Leads: From First Contact to Conversion
Leads are the people who enter your sales pipeline, from a portal, an incoming phone call, or a walk-in. You register them, follow them through six pipeline statuses, and convert them either to a contact (with optionally a deal), or you mark them as lost.
When do you use this?
Section titled “When do you use this?”- An Idealista inquiry comes in, you register a buyer lead
- A seller offers their property, you create a seller lead including commission
- You view your “Qualified” leads and want to convert someone into a deal
- You import hundreds of buyer leads from a marketing campaign
The leads overview
Section titled “The leads overview”Click on Leads in the sidebar. You see a table with columns First name · Last name · Email · Phone · Status · Lead source.
At the top right you will find a split-button Create lead:
- Click the button → opens the side panel to create one new lead.
- Click the arrow → opens a menu with two options: Create lead (shortcut
⌘K/Ctrl+K) and Import (for CSV import, see Importing leads).
Creating a new lead
Section titled “Creating a new lead”Open the side panel via Create lead or press ⌘K (macOS) / Ctrl+K (Windows/Linux).
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Choose Lead type: this is the first required field. Two options:
- Buyer: wants to buy or rent (later receives: size range, price range, location preferences)
- Seller: wants to sell or rent out (later receives: commission, market price, property address to sell)
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Optionally adjust the assignment fields (at the very top):
Field Default Assign to The logged-in agent Salutation Mrs. / Mr. (gender-based salutation) Language English -
Fill in personal details:
Field Requirement First name ★ Required Last name ★ Required Email ★ Valid email address Phone ★ International format, you choose the country code via the flag (default: 🇪🇸 +34) WhatsApp Number Optional, separate from Phone -
Fill in pipeline fields (all three required, defaults often work fine):
Field Default Lead source ★ By Person Lead stage ★ Hot Lead status ★ New -
Notes (optional), free text about this lead, visible to all users with access.
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Address information (all optional), the personal address of the lead: Street · City · State · Zip code · Country.
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Fill in Property Details: see the tabs below for the difference between Buyer and Seller.
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Timing (at the bottom, optional), Looking to (dropdown with options such as “Buy”, “Rent”) and Timeline (date picker, when does the lead want to take action).
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Press ⌘S / Ctrl+S to save. The panel closes and the lead appears at the top of the overview.
Buyer vs. Seller fields
Section titled “Buyer vs. Seller fields”| Field | Explanation |
|---|---|
| Type ★ | Property type dropdown, required |
| Bedrooms | Dropdown 0+ to 10+ |
| Bathrooms | Dropdown 0+ to 10+ |
| Price range | Two inputs (min “to” max), required at Qualified |
| Location | Free-text field or area search |
A Buyer does not have a Construction Size field in this panel (that is only for Seller).
| Field | Explanation |
|---|---|
| Source MLS ★ | Additional required field for Seller, choose portal (Idealista, Kyero, …) |
| Property Address toggle | Turn on → reveals a second address set for the property being sold by the lead (separate from their personal address) |
| Type ★ | Property type |
| Bedrooms / Bathrooms | Same as buyer |
| Construction Size (m²) | Single field, the seller knows their surface area |
| Price range | Min and max, same as buyer |
| Location | Same as buyer |
| Market Price | Estimated sale value |
| Commission | Your commission percentage |
| Way of selling | Dropdown, Exclusive / Not Exclusive / With Collaboration |
| Price of commission | Read-only, automatically calculated (Market Price × Commission %) |
The pipeline: six statuses
Section titled “The pipeline: six statuses”| Status | When to choose |
|---|---|
| New | Default on creation. No contact yet. |
| Contacted | Contacted at least once (phone, email, WhatsApp). |
| Qualified | Assessed as a serious prospect, ready for conversion. |
| Unqualified | Does not meet your criteria (budget, intention, location). |
| Lost | Went to competitor, lost interest, no longer reachable. |
| Converted | Converted to contact + (optional) deal. Final status. |
You change the status by clicking on a step in the progress bar at the top of the lead detail page.
