Leads
The Leads module is where every new prospect enters GEMS CRM — whether captured manually, through a bulk import, or automatically from your website, email, live chat, LinkedIn, or WhatsApp. It’s built to carry a lead from first contact through qualification, all the way to conversion, with a complete history preserved at every step.
Leads List View
A searchable, filterable grid of every lead you have access to, with quick actions for creating, importing, and managing records.
What You’ll See
- Lead Counters – Total, Open, and Lost, for an instant read on your pipeline
- Filter Dropdown – shows your current list context, e.g. “All Leads (9)”
- Search Bar – quickly find a lead by key identifiers
- Leads Grid – core identity and ownership details for every lead
- Pagination – page size and navigation controls for large lists
Grid Columns
| Column | Description |
|---|---|
| First Name / Last Name | The lead contact’s name |
| Lead ID | Unique, system-generated reference used across Interactions, Tasks, Attachments, Sales Team, and Conversion |
| Primary email, used for communication and duplicate checking | |
| Company Name | The organization associated with the lead |
| Owner | The CRM user accountable for the lead |
| Created At | Date and time the record was created |
Additional columns like Status and Source can be added at any time through Settings.
Toolbar Actions
- New – opens the Lead creation form
- Refresh – pulls the latest data
- Settings – customize which columns appear
- Filter – narrow the list by business fields
- Sort – order records by any column
- Reset – clears filters and sorting back to default
- Actions – bulk operations including Import/Export Leads, Mass Delete, and Print Preview
Where Leads Come From
Leads don’t only enter GEMS CRM through manual entry — the system is built to capture them from wherever your prospects first show up:
- Manual Creation – entered directly by a user
- Import – bulk-loaded via CSV or Excel, with field mapping and validation
- Website – captured automatically from web form submissions
- Email – extracted from incoming emails
- Live Chat, LinkedIn, and WhatsApp – captured automatically from those conversations
Regardless of source, every lead goes through the same validation — mandatory fields, email format, and duplicate checking — before it’s created. Leads captured automatically (website, email, chat, LinkedIn, WhatsApp) are also automatically assigned based on your configured assignment rules.
Importing Leads
- Download the import template
- Upload your CSV or Excel file
- Map your file’s columns to the corresponding CRM fields — all mandatory fields must be mapped before import can proceed
- Confirm the import
The system validates file structure and mapping, checks for duplicates, and skips any it finds. Once complete, you’ll get an Import Summary showing how many records were Imported, Skipped, and Failed, along with a downloadable error file for any rows that didn’t make it through.
Lead Detailed View
Opening a lead gives you a complete picture — identity, qualification data, communication history, tasks, team assignment, downstream document lineage, notes, attachments, and full change history — in a safe, read-only view by default.
Why Read-Only by Default
As with other records in GEMS CRM, the Detailed View always opens in View mode, with every field shown as display-only. You switch deliberately into Edit mode whenever a change is needed, which prevents accidental edits.
Header
- Lead Name as the page title
- Edit – switches into Edit mode
- Close – returns to the Leads List, with your previous filters and search intact
- Kebab menu (⋮) – additional actions such as Print View
The Tabs
Which tabs you see depends on your role — if you don’t have access to a business area, that tab simply won’t appear.
| # | Tab | Editable? |
|---|---|---|
| 1 | Overview | Yes |
| 2 | Qualification | Yes |
| 3 | Interactions | Yes |
| 4 | Tasks | Yes |
| 5 | Sales Teams | Yes |
| 6 | Document Flow | No — always read-only |
| 7 | Notes | Yes |
| 8 | Attachments | Yes |
| 9 | Change History | No — always read-only |
Switching tabs never loses your place — moving between View and Edit mode keeps you on the same tab you were viewing.
Overview Tab
The landing tab of every lead, showing who this person is and their company context.
