All documentation · Customers & deals

Leads and customers

Create leads, import them in bulk, read the Signals card, score them HOT/WARM/COLD, and move them from New to Converted inside Clyentra's customer workspace.

9 min read · Reviewed 2026-07-13

Every deal, invoice, and conversation in Clyentra hangs off a lead record. This guide covers where leads live, how to get them in, how Clyentra reads them for you, and how they graduate into paying clients.

Where leads live

Open /customers/leads. The page heading is Customers — "Manage your customer relationships". (If you land on /contacts, Clyentra redirects you here.) Three tabs run across the top:

Next to the tabs is an All / Mine toggle. It defaults to Mine, so the first thing you see is your own book of business, not the whole organization's. Flip to All when you need the org-wide picture.

There are no status tabs: Statuses are not tabs. To slice by status, either use the filters in the toolbar or switch to Kanban view, where each status is a column.

List view and Kanban view

Two icon buttons in the toolbar switch the layout — their tooltips read List view and Kanban view. List view is the sortable, filterable, exportable table. Kanban view gives you five columns, one per status, and you change a lead's status by dragging its card into another column. On mobile you get a card view instead of the table.

The five statuses are New, Contacted, Qualified, Converted, and Lost. They are the spine of the whole leads screen: the Kanban columns, the filters, and several of the Signals chips all key off them.

Create a lead by hand

The New Customer button opens the Create New Lead panel. (The New Deal button next to it goes somewhere else — see sales-pipeline.)

1. Fill in Personal Info. First Name * and Last Name * are required. You must also supply at least an email address or a phone number — save without either and Clyentra tells you: "Please provide at least an email address or phone number."
2. Fill in Company and Location. Company * and Industry * are required, as are Street address *, Country *, State / Province *, and ZIP / Postal Code *. A lead in Portland and a lead in Berlin both need a full address on file.
3. Set Details. Status * (New, Contacted, Qualified, Converted, Lost) and Source * (Website, Referral, Social, Email, Other). Filters also expose Advertisement, and leads can arrive from WhatsApp, e-commerce, and forms without anyone typing them in.
4. Add Sales Intelligence. Optional but high-value — this is what the Signals card and lead scoring feed on. See the field list below.
5. Fill any custom fields, then save. Custom fields your organization has defined appear in their own section at the bottom of the form.

The Sales Intelligence section

Twelve fields that carry a deal from first sniff to signed paper. Filling them is what turns a name in a table into something you can forecast against.

• Budget Range — what they can actually spend
• Authority Contact — who signs
• Need Summary — the problem in one line
• Expected Close Date — drives the Closing in 5d and Close date passed 2d signals
• Deal Value — e.g. $48,000; drives the value chip on the Signals card
• Product Selection — what they are buying
• Contract Required and Legal Contact — the paperwork path
• Final Contract Value and Payment Terms — what you actually landed
• Competitor Name and Loss Reason — why you won or didn't

Import leads in bulk

The Bulk Upload Leads dialog accepts .csv, .xlsx, and .xls. Hit Download Template to get a file with the right headers already in place, and check the Supported column headers list before you map anything by hand.

Clyentra states the rules up front: "At least one name component is required.", "At least one contact method is required.", and "Invalid or duplicate rows are skipped." That last one matters — a messy export from another CRM will not corrupt your database, but it will import less of itself than you expected.

When the run finishes you get Upload Complete — {n} row(s) processed with three tiles: Created, Duplicates, and Failed. Read the Failed tile before you assume the import worked.

Export back out: The export button writes leads-YYYY-MM-DD.csv. If you have rows selected it exports exactly those rows; if nothing is selected it exports the whole filtered set. Filter first, then export, and you get precisely the slice you wanted.

Bulk actions: what exists and what doesn't

Select rows with the checkboxes and two buttons appear: Email (n) and WhatsApp (n), alongside the CSV export. That is the complete set. There is no bulk assign, no bulk status change, and no bulk delete for leads — status moves happen one card at a time on the Kanban board, and assignment is handled by lead-routing.

The lead detail sidebar

Click any lead to open its sidebar. In compact mode you get three tabs — Details, Activity, and Sales — and the Activity tab has its own sub-tabs for Activity, Notes, Email, and Meetings. Quick actions sit at the top: Call, Mail, WhatsApp.

Maximize the sidebar and it becomes a three-panel workspace: Details | Engagements | Pipeline. The Pipeline panel is an accordion covering Deals, Orders, Invoices, Payments, Files, and Executions — every commercial artifact tied to this person in one column. If a deal sits in a terminal stage, you can Reopen Deal from right here.

Signals — read the lead in five seconds

The full-screen detail view carries a Signals card. It shows up to six chips, and every one of them is computed directly from the lead's own record — no model call, no cost, no vague prose. If the chip says Stalled 9d, it is because nothing has touched this lead in nine days.

The most urgent chips sort to the front. When a lead is too fresh to say anything true about, the card is honest about it: "Not enough activity yet to read this lead."

Below the chips sit two more rule-based blocks — a Last touch line and a numbered Do next list. Both are derived from the record, both are free.

AI is opt-in, and only where it earns its keep: Nothing on the Signals card calls a model. If you want a narrative read, press Ask AI for a deeper read — only then does Clyentra spend credits. The section becomes AI read, with a Regenerate button. See ai-credits for what that costs.

Lead scoring: HOT, WARM, COLD

The Lead Score Rules tab in Admin Settings turns your own fields into a 0-100 score. Each rule picks a field, an operator, and a weightage — industry equals Software, budget above a threshold, source equals Referral, whatever actually predicts a win for you.

Two thresholds turn that number into the category badge you see on every card: Cold lead range (default ≤ 40) and Hot lead range (default ≥ 80). Anything between them is WARM. There is also a toggle — "Recalculate scores when lead information changes" — so the score keeps up as the lead does.

Scoring feeds routing: The Hierarchy-Based routing method assigns leads by score band. Get scoring right first, then let lead-routing put your best leads in front of your best closers.

Converting a lead

Set a lead's status to Converted — drag its card into the Converted column, or change the field in the form. The lead moves to the Prospects tab and Clyentra throws a celebration.

Converting does not create a customer record: Customers are a separate object, created by you at /customers/list with the Add Customer button. Converting a lead marks the lead as won and files it under Prospects; it does not silently mint a linked customer behind your back.

Where leads come from without you typing

The fastest way to grow this list is to stop typing into it. Published forms and booking pages write leads in directly — see forms-and-booking. Routing rules assign them the moment they land — see lead-routing. And a workflow can email, task, or nudge on every new lead the second it appears — see workflow-automation.