---
title: Leads
description: "> 📍 **Where can you find this module?** > *Main menu > Marketing* This module enables tracking and information handover between your sales representatives, and triggers a wide range of sales actions. You can view and filter all your marketing…"
url: "https://www.kafinea.com/en/help/marketing/leads/"
updated: "2023-11-27"
category: Marketing
---

# Leads

> 📍 **Where can you find this module?**
> *Main menu > Marketing*

This module enables tracking and information handover between your sales representatives, and triggers a wide range of sales actions. You can view and filter all your marketing prospects, track your interactions with them, and convert them into customer accounts.

> **Good to know**: A prospect is an inbound sales contact who is not yet a customer. Once qualified, it can be converted into Account (Customer), Contact, and Deal records.

Kafinea > Marketing > **Prospects**

The list view offers several predefined filters:

| View | Description |
| --- | --- |
| **All** | All prospects |
| **Hot prospects** | Prospects with a high-potential status |
| **My prospects** | Prospects you are responsible for |

> **Tip:** You can create your own custom views by clicking **Create a view** to filter by your criteria.

---

## Creating a prospect

There are [multiple ways to create a prospect](https://www.kafinea.com/en/documentation/kafinea-interface/records/) in Kafinea:

### Quick creation

1. Click the **+** (Quick add) button from any page
2. Select **Prospect**
3. Fill in the essential fields (**Name** is required)
4. Click **Save**

### Full creation

1. From the prospects list view, click **Add a prospect**
2. Fill in all fields in the full form
3. Click **Save**

### Other creation methods

- **Via the API**: full automation via [the Kafinea API](https://www.kafinea.com/fr/documentation/api-fr/lapi-kafinea/)
- **Via a web form**: a [contact form on your website](https://www.kafinea.com/en/documentation/automation/forms/) connected to your Kafinea instance automatically creates a prospect with the entered information
- **Via CSV import**: from the prospects list view, click **Actions** > **Import**, prepare a CSV file, and follow the import wizard

> **Good to know**: Only the **Name** field is required. All other fields are optional, but the more complete the record, the better the sales follow-up will be.

---

## Tracking a prospect

To ensure a prospect is converted into a customer, it must be tracked effectively.

### Qualification statuses

The status helps track the prospect’s progress through the sales process:

| Status | Description |
| --- | --- |
| **Not contacted** | Default initial state — new prospect, no action taken |
| **Awaiting contact** | Attempt to make contact — call/email sent, awaiting response |
| **To contact** | To be contacted again later — follow-up scheduled |
| **Contacted** | Contact established — exchange completed |
| **Cold** | Low interest — low likelihood of conversion |
| **Boiling** | Strong interest — engaged prospect, to be followed closely |
| **Hot** | High potential — high likelihood of conversion |
| **Pre-qualified** | Qualification in progress — needs verification underway |
| **Qualified** | Ready to be converted — prospect validated, conversion possible |
| **Dormant** | Irrelevant prospect — temporarily set aside |
| **Lost** | Prospect definitively lost — no further opportunity |

#### Recommended lifecycle

```
Non contacté → Attente de contact → Contacté → Pré qualifié → Qualifié → Conversion
                                                      ↓
                                               Froid / En sommeil / Perdu
```

> **Tip:** Regularly update your prospects’ status to keep a clear view of your sales pipeline and make effective use of dashboards.

### Acquisition sources

The source indicates where the prospect came from:

| Source | Description |
| --- | --- |
| **Cold call** | Telephone prospecting |
| **Existing customer** | Recommendation from a customer |
| **Self-generated** | Generated internally |
| **Employee** | Brought in by an employee |
| **Partner** | Brought in by a partner |
| **Public relations** | PR actions |
| **Direct mailing** | Mailing campaign |
| **Conference** | Met at a conference |
| **Trade show** | Met at a trade show |
| **Website** | Web form, online request |
| **Word of mouth** | Informal recommendation |
| **Other** | Other source |

### Activities & Comments

The Activities and Comments blocks on [prospect records](https://www.kafinea.com/fr/documentation/interface-kafinea/les-fiches/) allow sales agents to enter a summary of their exchanges and list the various activities completed or scheduled (call, SMS, email, video conference, etc.).

To schedule a follow-up:

1. From the prospect record, go to the **Activities** tab
2. Click **Add an event** or **Add a task**
3. Fill in the details (date, time, description)
4. Save

### Campaigns

Via the Campaigns relationship tab, you can add the prospect to [an existing email or SMS campaign](https://www.kafinea.com/fr/documentation/campagnes/les-campagnes-marketing/).

### Documents

Attach files and documents to the prospect record (quotes, presentations, supporting documents):

- **Add**: upload a new document
- **Select**: link an existing document in Kafinea

### Products and Services

Link products or services to the prospect to identify their areas of interest via the Products or Services tab.

