How to Manage Leads
View, organize, and follow up on every lead that comes through KaiCalls.
Finding Your Leads
Navigate to Dashboard > Leads to see all your leads in one place. The leads table shows each lead's name, status, score, assigned agent, and the date they were created.
Lead Statuses
Every lead has a status that tracks where they are in your pipeline:
- New:The lead just came in. No one has reached out yet.
- Contacted:You have reached out to the lead (call, text, or email).
- Qualified:The lead has confirmed interest and is a good fit for your services.
- Converted:The lead became a paying customer.
- Lost:The lead is no longer interested or did not respond.
Change a lead's status from the lead detail page using the status dropdown.
Lead Scoring
Kai automatically scores every lead from 0 to 100 based on the content of their calls — what they said, how engaged they were, and how closely they match your ideal customer profile.
Hot
Score 70 - 100
High intent, ready to buy
Warm
Score 40 - 69
Interested, needs follow-up
Cold
Score 0 - 39
Low intent or just browsing
Use the temperature tabs at the top of the leads page to filter by Hot, Warm, or Cold leads.
Lead Details
Click any lead to open their detail page. Here you will find:
- •Contact info — name, phone number, email address
- •Call history — every call with this lead, with duration and outcome
- •Transcripts — full text of each conversation
- •Activity timeline — calls, emails, SMS, and status changes in chronological order
- •Notes — add your own notes for context that does not appear in calls
Searching and Filtering
Use the search bar at the top of the leads page to find leads by name, phone number, email, or call summary text.
Filter leads by:
- •Status — New, Contacted, Qualified, Converted, Lost
- •Agent — which agent handled the lead
- •Temperature — Hot, Warm, or Cold
Adding Leads Manually
Not every lead comes through a phone call. Click Add Lead at the top of the leads page to manually create a lead — for example, from a website form submission, a walk-in, or a referral.
Enter the lead's name, phone number, and email. You can also add notes about how they found you or what they are looking for.
Following Up
From any lead's detail page, you can take action immediately:
- •Call — initiate an outbound call to the lead
- •Send SMS — send a text message from your agent's number
- •Send Email — draft and send an email follow-up
- •Update Status — move the lead to the next stage of your pipeline
Tips
- •Check your Hot leads daily. These are the people most likely to become customers — speed matters.
- •Update lead status after every interaction so your pipeline stays accurate and you know where each lead stands.
- •Use notes to track context between calls — what you discussed, what the lead needs, and what to follow up on.
- •Review Lost leads periodically. Sometimes timing changes and a lead that was not ready before may be ready now.