Stage: Hot, Neutral, Cold
Section titled “Stage: Hot, Neutral, Cold”Independent of status. Indicates urgency:
| Stage | When |
|---|---|
| Hot | Ready to decide quickly. Follow up within 24 hours. |
| Neutral | Interested, no rush. Periodic follow-up. |
| Cold | Long-term or no longer responsive. On the nurture list. |
Converting a lead to contact (+ deal)
Section titled “Converting a lead to contact (+ deal)”-
Make sure the status is Qualified and that Price range Min/Max are filled in.
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Click on the Converted step in the progress bar.
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The conversion side panel appears with the header “New contact: [name]” and a checkbox Create deal from contact.
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Decide whether you want to immediately open a deal:
- Checkbox OFF + click Convert to contact → only the contact is created, no deal.
- Checkbox ON → the panel reveals three extra fields for the deal: Closing date (pre-filled), Name ★ (auto-generated from deal template) and Deal value (pre-filled based on Price range). The button changes to Submit.
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Optionally adjust the deal fields and click Submit (
⌘S/Ctrl+S). The system redirects you to the new contact (and the new deal if you left that option checked).
What happens automatically
Section titled “What happens automatically”- The record type changes from Lead to Contact
- Default role becomes Buyer
- Lead status → Converted (final status)
- (When creating a deal) a new deal is created with search criteria and agent carried over. The deal name follows the template from Settings → Deal Settings → Deal Name Template, default: “Buy - Apartment - €230K - Diego Prueba Agosto” style.
Lead Sources: the full list
Section titled “Lead Sources: the full list”| Source | When to choose |
|---|---|
| Cold Calling | You called proactively |
| Incoming Call | Lead called your office |
| Referral | Referred by client or partner |
| Website | Via your own site |
| Social Media | Facebook, Instagram, LinkedIn |
| Email Campaign | Response to newsletter |
| Incoming Mail | Letter or mail |
| By Person | Met in person / walk-in |
| Portals | Real estate portal (Idealista, Kyero, …) |
| Networking Events | Trade fair, event |
| Print Advertising | Newspaper, magazine, flyer |
| Collaborative Partners | Partner office |
| Outdoor Advertising | Billboard, outdoor advertising |
| Radio/TV Advertising | Audio or video advertising |
The detail page: brief overview
Section titled “The detail page: brief overview”- Progress bar at the top, click to change status
- Left sidebar: core data (Assigned agent · Created at · Email · Phone · Lead stage · Lead source)
- Action icons below the avatar: call, email, edit, calendar, create task, three dots (⋯) for delete
- Tabs on the right: Activities (default) · Lead Info · Notes · Emails · Calls · Whatsapp · SMS · Tasks · Meetings · Attachments
Importing leads
Section titled “Importing leads”Importing is reserved for admins. From the leads overview: click the arrow next to Create lead → choose Import.
- Choose variant: Owners (sellers) or Leads (buyers).
- Upload CSV with at least: First Name, Last Name, Email, Phone, Owner Email.
- Mapping: link CSV columns to CRM fields.
- Verify & Import: system processes rows and reports the result.
Deleting leads
Section titled “Deleting leads”- Open the lead.
- Click the three dots (⋯) below the avatar.
- Delete → soft-delete to the trash (recoverable).
Common mistakes
Section titled “Common mistakes””Lead not qualified” when clicking Converted
Section titled “”Lead not qualified” when clicking Converted”The status is still on Contacted or lower. First set to Qualified.
Price fields suddenly red
Section titled “Price fields suddenly red”You set the status to Qualified without filling in Price range Min/Max. Fill both in and save.
Duplicate lead warning
Section titled “Duplicate lead warning”Email or phone already exists, search for the existing record and supplement it instead of creating a new record.
”Source MLS” required on a Seller: can I leave it empty?
Section titled “”Source MLS” required on a Seller: can I leave it empty?”No, for a Seller lead Source MLS is required by default. Choose the portal or source platform where the property originally came from.