Lead management: the leads table

The leads table is TasKey's main screen. Here you see all your leads, filter them, select several leads at once and add a new lead. This guide goes through each part of the screen briefly. Every topic has a detailed guide, and the link to it appears at the end of the section.

About the screenshots: The screenshots show the Hebrew interface. Button and menu names are given in English, with the Hebrew label in parentheses so you can spot them on screen.

1. Getting to the leads table

1. Click Leads (לידים) in the top bar. The table opens.
2. Want a ready-made list or another tool? Hover over Leads, and the full menu opens.

Group	What's in it
Tables (טבלאות)	Ready-made lists: New leads, Follow-ups, All leads, Leads I added, Assigned to me, and pages by status that the manager set up (in the picture: Closed). Most lists show the number of leads next to them. When the contacts module is active, Contacts is here too
Add (הוספה)	Add lead, Import leads file
Tools (כלים)	Recent comments, Manage lead sources, Merge records, Export to Excel, API, Blacklist (detailed in the next table)
Settings (הגדרות)	Edit fields, Edit statuses, Settings

What each tool in the Tools group does:

Tool	What it does	Who sees it
Recent comments	The latest comments written on leads	Everyone
Manage lead sources	How many leads came from each source, renaming a source and cleaning up sources. See Managing lead sources	View all permission on leads
Merge records	Combining two cards of the same customer into one card. See Duplicate leads and merging records	View all permission on leads
Export to Excel	Exporting leads to a file (section 12)	Excel export permission
API	The account's API key and the connection documentation, for example for a landing page form. See Connecting a landing page form	View all permission on leads
Blacklist	Blocking numbers and spam leads. See Blacklist and anti-spam	Blacklist → View and edit permission

Two more tools aren't in this menu. When their module is active, they appear as a separate button in the top bar:

• Cold leads - a separate table for old leads you moved out of the main table with the Move to cold table action (see Bulk actions on leads).
• ROAS - tracking spend and revenue in each customer's campaigns: the marketing manager, start and end dates, spend, revenue and ROAS. Shown to users with the ROAS → View mine permission.

Don't see some of the items? The menu is adapted to your permissions. Settings, import and export appear only for users who were given permission.

2. The layout of the screen

• The toolbar at the top: search, views, new lead, filtering and columns.
• The filter bar on the side. It opens and closes with the three-lines button.
• The table: a row for each lead. Clicking the lead's name opens the lead card, and you can change the status right from the row.

3. The toolbar

One side of the bar, with the row of active filters below it:

The other side of the bar:

#	Tool	What it does
1	The three lines	Opens and closes the filter bar. The system remembers if you left it open
2	Search leads...	Search by name, phone, email, city, ID number and more. Next to it: how many leads match the filter
3	All leads	The saved views menu (section 6)
4	New lead	The add-lead form (section 9)
5	Table / pipeline	Switches to the pipeline board (section 11). Shown when the pipeline module is active
6	Funnel	Shows or hides the row of active filters. The blue number says how many filters are active
7	Columns	Manage columns (section 7)
8	Refresh	Reloads the table
9	Paging	Arrows to the next and previous page. Clicking "1-20 of..." opens jumping to a page and choosing Rows per page: 10, 20, 50, 100, 200 or any other number
10	The filter row	Each active filter appears as a tag, for example Rep: Michal. The X removes it, and Clear all at the end of the row removes all of them

Small screen? On a narrow screen, for example a small laptop, the search and the New lead button move to the top of the filter bar.

4. Filtering from the column headers

The quickest way to filter: click a column header, for example Rep (נציג).

1. Check one value or several. Each value shows how many leads it has.
2. You can search the list and sort it by Count or Name.
3. Click Apply.

There are three kinds of header filter:

• A list with counts - for statuses, rep, lead source, campaign and more. Unassigned shows leads without a rep, and statuses have shortcuts to Statuses to handle and All statuses.
• Date - in columns like Follow-up date: shortcuts like Today, Tomorrow, This week, Future and Up to today, a free range, and sorting Old to new or New to old.
• Number - in columns like Comments and Sources: Has or None, or a comparison (equals, greater than, less than).

All the details and examples: Advanced filters in the leads table.

5. The filter bar

To filter by several conditions together:

1. Click the three lines in the toolbar.
2. Open Advanced filter.
3. Choose the conditions and click Search. Clear all brings back the full table.

Filter	Options
Rep	Several reps together, including Unassigned
Status, Lead source	Multiple selection
Follow-up date	Overdue, Today, Tomorrow, This week, Future, 7 days, 30 days, This month, Between dates...
Last enquiry date	Today, Yesterday, 7 days, 30 days, This month, Last month, Between dates...
Meetings, Meeting status	Has a meeting or No meeting, and the meeting's status. Shown when the meetings module is active
Purchase status, Products	Purchased or Didn't purchase, and specific products

Text fields and lists you marked for Advanced search in field editing appear here too.

6. Saved views

A view saves a combination of filters, sorting and columns. Instead of filtering again every morning, you open the view with one click.

