA Monitoring	Enabled	Track and alert on response time targets

SLA Configuration

• SLA Response Time — Configurable from 1 to 168 hours (default: 24 hours)
• Warning alerts fire when 25% of the SLA window remains
• Breach alerts fire when the deadline passes without first contact

Assignment Strategies

Strategy	Behavior
Round Robin	Assigns to the user whose last assignment was longest ago
Least Loaded	Assigns to the user with the fewest open leads
Random	Randomly selects from eligible users
Priority Based	Senior reps get high-priority leads; normal leads use round robin
Field Based	Routes leads using configurable rules based on company size, keywords in problems, or referral source

Eligible Role Types

Admins select which job role types are eligible for lead assignment. Only users with matching role types who also have access to the Lead Management app will receive auto-assigned leads.

Field-Based Routing Rules

When using the Field Based strategy, admins create routing rules with:

• Field — Company Size, Referral Source, or Problems to Solve
• Operator — Equals, Contains, Greater Than, Less Than, or Between
• Value — The match value (e.g., “Partner”, “50-500”)
• Assign To — The specific user to receive matching leads

Multiple rules can be stacked. If no rule matches, the system falls back to round robin assignment.

Quick Setup Tools

Tool	Description
Create Lead Generation Forms	One-click creation of 3 professional lead capture forms
Load Sample Data	Generate 10 diverse sample leads for testing
Reset to Defaults	Restore all settings to their default values

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⏱️ SLA Monitoring

The SLA system ensures timely follow-up on every lead. It runs as a background job every hour.

How SLA Tracking Works

1. Clock starts when a lead is created
2. Warning sent when 25% of the SLA window remains (e.g., 6 hours left on a 24-hour SLA)
3. Breach alert sent when the deadline passes without first contact
4. Clock stops when a user clicks “Mark First Contact” on the lead detail page

SLA Status Indicators

Status	Badge	Meaning
On Track	🔵 Info	Plenty of time remaining
Warning	🟡 Warning	Less than 25% of SLA window left
Breached	🔴 Danger	Deadline exceeded, no first contact
Met	🟢 Success	First contact made within SLA

Email Notifications

The system sends three types of SLA-related emails:

Email	Recipient	Trigger
SLA Warning	Assigned user	SLA window approaching deadline
SLA Breach	Assigned user	SLA deadline exceeded
New Lead Notification	System admins	Any new lead created
Lead Assigned	Assigned user	Lead assigned for the first time

Notifications include intelligent deduplication — if a user was already notified recently for the same lead, duplicate notifications are suppressed.

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📱 Mobile App

Sales reps can manage leads on the go using the mobile web interface.

Mobile Features

Feature	Description
Lead List	Scrollable card-based list of assigned leads with search and status filter
Lead Detail	Full contact info, company details, and activity timeline
Add Notes	Quick note entry from the mobile detail view
Update Status	Change pipeline stage with status picker
Stats Summary	Personal stats (total, open, high-priority, closed-won)

Mobile Access Rules

• Non-managers see only leads assigned to them
• Managers and above can view all leads in the business
• Only users with edit access can add notes or update statuses

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🔐 Role-Based Access

The Lead Management App uses a layered permission model:

Action	Employee	Manager	Admin	Super Admin
View dashboard	✅	✅	✅	✅
View assigned leads	✅	✅	✅	✅
View all leads	—	✅	✅	✅
Create leads	—	✅	✅	✅
Edit assigned leads	✅	✅	✅	✅
Edit any lead	—	✅	✅	✅
Assign / Unassign	—	✅	✅	✅
Delete leads	—	—	✅	✅
Manage settings	—	—	✅	✅
Form integrations	—	—	✅	✅
Load sample data	—	—	✅	✅

App-level visibility is controlled through the Marketplace App’s Manage Access settings—only users who have been granted access can see the app.

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🧭 Navigation

The Lead Management sidebar provides quick access to all sections. Tabs are role-aware:

Tab	Visible To	Description
Dashboard	All users	Personal stats, action items, and open leads
All Leads	All users	Searchable, filterable list of all business leads
Form Integrations	Admins	Manage form-to-lead capture connections
Settings	Admins	Configure assignment, SLA, notifications, and routing

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📥 Getting Started

For Admins — Initial Setup

1. Enable the app from the Marketplace Apps page
2. Configure settings — Set your SLA response time, choose an assignment strategy, and select eligible role types
3. Create lead forms — Click “Create Lead Generation Forms” in Settings to generate 3 ready-to-use forms
4. Set up form integrations — Go to Form Integrations to connect additional forms
5. Embed forms — Use the Preview & Embed modal to get iframe or widget code for your website
6. Load sample data (optional) — Test with 10 sample leads before going live

For Sales Reps — Daily Workflow

1. Check your dashboard — Review action items and new leads needing first contact
2. Respond to leads — Click into each lead and mark first contact to stop the SLA clock
3. Update statuses — Move leads through the pipeline as conversations progress
4. Add notes — Document key interactions and follow-ups in the activity timeline
5. Close deals — Mark leads as Closed Won or Closed Lost when outcomes are determined

For Managers — Team Oversight

1. Review unassigned leads — Check the Action Items panel for leads without owners
2. Assign leads — Use manual assignment or let auto-assignment handle distribution
3. Monitor team stats — Track open leads, unassigned count, and team wins from the dashboard sidebar
4. Rebalance workload — Unassign and reassign leads as team capacity changes

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❓ Frequently Asked Questions

Q: What happens when a lead submits a form twice with the same email?
A: The system detects the duplicate email and adds a re-submission activity note to the existing lead instead of creating a duplicate. The note includes what changed between submissions.

Q: Can I change the assignment strategy without affecting existing leads?
A: Yes. Changing the strategy only affects future auto-assignments. Existing leads keep their current assignee.

Q: How do I embed a lead form on my company website?
A: Go to Settings, click “Preview & Embed,” and choose from iframe embed, popup script, direct link, or JavaScript widget options. Copy the code and paste it into your website.

Q: What’s the difference between “Unqualified” and “Closed Lost”?
A: “Unqualified” means the lead doesn’t meet your criteria for a sales conversation. “Closed Lost” means a qualified lead went through the pipeline but the deal was ultimately lost.

Q: Can I disable auto-assignment and assign leads manually?
A: Yes. Toggle off “Auto-Assignment” in Settings. Unassigned leads will appear in the Action Items panel for managers to assign manually.

Q: How does the SLA warning threshold work?
A: Warnings fire when 25% of the SLA window remains. For a 24-hour SLA, warnings go out at the 18-hour mark (6 hours remaining). For an 8-hour SLA, warnings fire at the 6-hour mark (2 hours remaining).

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Related Resources

• Forms App — Create and publish forms used for lead capture
• Tasks App — Track follow-up tasks related to lead activities
• Marketplace Apps — Enable and configure the Lead Management app for your business