📍 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 in Kafinea:
Quick creation #
- Click the + (Quick add) button from any page
- Select Prospect
- Fill in the essential fields (Name is required)
- Click Save
Full creation #
- From the prospects list view, click Add a prospect
- Fill in all fields in the full form
- Click Save
Other creation methods #
- Via the API: full automation via the Kafinea API
- Via a web form: a contact form on your website 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 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:
- From the prospect record, go to the Activities tab
- Click Add an event or Add a task
- Fill in the details (date, time, description)
- Save
Campaigns #
Via the Campaigns relationship tab, you can add the prospect to an existing email or SMS campaign.
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:
| 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? #
- Open the prospect record to convert
- Click the Convert button (in the action bar)
- A conversion form appears with pre-filled data
- Review and adjust the values if necessary
- Select the modules to create (Account, Contact, Deal)
- 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 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.
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:
- Open the prospect record
- Click the More (⋮) button in the action bar
- Select Export to PDF
- 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 |