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How to Post Activities on Accounts?

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Lead activities capture B2C activities performed on leads. You can similarly capture B2B related activities performed on your accounts. These activities help you log your interactions and track your overall journey with a particular business partner/vendor/associate.

If you’re new to the accounts feature, see Account Settings.

 

Example Use Cases

Here are some examples of account activities to get you started –

  • Stakeholder Meeting
  • Quotation Sent
  • Contract Signed
  • Contact Renewed
  • Van/Umbrella Activity, etc.

 

Create Activity Types

Step one is to create the activity types you require. Once you’ve created an activity type, you can add activities of that type to your accounts from the Manage Accounts or Account Details page.

  1. Navigate to My Profile>Settings>Accounts Customization>Custom Activities & Scores.
  2. Click the Add button.
  3. On the Add Custom Activity Type pop-up, add all relevant details (see the table below for more information).
  4. Now add custom fields related to the activity. Notes, Status and Owner fields are available by default. Click Add Field to add more custom fields. Select the Type as String, Number, DateTime, DropDown or User. You can also mark fields as mandatory. Click Next to go to the final step.
  5. Customize how you want your add/edit activity forms to appear. Drag and drop the fields you want displayed on the form from Available Fields to Activity Details. Click Add Section to add another section to the form.
  6. Click Save.

Account Activity Type Configuration

Fields on the Add Custom Activity Type form (step 1 of 3) –

 Field Description
Name Name the activity here.
Description Describe the activity here.
Account Types Use the multi-select dropdown to choose the account types you want the activity type to be applicable to.
Score Associate an account score with the activity. For example, increase the account score by 5 once a formal NDA has been signed.
Direction Inbound or Outbound.
Delete Activity Allow users to delete the activity. If you want to select CRUD permissions for specific users, see Permission Templates.
Log Activity Changes Log updates to the activity. See How to Log Activity Updates.
Allow pre-dated Activities If you check this option, users won’t be able to add activities on earlier dates.

 

Add Activities to Accounts

You can now add activities to your accounts from the Manage Accounts or Account Details pages.

Add Activities from the Manage Accounts Page 

  1. On the main menu, navigate to Leads>Manage Accounts and select an account type.
  2. On the Manage Accounts page, alongside the account you want to add an activity to, hover your cursor over the settingswheel, then click Add Activity.
  3. On the Add Notable Activity form, select an Activity Type from the dropdown (only your created activity types will show up here). Enter the fields relevant fields and be sure to fill in the mandatory data. Click Add to proceed.

Add Activities

 

Add Activities from the Account Details Page 

  1. On the Manage Accounts page, click the name of the account you want to add an activity to. This will direct you to the Account Details page.
  2. Hover your cursor over the Add Activity button, then click Account Activity.
  3. On the Add Notable Activity form, select an Activity Type from the dropdown (only your created activity types will show up here). Enter the fields relevant fields and be sure to fill in the mandatory data. Click Add to proceed.

Add activity account details

 

Activity History

The Activity History tab of the Account Details page displays the list of all activities posted against a particular account. You can hover your cursor over an activity and click the pencil pencil icon icon to edit or the delete icon to delete.

account activity history

 

Any Questions?

Did you find the answer to your question? If there’s anything more you’d like to know or feedback you want to provide, go ahead and leave a comment below.

How to Import Accounts?

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You can import accounts to LeadSquared through a CSV* file. Here are some things you need to consider before beginning the import process –

  • You can only import accounts pertaining to one account type (e.g., colleges, partners, vendors, etc.).
    For example, you can import multiple entries of a ‘College’ account type activity but you can’t import both ‘College’ and ‘Vendor’ account types with one CSV file.
  • How the fields in your CSV will match the fields of that account type. You’ll have to do the mapping after uploading the file.

*Max file size allowed – 10 MB. Max rows allowed 25000.

To learn more about accounts, see Account Settings.

 

Prerequisites

  • The Accounts Feature must be installed and at least one account type should be available.
  • The Account Name field is mandatory. You must include it in the CSV file you upload.

