LeadFlow CRM User Guide
Your complete step-by-step guide to mastering LeadFlow CRM. Learn how to manage leads, close deals, track follow-ups, and grow your sales — all from one powerful platform.
How to sign in and access your CRM dashboard.
Navigate to your LeadFlow CRM URL and click "Sign In" from the top navigation bar, or go directly to /login.php.
Type your Email Address and Password. Use the eye icon to reveal your password if needed. Click "Sign In".
After successful login, you will be redirected to your Dashboard. The dashboard view varies based on your user role (Owner, Admin, Team Lead, or Agent).
Your command center — at-a-glance metrics and quick actions.
See total leads, conversion rates, revenue stats, agent performance rankings, recent activities, and quick-action buttons. You get a bird's-eye view of your entire organization's sales pipeline.
Agents see their assigned leads, pending follow-ups, tasks due today, and personal performance metrics. Everything is scoped to only the leads assigned to you.
Understand the different access levels in LeadFlow CRM.
Full control — manage org settings, invite users, configure lead distribution rules, view all leads & reports, manage billing, and access all modules.
Similar to Owner but without billing management. Can manage team members, view all leads, configure assignment rules, and access reports.
Can view leads assigned to their team, manage pipeline, create deals and follow-ups, and access limited settings like lead assignment.
Can only view and work on leads assigned to them. Can update lead status, add notes, create follow-ups, manage personal tasks, and create deals on their leads.
Configure your company profile and lead distribution mode.
In the sidebar, click Org Settings under the Settings section. Only Owner and Admin roles can access this.
Update your Organization Name, Contact Email, Phone, Website, Address and upload your Company Logo (JPG, PNG, WebP — max 2MB).
Choose between:
• Manual Assignment — You or admins manually assign incoming leads to agents.
• Auto (Round Robin) — New leads are automatically distributed to available agents equally.
Click "Save Changes" to apply. Your Quick Info panel on the right shows your org status, total users, total leads, and creation date.
Add, edit, and manage your sales team members.
Click "Team" in the sidebar under the Management section. You'll see a list of all team members with their roles, availability status, and lead counts.
Click "+ Add User". Fill in Name, Email, Password, and select the Role (Admin, Team Lead, or Agent). Click Create User.
Each user has an Availability toggle. When set to Available, that agent will receive auto-assigned leads. Toggle to Unavailable when they're on leave or busy.
Use the Edit button to update a member's details or role. Use Delete to deactivate a user. Their leads remain in the system.
Configure how leads are distributed to your team.
Go to Settings → Lead Assignment. Click "New Rule". Choose a rule type:
• Round Robin — Automatically rotate leads among selected agents equally.
• Source Based — Route leads from a specific source (Facebook, Website, etc.) to certain agents.
• Manual — No automation; you assign leads yourself.
Tick the agents who should receive leads for this rule. Set the rule to Active and click "Create Rule".
If you have existing unassigned leads, use the "Auto-Assign" button in the stats panel to distribute them based on your active rules.
Use the "Reassign Leads" section at the bottom. Select From Agent and To Agent, then click "Reassign All" to transfer all leads from one agent to another.
View, filter, assign, and act on your leads.
Click "Leads" in the sidebar. You'll see a table with columns for Name, Phone, Status, Pipeline Stage, Priority, Source, Assigned Agent, Notes, and Actions.
Use the filter bar at the top to narrow down leads by:
• Search — Name, phone, or company
• Status — Pipeline stage (New Lead, Contacted, Qualified, etc.)
• Priority — 🔥 Hot, ☀️ Warm, ❄️ Cold
• Source — Facebook Ads, Manual, Excel Import
• Agent — Filter by assigned team member
• Facebook Page — Filter leads from a specific FB page
Click the status badge (e.g., "New Lead") on any lead row. A dropdown will appear — select the new pipeline stage. The change is saved instantly.
Click the agent name/avatar on any lead row. Select a new agent from the dropdown. Only Owners, Admins, and Team Leads can reassign leads.
