Prospects

📍 Where can I find this module?
Main menu > Marketing

This module enables you to track and pass information between your sales reps and trigger a multitude 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 incoming sales lead who is not yet a customer. Once qualified, it can be converted into records (Customer), Contact, and Opportunity records .

Kafinea > Marketing > Prospects

The list view offers several predefined filters:

Tip: You can create your own custom views by clicking " Create View" to filter results based on your criteria.

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Creating a lead #

There are many ways to create a lead in Kafinea:

Quick creation #

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

Complete design #

1. From the list view of prospects, click Add a prospect
2. Please fill out all the fields in the form
3. Click Save

Other creation methods #

• Via the API: Full automation via the Kafinea API
• Via a web form: A contact form on your website that is linked to your Kafinea account automatically creates a lead using the information entered
• 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.

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Prospect follow-up #

To turn a prospect into a customer, you need to follow up with them effectively.

Qualification Status #

The status allows you to track the prospect's progress through the sales process:

Recommended lifecycle #

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

Tip: Update your prospects' statuses regularly to maintain a clear view of your sales pipeline and make the most of your dashboards.

Acquisition sources #

The source indicates the prospect's origin:

Activities & Comments #

The "Activities" and "Comments" sections on prospect records allow sales representatives to enter a summary of their interactions and list the various activities that have been completed or scheduled (phone calls, text messages, emails, video conferences, etc.).

To schedule a follow-up:

1. From the record , go to the Activities tab
2. Click " Add Event " or " Add Task"
3. Fill in the details (date, time, description)
4. Save

Campaigns #

Using the "Campaigns" tab in the "Relationships" section, you can add the prospect to an existing email or SMS campaign.

Documents #

Attach files and documents to the 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 interests via the Products or Services tab.

Dashboard widgets #

You can add a widget to one of your dashboards:

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Converting prospects into customers #

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

When should you convert? #

Convert a lead when:

• The prospect is qualified (need confirmed, budget identified)
• Are you interested in creating a business opportunity?
• The prospect becomes a customer or an active contact

How do I convert? #

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

Modules created during conversion #

The conversion can create up to three records:

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

What happens to the lead after conversion? #

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

Good to know: You can change the mapping of lead conversion data in the Kafinea settings.

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Setting up a #conversion tunnel

Thanks to these different functions, Kafinea offers the possibility of setting up a personalized conversion tunnel using workflows.

Case study #

A pharmaceutical company fills in 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 the company into a customer account in just one click. The power of Kafinea automation ensures fast, efficient conversion tunnels.

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Export to PDF #

You can generate a PDF of the record :

1. Open the prospect record
2. Click the More button (⋮) in the action bar
3. Select " Export to PDF"
4. Select the document template if more than one is available

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Frequently Asked Questions #

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

A prospect is an unqualified sales lead. A contact is an individual associated with a customer account. A prospect becomes a contact upon conversion.

Can a lead be deleted? #

Yes, but it is recommended that you mark it as " Lost " or "Inactive" rather than deleting it, in order to preserve the history.

Can I convert a lead without creating an account? #

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

Is the lead deleted after conversion? #

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

How can I track converted leads? #

Create a custom view using the filter on the " Converted " field, or search for the lead directly by name or number.

Can I change the field mapping during conversion? #

Yes, the administrator can configure the mapping via Settings > Field Mapping in the Leads module. This allows you to choose which fields in the Leads module correspond to which fields in the target modules.

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Glossary #

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Related references 🔗 #

• The recordings
• Kafinea API
• The forms
• Marketing campaigns
• Dashboards
• Customer accounts
• Contacts
• The business
• Lead conversion mapping