### Dashboard widgets

You can add a widget to one of [your dashboards](https://www.kafinea.com/fr/documentation/interface-kafinea/les-tableaux-de-bord/):

| Widget | Description |
| --- | --- |
| **Prospects created** | Number of prospects created over a given period |
| **By status** | Breakdown of prospects by status |
| **By source** | Breakdown of prospects by acquisition source |
| **By sector** | Breakdown of prospects by business sector |

---

## Converting a prospect into a customer

Conversion is the key step that turns a qualified prospect into usable records.

### When to convert?

Convert a prospect when:

- The prospect is **qualified** (need confirmed, budget identified)
- You want to create a **deal** (sales opportunity)
- The prospect becomes an active **customer** or **contact**

### How to convert?

1. Open the prospect record to convert
2. Click the **Convert** button (in the action bar)
3. A conversion form appears with pre-filled data
4. Review and adjust the values if necessary
5. Select the modules to create (Account, Contact, Deal)
6. Click **Save** to start the conversion

### Modules created during conversion

Conversion can create up to three records:

| Target module | Description |
| --- | --- |
| **Account** (Customer) | The prospect’s company — includes company, email, phone, fax, website, sector, rating, headcount, annual revenue, full address |
| **Contact** | The individual — includes title, first name, last name, job title, email, phone, mobile, fax, source, address |
| **Deal** | The sales opportunity — includes company name, source, description |

> **Important:** You can choose to create one, two, or all three records depending on your needs. The prospect’s address is copied into the account’s billing **and** shipping addresses.

### What happens to the prospect after conversion?

- The prospect is marked as **converted**
- It no longer appears in the default active views
- Related data (activities, documents, etc.) is transferred to the new records
- The prospect record remains available in the history

> **Good to know**: You can modify [prospect conversion data mapping](https://www.kafinea.com/fr/documentation/mappage-de-donnees/le-mappage-de-conversion-de-prospect/) in the Kafinea settings.

---

## Setting up a conversion funnel

Thanks to these different features, Kafinea makes it possible to set up a custom conversion funnel using [workflows](https://www.kafinea.com/fr/documentation/automatisation/les-flux-de-travail-workflows/).

### Use case

A pharmaceutical company fills out a contact form on your website. It is automatically created as a prospect in your Kafinea instance and assigned to a sales agent specialized in this field. Once contacted and convinced, the prospect is converted into a contact and its company into a customer account in one click. The power of Kafinea automation ensures fast and effective conversion funnels.

---

## PDF export

You can generate a PDF of the prospect record:

1. Open the prospect record
2. Click the **More** (⋮) button in the action bar
3. Select **Export to PDF**
4. Choose the document template if several are available

---

## Frequently asked questions

### What is the difference between a prospect and a contact?

A **prospect** is an unqualified sales contact (prospect, lead). A **contact** is an individual linked to a customer account. The prospect becomes a contact during conversion.

### Can a prospect be deleted?

Yes, but it is recommended to set it to **Lost** or **Dormant** rather than deleting it, in order to keep the history.

### Can I convert a prospect without creating an account?

Yes, during conversion you can choose which modules to create. For example, you can create only a contact without an account, or an account without a deal.

### Is the prospect deleted after conversion?

No. The prospect is marked as **converted** and remains accessible in the system. It simply no longer appears in the default active views.

### How can I find converted prospects?

Create a custom view with a filter on the **Converted** field, or search for the prospect directly by name or number.

### Can I modify field mapping during conversion?

Yes, the administrator can configure the mapping via *Settings > Prospects module field mapping*. This allows you to choose which prospect fields correspond to which fields in the target modules.

---

## Glossary

| Term | Definition |
| --- | --- |
| **Prospect (Lead)** | Inbound sales contact, not yet qualified or converted into a customer |
| **Conversion** | Process that transforms a prospect into an Account, Contact, and/or Deal |
| **Account** (Account) | Record representing a customer company |
| **Contact** | Record representing an individual linked to an account |
| **Deal (Potential)** | Sales opportunity with an amount and a probability of closing |
| **Status** | Indicator of the prospect’s progress in the qualification cycle |
| **Source** | Origin of the prospect (how it was acquired) |
| **Owner** | Kafinea user responsible for tracking the prospect |

---

## Related references 🔗

- [Records](https://www.kafinea.com/en/documentation/kafinea-interface/records/)
- [The Kafinea API](https://www.kafinea.com/en/documentation/api/rest-api-introduction/)
- [Forms](https://www.kafinea.com/en/documentation/automation/forms/)
- [Marketing Campaigns](https://www.kafinea.com/fr/documentation/campagnes/les-campagnes-marketing/)
- [Dashboards](https://www.kafinea.com/fr/documentation/interface-kafinea/les-tableaux-de-bord/)
- [Customer accounts](https://www.kafinea.com/en/documentation/sales/customer-accounts/)
- [Contacts](https://www.kafinea.com/fr/documentation/ventes/les-contacts/)
- [Deals](https://www.kafinea.com/fr/documentation/marketing/les-affaires/)
- [Lead Conversion Mapping](https://www.kafinea.com/fr/documentation/mappage-de-donnees/le-mappage-de-conversion-de-prospect/)