Creating Your First Lead

Last updated: December 5, 2025 Author: ArtistHub Team

Overview

Creating a lead is the first step in tracking a potential business opportunity. This guide will walk you through the process of adding a new lead to your pipeline.

Step-by-Step Guide

Step 1: Access the Add Lead Form

1. Navigate to the Leads module
2. Click the "+ Add Lead" button (usually in the top-right corner)
3. The lead creation form will open

Step 2: Fill in Basic Information

Required Fields

• Client - Select an existing client or create a new one
• Orchestra - Choose the orchestra/venue associated with this lead
• Stage - Select the current stage of the lead (e.g., "New", "Contacted")
• Next Action - Choose what action should be taken next

Optional Fields

• Lead Name - A descriptive name for this lead
• Notes - Additional information about the lead
• Priority - Set the priority level (Low, Medium, High)
• Expected Value - Estimated value of the potential contract
• Expected Date - When you expect this to close

Step 3: Associate with Client

Option A: Select Existing Client

1. Click the Client dropdown
2. Start typing the client name
3. Select from the autocomplete suggestions

Option B: Create New Client

1. If the client doesn't exist, you can create it from the form
2. Click "Create New Client" link
3. Fill in client details
4. The new client will be automatically selected

Step 4: Select Orchestra/Venue

1. Click the Orchestra dropdown
2. Search for the orchestra or venue
3. Select the appropriate option

Tip: If you're creating a lead from the Orchestras module, the orchestra will be pre-filled.

Step 5: Set Initial Stage

1. Choose the Stage that best represents where this lead is in your pipeline
2. Common stages include:

- New - Just discovered

- Contacted - Initial outreach done

- Qualified - Confirmed interest

- Proposal - Proposal sent

- Negotiation - In discussion

- Won - Successfully converted

- Lost - Opportunity closed

Step 6: Set Next Action

The Next Action field helps you track what needs to be done:

• Call - Make a phone call
• Email - Send an email
• Meeting - Schedule a meeting
• Proposal - Send a proposal
• Follow-up - General follow-up task

Step 7: Add Notes (Optional)

Use the Notes field to add:

• Context about how you found this lead
• Important details about the opportunity
• Any relevant background information

Step 8: Save the Lead

1. Review all the information you've entered
2. Click "Save Lead" or "Create Lead"
3. You'll be redirected to the lead details page or back to the leads list

Best Practices

1. Be Specific with Lead Names

• Use descriptive names like "John Davis - National Philharmonic - 2025"
• Include key identifiers (artist, venue, date)

2. Set Realistic Stages

• Don't overestimate where a lead is in the pipeline
• Be honest about the current status

3. Always Set a Next Action

• This ensures you know what to do next
• Helps with follow-up and task management

4. Add Context in Notes

• Document how you found the lead
• Note any important conversations or details
• Include relevant background information

5. Associate Correctly

• Make sure the client and orchestra are correctly linked
• This helps with reporting and organization

Common Scenarios

Scenario 1: Lead from Existing Client

1. Select the existing client from the dropdown
2. Choose the appropriate orchestra
3. Set stage based on where discussions are
4. Add notes about the new opportunity

Scenario 2: Lead from New Client

1. Create the new client first (or use the quick create option)
2. Fill in all lead details
3. The system will link everything together

Scenario 3: Lead from Gmail

1. If Gmail integration is enabled, you can create leads directly from emails
2. The email context will be automatically linked
3. Client information may be pre-filled from the email

Troubleshooting

Issue: Client Not Found

Solution: Use the "Create New Client" option or check if the client exists under a different name.

Issue: Can't Select Stage

Solution: Make sure you have lead stages configured in Settings. Contact your administrator if stages are missing.

Issue: Form Won't Submit

Solution: Check that all required fields are filled. Look for red error messages indicating missing information.

Next Steps

After creating your lead:

1. View the Lead - Click on the lead to see full details
2. Set Up Tasks - Create tasks for follow-up actions
3. Link Emails - Associate relevant emails with the lead
4. Track Progress - Move the lead through stages as it progresses

Related Articles

• Understanding Lead Stages
• Managing Lead Information
• Using the Kanban Pipeline

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Need help? Contact support or check our other documentation articles.