Activity Management – Feature Guide

1. Feature Overview

Once Leads and Opportunities are captured in your account, you can monitor their progress down the sales funnel by tracking notable interactions and events, or ‘Activities’. Activities help you understand a lead’s position in the conversion funnel, and accordingly automate nurturing and sales processes. Activities include email opens, website visits, link clicks, site visits, product demos, etc.

LeadSquared Activity Management

 

What is the difference between Activities and Tasks?

In LeadSquared, activities are actions carried out by a lead (such as email opens, link clicks, incoming phone calls, website visits, etc.). You can also create custom activities (such as loan application, document submission, home visit, etc.). However, in principle, activities help you track notable events in a lead’s journey, from prospect to customer.

Tasks, appointments or to-do’s, are created for your LeadSquared users, to drive a lead to conversion. Tasks usually have scheduled date and time, and can be tracked using LeadSquared’s tasks calendar.

 

2. Activity Types

2.1 Core Activities

LeadSquared comes pre-built with a number of core or system activities like email bounced, email link clicked, website page visited, lead captured, etc. We automatically post these activities against your Leads or Opportunities, whenever they are performed (provided the LeadSquared Tracking Script is installed). The activities then appear in the Manage Activites page or on the Lead Details page.

To view the list of  core activities in your account, navigate to My Profile>Settings>Leads>Activities and Scores>Core Activities & Scores.

LeadSquared Activity Management

 

2.2 Custom Activities

In addition to core activities, you can also create custom activities to accommodate your own unique use cases. For complete details on how to create custom activity types, see How to Add Custom Activity Types. You can also add fields within each custom activity to capture relevant data. Once you’ve created custom activity types, they will be available to be added against the leads and opportunities (from the Manage Activities page, the Lead Details page, etc.).

Here are some examples –

IndustryCustom Activity
Real EstateSite Visit
EducationAttended Fair
HealthcareClinic Visit
FinanceKYC Document Collection
TravelItinerary Shared
GenericAttended Webinar, Downloaded Document, Had a Phone Call

To view the list of custom activities in your account, navigate to My Profile>Settings>Leads>Activities and Scores>Custom Activities & Scores.

LeadSquared Activity Management

Notes:

  • If opportunities are enabled on your account, you can post activities directly on the opportunity. To know how to add activities to opportunities, refer to Opportunity Details.
  • Additionally, you can also capture activities posted on your B2B accounts as well. To know more, please refer to How to Post Activities on Accounts?

 

3. Lead Scoring

Every time a lead performs a core or custom activity (such as email open, link click, etc.), a score is assigned for this activity, and this score is posted against the lead. You can customize the score for each activity type, as per your business requirement, and the industry you’re present in. This will help you identify relevant leads. To know more, please refer to How does Lead Scoring work?

 

4. Add Activities

Once you’ve configured activity types, you can add activities to both leads and activities from the following pages within LeadSquared –

4.1 From Manage Activities Page

You can add the activity to a lead as well as to an opportunity. All activities you add will be displayed on the Manage Activities page as well as the corresponding Lead Details and Opportunity Details page. To do this –

  1. From the main menu, navigate to Leads>Manage Activities.
  2. Select the custom activity from the Activity Type dropdown.
  3. Click the Add Custom Activity button, and on the activity pop-up, enter the activity, lead and opportunity details.
  4. Once you’re done, click Add.

LeadSquared Activity Management

 

4.2 From Manage Leads Page

You can add both core as well as custom activities directly to a lead from the Lead Details page. This will also show up on the Manage Activities page. To do this –

  1. From the main menu, navigate to Leads>Manage Leads.
  2. Against an existing lead, under Actions, hover your cursor over the icon, and click Add Activity.
  3. On the Add Notable Activity pop-up, enter all the relevant details, and click Add.

LeadSquared Activity Management

 

To add activities to leads in bulk from the Manage Leads page –

  1. Click the Checkbox against the leads you want to add the activities to.
  2. Then, hover your cursor over the Leads button, and click Add Activity.
  3. On the Add Notable Activity pop-up, enter all the relevant details, and click Add.

LeadSquared Activity Management

 

4.3 From Lead Details Page

You can add both core as well as custom activities directly to a lead from the Lead Details page. This will also show up on the Manage Activities page. To do this –

  1. From the main menu, navigate to Leads>Manage Leads, and click on a lead.
  2. On the Lead Details page, click the Activity Details button.
  3. On the Add Notable Activity pop-up, enter all the relevant details, and click Add.
  4. You can now view the activity listed under the Activity tab. You can also view all the activity details that have been added to the lead here.