Each lead row has quick action buttons:
• Call — Opens your phone dialer
• WhatsApp — Opens WhatsApp chat with the lead
• Add Note — Quick inline note
• View Detail — Opens the full lead profile
Select multiple leads using checkboxes, then use the Bulk Actions Bar to:
• 🗑️ Delete Selected
• Change Status in bulk
• Assign all selected leads to an agent
Click the "Export" button in the header to download leads as a CSV file. Your active filters will be applied to the export.
Two ways to get leads into LeadFlow — manually or via Excel/CSV.
Click "+ Add Lead" from the Leads page header. Fill in:
• Name (required) & Phone (required)
• Email, Company, Source, Priority, Notes
• Assign to an agent and select a pipeline stage
Click "Save Lead".
Click "Import Leads" from the Leads page header. Your file must follow this format:
| Name ✱ | Phone ✱ | Source | Note | |
|---|---|---|---|---|
| Rahul Sharma | 9876543210 | rahul@email.com | Website | Interested |
Supported formats: .csv .xls .xlsx. The first row must be a header row.
Visualize your entire sales process with drag-and-drop pipeline columns.
Click "Pipeline" in the sidebar. You'll see a Kanban-style board with columns for each stage (e.g., New Lead → Contacted → Qualified → Proposal → Negotiation → Won → Lost).
Click and drag any lead card from one column to another to update its pipeline stage. The change is saved automatically via AJAX — no page reload needed!
Use the filter bar at the top to see a specific agent's pipeline or leads within a date range. Click "Clear" to remove filters.
Leads not yet assigned to any pipeline stage appear in the "Unassigned to Pipeline" section below the board. Drag them into the appropriate column.
Track deal values, win rates, and revenue from qualified leads.
At the top of the Deals page, you'll see three summary cards: Won Revenue (closed deals), Pipeline Value (open deals), and Win Rate (conversion percentage).
Click "+ New Deal". Fill in the deal name, link it to a lead, set the deal value (₹), select a pipeline stage, set the expected close date, and assign an agent. Click Save.
Each deal has a status: Open, Won, or Lost. Mark a deal as Won or Lost from the deal view/edit page.
Use the search bar and filter dropdowns to find deals by status (Open / Won / Lost) or pipeline stage.
Schedule, track, and complete follow-up reminders.
Click "Follow-ups" in the sidebar. Use the tab filters: Today, Upcoming, Overdue, Completed, All. The stat cards show today's count and overdue count.
Use the form on the right side. Enter a Title, optionally link to a Lead, pick a Date & Time, set Priority (🔴 High, 🟡 Medium, 🔵 Low), and optionally add Notes. Click "Schedule".
Click the green ✓ checkmark button next to any pending follow-up to mark it as completed. Overdue follow-ups appear with a red icon.
Create and manage action items for yourself or your team.
Click "Tasks" in the sidebar. Toggle between Pending and Completed using the buttons at the top. Tasks show the title, description, linked lead, due date, and assigned agent.
Click the green "✓ Complete" button on any pending task. The task will move to the Completed view.
Click "Calendar" at the top to see a calendar view of all tasks with their due dates, making it easy to plan your week.
Record interactions and track lead engagement.
In the Leads table, click the "Add Note" button on any row. Type your note in the popup and save — no page navigation needed.
Open a lead's detail page by clicking their name or the arrow. Scroll down to the Notes & Timeline section to add detailed notes with timestamps.
Every action on a lead — status change, assignment, note added — is recorded in the Activity Timeline on the lead's profile page. This helps you trace the full engagement history.
Track performance, revenue, and team productivity.
Click "Reports" in the sidebar. Use the Date Range filter (Today, Last 7 Days, This Month, Custom Range) and optionally filter by Agent.
The top row shows key metrics: Total Leads, Converted Leads, Total Revenue, Overdue Follow-ups — with arrows showing trends.
Reports include interactive charts:
• Daily Lead Trend — Line chart of leads over time
• Leads by Pipeline Stage — Doughnut chart
• Leads by Source — Horizontal bar chart
• Pipeline Values — Grouped bar chart of leads & deals per stage
Admins can see the Agent Performance table with: Leads Assigned, Leads Contacted, Deals Won, Conversion Ratio, and Average Response Time. Identify top performers and areas for coaching.
Click the green "Export" button next to the Apply filter to download your report data as a file for sharing or offline analysis.
Need help? Contact your organization administrator.
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