 

Import Accounts

1. Download the Sample CSV File

  1. On the Manage Accounts page, click the Import Accounts button.
  2. The Import Account wizard will appear. Click the Download Sample CSV link.

The sample file will now be downloaded (to the downloads folder or any location you’ve configured for your browser’s downloads). View the file to understand how to structure the CSV you want to upload.

 

2. Upload Your CSV File 

  1. On the Import Account wizard, either click the select a file from your computer link or directly drag and drop the CSV file into the area demarcated by the dotted line.
  2. Once the file has been uploaded, click Next.

Import CSV

 

3. Map the CSV File Columns to the Account Type Fields – 

  1. Map the fields in the CSV file to the account type fields. Choose the appropriate field in the CSV that matches the identifiers in the account type fields (For example, College Name, College Owner, College Source, etc.).
  2. Click Next when you’re done.

account import fields

 

4. Review the Validation Report
The validation report will show you errors in your mapping configurations. You can –

  1. Fix these errors and re-upload the CSV
    or
  2. Ignore the errors and continue. If you do so, accounts won’t be created for the rows which contained errors.

import validation review

 

5. Set Import Rules
Set import rules on how you want to handle duplicates –

  • Ignore duplicates
    If you select this option, duplicate records will not be imported. This is the default option that is pre-selected.
  • Overwrite duplicates
    If you select this option, the CSV file data will overwrite the data in your LeadSquared account.
  • Update empty fields of duplicates
    With this option, only empty fields of the duplicate records in LeadSquared will be updated with the data in the  CSV file.

You can also set the default owner –

  • If the account specified in your CSV is missing an owner, the selected user will be assigned as the account owner.
  • It won’t be overridden if you’ve mentioned an account owner in your CSV file (for example, that user X is the account owner for account A1).

Click Next when you’re finished.

set rules for account import

 

6. Check the Status of Your Import
Your import request is now successfully queued. Click the link shown below to view the status of the import. You’ll also be notified by email once the import is complete.
You can now choose to import another file or proceed to the Manage Accounts page.

import status accounts

Here’s an example of the email you’ll receive in your inbox. Click the link to download a summary report CSV.

account email

The “Import Status” and “Import Message” columns give you details on what happened with each account.

account details

 

Any Questions?

If you have trouble importing accounts or wish to give us feedback on this article, feel free to post a comment below.

LeadSquared Call and SMS Tracker App

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Important: Effective from Android v20.6 and above, Call & SMS Tracking features are available directly on the LeadSquared Mobile App (downloadable from the Google Play Store). However, to enable the Call Recording feature, the Call & SMS Tracker App described in this article must be installed separately.

1. Feature Overview

Previously, the Call and SMS Tracker App described in this article, provided call and SMS tracking features (posting calls and SMS as activities against relevant leads). Now the Call and SMS Tracker App only provides call recording functionality. To enable call recording, download the app from the section below. Recorded calls will be available against the Phone Call activities on your leads for listening and downloading.

Note:

  • Call recording is not guaranteed on all devices due to voice recording restrictions imposed by certain operating systems. If it does not function on your device, it is likely due to these OS limitations.
  • This app is only an assistant to the main LeadSquared app available on the Play Store. Its purpose is to enable Call Recording functionality.
  • To automatically record calls, on the Permissions page, under Call and SMS, enable the Record Calls permission.

 

2. Prerequisite

  • You must have an Android mobile device. The call recording feature is not supported on iOS devices.
  • Only install this app once you have updated the main LeadSquared Mobile App to the latest version.
  • You can check the version number by navigating to the main menu of the app and selecting Setting icon –

LeadSquared app version

 

3. Install Call and SMS Tracker App

To start tracking call and SMS activities on your LeadSquared mobile app, download our Call and SMS tracker app –

Download the latest version now

Once you click the download app button above, you may be prompted with a request to ‘Install Apps from Unknown Sources’. This is required to allow your default browser to download apps from the web.

You can also enable this permission from your device settings –

  1. On your device, navigate to Settings.
  2. Search for Unknown Sources. Then enable Allow installation of apps from unknown sources.