LeadSquared Activity Management

 

4.4 From the Manage Opportunities Page

You add activities to an individual opportunity from the Manage Opportunities page. This will also show up on the Manage Activities page. To do this –

  1. From the main menu, navigate to Leads>Manage Opportunities>Opportunity Type.
  2. Against an Opportunity Name, under Actions, hover your cursor over the Settings icon icon, and click Add Activity.
  3. On the Add Notable Activity pop-up, enter all the relevant details, and click Add. To know more, please refer to Opportunity Management.

LeadSquared Activity Management

 

4.5 From Opportunity Details Page

You add activities to an individual opportunity from the Manage Opportunities page. This will also show up on the Manage Activities page. To do this –

  1. From the LeadSquared main menu, navigate to Leads>Manage Opportunities>Opportunity Type.
  2. Under Enquiry, click any existing opportunity.
  3. On the Opportunity Details page, click the Activity Details button.
  4. On the Add Notable Activity pop-up, from the Activity Type dropdown, select an activity, and enter relevant details.
  5. Once you’re done, click Add.
  6. You can now view the activity listed under the Activity tab. You can also view all the activity details that have been added to the opportunity here. To know more, please refer to Opportunity Details.

LeadSquared Activity Management

 

5. Import Activities

You can import an activity through a CSV file* similar to how you import leads and opportunities. To import activities –

  1. From the main menu, navigate to Leads>Manage Activities.
  2. On the Manage Activities page, click the Import Activities button.
  3. Upload the CSV file.
  4. Map the CSV File Columns to the Activity Type Fields.
  5. Review the validation report.
  6. Check the status of your report.

To learn about the above steps in detail, please refer to How to Import Activities.

LeadSquared Activity Management

 

6. Export Activities

To export your activities to a CSV file –

  1. From the main menu, navigate to Leads>Manage Activities.
  2. Under the Leads button, click Export Activities.
  3. On the Export Activities pop-up, choose whether you want to all fields or selected fields. If you want to export selected fields, click the corresponding checkbox, then click the Choose Fields link.
  4. Click Export when you’re done.

LeadSquared Activity Management

Notes:

  • All date-time fields you export will be displayed in the time zone configured in your LeadSquared account. You can edit the time zone and other profile settings from Your Profile.
  • You can also export fields of a custom field set. However, file type fields cannot be exported.

 

7. Bulk Updates

This is especially helpful for users who work on activities rather than leads and opportunities. With this feature, you can update activity fields in bulk by selecting the checkboxes alongside the records you want to update on the Manage Activities page, and then click Bulk Update underLeads. You can update a maximum of 1,000 activities at a time.

LeadSquared Activity Management

On the Bulk Update pop up, select the activity field and the new value, click Update and your changes will be applied to all selected records.

LeadSquared Activity Management

 

8. Advanced Search

You can use advanced search to find leads where a specific any custom activity has taken place. You can also select the number of days within which the activity has taken place. You can set up these searches as follows –

  1. Navigate to Leads>Manage Activities.
  2. Click Advanced Search.
  3. Select Lead Activity Is Any Activity or a specific activity as per your use case.
  4. Then select the number of days.
  5. Click Add. Once your criteria is added, click Find Activities.

LeadSquared Activity Management

Note: You can save advanced search filters, and create views for activities, tasks, leads and opportunities, all in the same place, using the Smart Views feature.

 

9. Forms and Processes

Once you create an activity type, you’ll have to then create and configure the default form for that particular activity.

LeadSquared Activity Management

You can also use LeadSquared’s Forms and Processes feature to create dynamic forms. Through these forms, you can set rules and conditions for activity capture. You can also add activities, as well as create leads, opportunities and tasks.

LeadSquared Activity Management

 

9. Permission Templates

Through Permission Templates, you grant access only to specific users to be able to view, add, update, delete, export and import activities. You can use this to prevent your sales users from viewing or adding activities of your marketing users, and so on. To know how to do this, please refer to How to Create a Permission Template?

LeadSquared Activity Management

 

10. Automations

You can create automations using the following activities triggers.

LeadSquared Activity Management

Every time the activity you’ve selected (such as email open, etc.) is completed, you can set up an automation to perform various functions, such as assign a task to a user, update various fields, etc. In the below example, every time a lead opens an email, the lead then gets added to a list. To know more, please refer to Automation Home.

LeadSquared Activity Management

 

Any Questions?

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