- Fields marked editable can be changed in Edit mode
- Lead ID and Lead Owner remain locked regardless of role — the owner can only be set at creation and never reassigned from this tab
Qualification Tab
Everything related to where this lead sits in your funnel and how ready it is to convert.
Lifecycle & Source
- Lead Capture Date and Expected Close Date – for aging and forecasting
- Lead Status – the operational status (e.g., Open); this controls whether the Sales Team tab allows adding members and whether the lead is eligible for conversion
- Lead Lifecycle Status – the funnel stage (e.g., New Lead); always read-only once the lead exists
- Lead Source and Interest Level
Assignment & Segmentation
- Assigned To, Industry, Business Unit, Territory, Sales Channel, and Campaign ID
Product Interest
- Choosing a Product Category filters the available Product Interest options
- Selecting a Product Interest automatically fills in the Product ID — this field is never entered manually
Financial Information
- Expected Revenue and Expected Cost are entered directly
- Expected Margin recalculates automatically the moment either value changes
Interactions Tab
A consolidated communication history covering Email, Calls, and Meetings.
- Email – messages are automatically grouped into threads so replies don’t create duplicate entries; email pulled in from your mail service is preserved exactly as received and can’t be manually edited or deleted
- Calls – log a completed call or schedule an upcoming one directly from this tab, with status and outcome tracked
- Meetings – schedule directly from this tab; meetings link to both the lead and your calendar
Tasks Tab
Two ways to add a task to a lead:
- Add Task – opens a list of predefined tasks that match this lead’s conditions, based on your organization’s Task Allocation rules. Mandatory tasks are visually flagged. If nothing matches, you’ll see “No tasks available.”
- New – takes you to the Task module to create a task from scratch, automatically linked back to this lead
Either way, the task appears in this lead’s Tasks tab and in the global Task module, and you can always navigate back to the lead from the task itself.
Sales Teams Tab
Tracks who’s responsible for or collaborating on this lead.
- Each row shows Role, Name, Email, Phone, and whether they’re the Main contact
- Add opens a picker to bring in a new team member with a specified role
- A banner indicates whether the initial team was set automatically by an assignment rule
Good to Know
- The Add button only appears when the lead’s Status is not Converted — once a lead converts, its team is frozen and can no longer be modified
Document Flow Tab
A read-only, visual trail showing what this lead has produced further down the process — for example, an Opportunity or Customer record created through conversion.
This tab is purely informational and populates automatically once a downstream transaction exists. If nothing has been created yet, it simply shows an empty state — there’s no way to add entries manually, since the lineage reflects actual system transactions rather than user input.
Notes Tab
Free-form internal notes about the lead that aren’t tied to any specific interaction, task, or attachment — useful for context or reminders. Notes are shown in reverse-chronological order with the author and timestamp.
Attachments Tab
Manage documents linked to the lead, split into two categories:
- Manual Attachments – files you upload directly (PDF, DOCX, XLSX, JPG, PNG, MP4, up to 20 MB each), each tagged with a category and description
- Interaction Attachments – files that arrived automatically through email interactions, kept separate to preserve their source
Change History Tab
A complete, tamper-proof audit trail of every change made to the lead — what changed, from what value to what value, who made the change, and when. This tab is always read-only, so the audit trail can never be altered.
Creating a New Lead
Lead Information
Core identity details — the lead owner, prospect classification, contact name, associated company, and any short description or notes.
Contact Information
How to reach the lead — email, phone, fax, website, and postal address, with Country, State, and City filtering progressively as you select each one. You can also indicate whether this contact is the decision maker.
Lead Qualification
The same funnel and routing fields found on the Qualification tab — status, source, interest level, assignment, industry, product interest, and organizational routing.
Financial Information
Expected Revenue and Expected Cost, with Expected Margin calculated automatically.
Saving
On Save, the system validates all mandatory fields, checks email format and duplicates, and generates a unique Lead ID automatically. Your new lead is immediately visible in My Leads.
If you click Cancel at any point, nothing is saved and you’re returned to the Leads List.