Lead Management
The Leads section is the central inbox for everyone who reaches out to you through your website. Whenever a visitor fills in your contact form, subscribes to your newsletter, or asks a question about a product, SitePack captures that person as a lead and lists them here — so you have a single place to see who is interested, how promising they are, and what still needs a reply.
Think of it as a lightweight CRM (customer relationship manager) built into your admin portal: no spreadsheets, no separate tool, and nothing to install. Every enquiry lands in one list, keeps its own history, and moves through a simple follow-up workflow from New to Completed.
Where leads come from
You do not create leads by hand for the most part — they arrive automatically from the different ways visitors can contact you. SitePack recognises where each one came from and labels it, so you can tell a casual newsletter signup apart from someone actively asking to buy.
| Source | How the lead is created | Type it gets |
|---|---|---|
| Contact form | A visitor submits the contact form on your website | Contact |
| Newsletter | A visitor subscribes to your mailing list | Newsletter |
| Product request | A visitor uses the "request information" option on a product | Product inquiry |
| Manual | Added directly for a lead that reached you another way (for example by phone) | Varies |
Because everything funnels into the same list, you never have to check several places to see who contacted you — the contact form, your newsletter, and product enquiries all show up together.
The lead list
The main Leads page shows your enquiries newest-first, in pages of 25, and is built so you can quickly see what needs attention.
- Status tabs with counts. Filter the list by follow-up status — New, In contact, Waiting, Completed (deal), and Completed (no deal) — each showing how many leads currently sit in that stage, so you can jump straight to the ones that still need work.
- Type filter. Narrow the list to a single kind of enquiry (for example only Product inquiries) when you want to focus.
- Quick info per row. Each row shows the person's name, company, email, phone, where the lead came from, its rating, and when it arrived — enough to scan your recent activity without opening every entry.
The rating: Hot, Warm, or Cold
To help you spend your time on the enquiries most likely to turn into business, SitePack automatically gives every lead a rating:
- 🔴 Hot — a strong, high-intent lead worth following up quickly.
- 🟠 Warm — a promising lead with moderate signals.
- 🔵 Cold — a low-intent or low-information lead.
The rating is worked out from a behind-the-scenes score between 0 and 100. You do not have to manage the score yourself; it is calculated automatically from signals such as:
- What the person wants. A product enquiry counts for much more than a newsletter signup, because it shows clear buying intent.
- How much they told you. Leaving a phone number, a company name, a job title, or writing a longer, detailed message all push the score up.
- Their email address. A business email address (rather than a free consumer inbox like gmail.com) is a small extra signal that this is a professional enquiry.
Higher scores become Warm, and the highest become Hot. This is a transparent guide, not a hard rule — you always have the final say.
Overriding the rating
If you know a lead is more (or less) valuable than the automatic rating suggests, open it and set the rating to Hot, Warm, or Cold yourself. A manual rating always wins over the automatic one, and it sticks until you clear it — at which point the lead reverts to its automatically calculated rating.
Working a lead, step by step
When a new lead comes in, open it to see the full detail — the person's contact information, their message or subject, and a timeline of everything that has happened so far. From there, follow this simple workflow:
- Review the enquiry. Open the lead to read what they wrote and check their contact details, rating, and where they came from.
- Reach out and mark it "In contact." Once you have replied (by email or phone), set the status to In contact so you and your team know it is being handled.
- Use "Waiting" when the ball is in their court. If you are waiting for the lead to get back to you, set the status to Waiting so it does not look like it has been forgotten.
- Close it out. When the conversation reaches its conclusion, mark the lead as either:
- Completed (deal) — you won the business. You can record the deal value (in euros) so you can see what your leads are actually worth.
- Completed (no deal) — it did not turn into business. Closing leads this way keeps your active list clean without deleting the history.
Every status change is recorded automatically on the lead's timeline, so you always have a record of how each enquiry progressed.
Notes and the activity timeline
Each lead has its own timeline that keeps its full history in one place:
- Your notes. Add a note whenever you want to record something — a summary of a phone call, an agreement, or a reminder for a colleague. Notes are shared with anyone who can manage the site.
- System notes. SitePack automatically logs key events, such as a status change or a rating update, so the history stays complete even without manual notes.
Repeat enquiries are merged, not duplicated
If the same person contacts you again (using the same email address) while their previous lead is still open, SitePack does not create a second entry. Instead it adds the new submission as a note on the existing lead, fills in any details it did not have before, and keeps the highest-intent type. This keeps one clean record per person, with the whole conversation in one timeline, instead of scattering a single contact across several duplicates.
Connecting leads to other tools
Beyond following up by hand, your leads can feed the other tools you use — a CRM, an email marketing platform, or an internal notification system — through apps. When an app is installed on your site, SitePack can automatically notify it the moment a lead is created, updated, or closed. This is covered in detail in Leads & App Integrations.
Frequently asked questions
Where do leads come from?
From the ways visitors contact you: your website's contact form, newsletter signups, and product information requests. Each is captured automatically and labelled with its source, and they all appear together in the Leads list.
What do Hot, Warm, and Cold mean?
They are a quick indication of how promising a lead is, based on an automatic 0–100 score. Hot leads show the strongest buying intent and the most complete information; Cold leads the least. You can override the rating manually on any lead.
Can I change a lead's rating myself?
Yes. Open the lead and set it to Hot, Warm, or Cold. Your manual choice always overrides the automatic rating and stays until you clear it, after which the lead goes back to its calculated rating.
What are the lead statuses?
New, In contact, Waiting, Completed (deal), and Completed (no deal). Use the status tabs at the top of the list to filter, and update a lead's status as you work through it.
Can I record how much a lead was worth?
Yes. When you mark a lead as Completed (deal), you can enter the deal value in euros, giving you a record of the revenue your leads generate.
What happens if the same person contacts me twice?
If they use the same email address while an earlier lead is still open, the new message is merged into that existing lead as a note (and any new details are filled in) rather than creating a duplicate. You keep one record per person with the full history.
Do I have to reply from inside SitePack?
No. The Leads section is for tracking and organising enquiries. You reply using your normal email or phone, then update the lead's status and add a note so the history stays accurate.