Depending on your device the setting may look like this –

apps from unknown sources chrome permissions for apps

Or like this –

LeadSquared - Install unknown apps

Once you install the app, first login to your LeadSquared account –

call and SMS app permissions

Be sure to accept all permissions so calls that were recorded can be stored in your device.

 

4. Enable Call Recording on Your Device

You can record your users’ inbound/outbound calls for review and quality control. The calls are automatically posted as activities in the Activity History section of the Lead Details page. Recorded calls can also be downloaded.

Note:

  • This feature may not be supported in some mobile phones as it is device dependent. If it is not supported on your mobile, reach out to your account manager or write to support.
  • If you’re using Xiaomi mobile phone, enable call recording through Mobile device settings.

To enable call recording on your device –

  1. From the dashboard, tap LeadSquared - Mobile app menu.
  2. Tap Setting icon and then tap Call and SMS.
  3. Under Call Settings, enable the Record Calls Permission.

LeadSquared - Enable Call Recording on Your Device

 

5. Set Call Recording Permissions on Web App

  1. From the main menu, navigate to My Profile>Settings>Mobile App>Permissions.
  2. Click Edit.
  3. Under Calls and SMS, set these permissions under the specific user roles to record calls –
    • Track Calls.
    • Record Calls –
      • No Calls –  No call activities are recorded.
      • All Calls – All call activities are recorded.
    • Track SMS.
    • Override settings on device – If enabled, the call and sms permissions set by the Admin will override the mobile device level settings enabled by the users.
  4. Click Save.
Note: To know more about setting mobile app permissions on the web platform, see Configure Mobile App Settings from the Web Platform.

LeadSquared - Set Call Recording Permissions on Web App

 

6. View Recorded Activities

6.1 On the Web App

  1. Navigate to Lead>Manage Leads.
  2. Click on a relevant lead and open the Lead Details page.
  3. On the Lead Details tab, click Activity History.
  4. Alongside the call activity,
    • To download the recording, click Cloud Calling.
    • To listen to the recording, click LeadSquared CTM Telephony.
Note: The recorded calls are stored in mp4 format.

LeadSquared - View Recorded Activities

 

6.2 On the Mobile App

  1. Navigate to the relevant Lead Details page.
  2. Tap Activity History.
  3. Tap on the relevant outbound call activity.
  4. On the Activity Details page, alongside Recording, tap LeadSquared - Listen to Recording icon.

LeadSquared - View call recording on mobile

 

7. FAQs

Why can’t I select required Call & SMS permissions in the LeadSquared Mobile App?

  • Issue: Users are unable to select the required call settings in the LeadSquared Mobile App.
  • Root Cause: Effective from Android v20.6 and above, Call & SMS Tracking features are available directly on the LeadSquared Mobile App. Unless users require the call recording feature, they don’t need to install the Call & SMS tracker.
    This issue is typically caused when the “Track calls” option is disabled in the mobile app settings of the web application.

LeadSquared Mobile App Call & SMS Settings

  • Solution: To resolve this –
    1. Go to Settings in the web application.
    2. Navigate to Mobile App>Permissions>Call and SMS.
    3. Ensure that the required permissions for tracking calls and SMS are all enabled.

LeadSquared Mobile App Call & SMS Settings

 

Any Questions?

Did you find this article helpful? Please let us know any feedback you may have in the comments section below. We’d love to hear from you and help you out!

How to Share Leads for a Limited Duration

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1. Feature Overview

LeadSquared’s Lead Share feature lets you share a lead with a sales user for a specific period of time. This feature is especially useful in scenarios where collaboration is required for a limited time without permanently transferring ownership or access to the lead. You can also control whether the user has view (read) or edit access to that lead.

This is different from Sales Groups. Sales Groups are used to organize users and give them ongoing access to leads. This access does not expire automatically and must be manually removed. Also, leads cannot be shared across different sales groups.

In contrast, leads shared using Lead Share are:

  • Shared for a limited time
  • Automatically revoked after the set duration
  • Can be shared with any user, regardless of group

Note:

  • There’s another Share Lead Via Email feature in LeadSquared which allows you to send a lead’s details to a user via email. The email includes some of the lead’s basic information and a link to the lead details page. However, only users who have access to the lead will be able to view the lead details page.
    Access (read, edit) to the lead can be granted (for a chosen period) by making use of the feature described in this article.
  • To share opportunities, see How to Share Opportunities for a Limited Duration.

 

2. Example Use Cases

Cross-team collaboration

In organizations with multi-stage sales processes, different teams may interact with the same lead at different stages. For example, a pre-sales team qualifies a lead and schedules a meeting, after which the sales team takes over for conversion. During this transition, the pre-sales team may still need temporary access for follow-ups or clarifications. Lead Share enables controlled, time-bound access without permanently assigning the lead.

Activity-based access

Certain workflows require specialized actions to be performed by different users. For instance, a lead may need to undergo loan evaluation, credit checks, or technical validation. The lead owner can share the lead with the respective user responsible for the activity, granting access only for the duration required to complete the activity.

Field sales coordination

In field sales scenarios, a user may need to collaborate with another representative who is geographically closer to the lead. The lead can be temporarily shared to enable coordination for meetings or site visits, without permanently transferring ownership.

 

3. Prerequisites

  • This feature is not available by default. Reach out to us at support@leadsquared.com to get this feature enabled for your account.
  • You must be an administrator user to set up a lead share automation.

 

4. How It Works

The Lead Share feature in LeadSquared works through automation triggered by activities. Once set up, leads are automatically shared with the relevant sales user when a specific activity is created or updated.

  1. Create an automation: An administrator must create and publish an automation that includes the Share Lead action.
  2. Trigger the automation using an activity: The automation is triggered when a selected activity (any custom activity) is added or updated on a lead.
  3. Share the lead with the activity owner

    • In the automation:

      • The lead is shared with the activity owner (the user assigned to the activity)
      • You can define:
        • The access level (View or Edit)
        • The duration (minutes, days, months, etc.)
  4. Sales User gets temporary access: Once the activity is logged, the selected sales user can access the lead from pages like Manage Leads and Smart Views, based on the permissions assigned.
  5. Access is automatically revoked: After the specified duration expires, the sales user’s access to the lead is automatically removed (no manual action required).

 

5. Setting Up Lead Share

Lead sharing is set up in two steps –

  1. Activity forms must capture the Activity Owner.
  2. Creation and publishing of an Automation where lead share is triggered when the activity is posted.

5.1 Ensure Activity Owner is Captured

  1. Navigate to Settings>Leads>Custom Activities & Scores.
  2. Click the edit icon alongside the the activity type you want to add/update as the trigger for lead share.
  3. On the Update Custom Activity Type pop-up, navigate to step 3 of 3.
  4. If the Owner field is under the Available Fields section, drag and drop it into any of the form sections.
  5. Click Save.

Leadsquared - Share Leads for Limited Duration

5.2 Create an Automation

  1. On your main menu, navigate to Workflow>Automation and click the Create Automation button.
  2. Select the New Activity on Lead or Activity Update on Lead trigger*.
  3. Choose any custom activity, then click Save.
  4. Click the plus icon. Under Actions, click Lead Actions, then click Share Lead.
  5. Configure the Share Lead settings –
    1. For the Share with option, select Owner in Trigger.
    2. Select the duration you want to share the lead for.
    3. Select the access as either View Lead or Modify Lead.
    4. Click Save.
  6. Now click Publish to make the automation live.

*The lead share option will only appear under the Activity Create and Update triggers and the Create Activity action.

Leadsquared -Share Lead for a Limited Duration

Now that the automation is published, whenever the chosen activity is posted on a lead, the lead will be shared with the activity owner for the specified duration. For more information on activities, see Manage Activities. The sales user will now be able to view the lead after logging in.

 

6. Lead Share History Tab

You can view the lead share history for any particular lead, with details such as the activity, the duration the lead was shared for, and the lead share source (API or Automation). The page can be filtered by users the lead was shared with and the share status (Processing, Completed, Failed). The tab is available on the Lead Details page.

Leadsquared - Share Leads

 

Any Questions?

Do you have questions or issues with the content in this article? Let us know in the comments section below. We’ll get back to you asap!