Click All leads in the toolbar. At the top of the menu there are seven ready-made quick views, with the number of leads in each:

View	What it shows
New leads	Leads in the new-lead status
Follow-ups	Leads in progress whose follow-up date is up to today
Overdue	Leads in progress whose follow-up date has already passed
For today	Leads in progress you need to get back to today
Future	Leads in progress with a follow-up date in the future
Leads I added	Leads you created
Assigned to me	The leads assigned to you

Saving a view of your own:

1. Filter and sort the table the way you want.
2. Open the menu and click Save current view.
3. Name the view and click Save. The account manager and users with the Manage views permission also choose Global (for all users) or Private (only for them). A view saved by a user without that permission is saved as private.

Each view has a three-dot menu: Rename, Pin, Columns, Change group, Set as default, Make private or Make global, and Delete. On a view you don't have permission to edit, for example a global view for a rep, only Pin and Columns appear. A pinned view appears as a button next to the menu and at the top of the filter bar. A view you set as the default opens every time you enter the table.

The full guide: Saved views.

7. Managing columns

Click the columns button in the toolbar (number 7).

• Available columns on one side, Active columns on the other. + adds a column, X removes it, and dragging changes the order.
• The phone icon sets whether the column is also shown on mobile. Name, phone, status and lead source are always shown on mobile.
• Default columns at the top of the window means you're editing the base columns. When a view is open, you're editing its columns.

How to save:

Button	What it does
Save default	These columns will be shown to all users. For the account manager and users with the Manage views permission
Save as new view	Creates a new view with these columns. A user without the permission sees Save as private view instead
Reset	Go back to the default columns

A manager-only column The account manager also sees a lock next to each active column. A locked column is shown only to them; reps don't see it at all, not even in their own views. Useful for columns like lead cost.

Change a column's width by dragging the edge of its header. After a change, Reset column widths also appears in the window.

Columns worth knowing (not shown by default):

Column	What it shows
Priority	The lead's priority level (section 10)
Tasks, Next meeting, Meeting status	What's planned with the lead
Purchases, Total purchases	How much they bought and for how much
Assignment date, Close date, Last WhatsApp date	When they were assigned, closed, and last talked to on WhatsApp
Audience, Ad, Contact channel	The details of the campaign the lead came from
Custom fields	Any field you added to the lead (section 15)

8. Actions on several leads at once

1. Check the box at the start of each lead's row. The box in the header selects the whole page.
2. A dark bar opens at the bottom of the screen with the number of leads selected.
3. Choose an action under Change status or Assign to rep (which also has Clear assignment), and click Apply.

• Select - Select current page, Deselect all, Select all ... leads (everything that matches the filter, including the next pages) and Select a number....
• More actions - always has Export selected, Export selected including comments, Bulk update (update a field in all the selected leads) and Action history. Depending on your permissions and modules, it also shows Delete comments, Reset leads to today, Change follow-up date to today, WhatsApp broadcast (with the WhatsApp module), Move to cold table and Delete selected (with the delete permission).

Made a mistake? After an action, a message with an Undo button appears for 7 seconds. Click it right away to bring things back.

Don't see checkboxes? The checkboxes and the bar appear only for users with the Assign permission (in the "Leads - actions" group of the role). See Teams, roles and permissions.

All the actions, permissions and limits: Bulk actions on leads.

9. Adding a lead by hand

1. Click New lead in the toolbar, or Add lead in the Leads menu.
2. Fill in the customer name and phone, and other fields if needed.
3. You can set a follow-up date right away.
4. Choose the lead sources. The default is A lead I created, unless the manager made the source a required field or turned this option off (section 16).
5. If Assigned rep appears, choose who the lead belongs to. The default is you.
6. Click Add lead.

At the top of the form there are links to Edit lead fields and Import leads file, for users with permission. The fields in the form are set in field editing (section 15).

The phone already exists in the system? As soon as you type it, the message An existing lead with this phone was found appears, with the status, rep and last enquiry date of the existing lead.

1. Choose a lead source (required) and a campaign if needed.
2. Click Attach to this lead.

The new enquiry goes into the existing card: the lead source is updated and added to the source history, the lead is assigned to you and goes back into handling, and a note is recorded on the timeline. Right after that, the Lead details screen opens with the existing lead, and everything written about them before is kept.

Can I still create a new lead? By default, a second lead with the same phone isn't created. A manager who wants to allow it turns on Allow creating a duplicate lead in Lead settings → General settings, and then the message also shows Ignore and create a new lead.

10. Priority

You can mark a priority level on each lead, so the important leads stand out.

1. Add the Priority column in Manage columns (section 7). It isn't shown by default.
2. Click the circle in the lead's row.
3. Choose a level: None, Low, Medium, High, Urgent or Critical.

• When the table is sorted by Follow-up date, which is the usual sort, more urgent leads appear first. A role with the Sort without priority permission sees the sort without this boost.
• Clicking the Priority column header filters by level.
• Changing the status or rep in an action on several leads at once resets their priority to None.

11. The lead card and the pipeline board

The lead card opens when you click the lead's name. It has the lead's details, the comments, the status and follow-up date, and tabs like WhatsApp, sources, tasks, meetings and purchases, depending on the modules active for you. All of it is in the Lead card guide.

The pipeline board opens with button 5 in the toolbar: a column for each status and a card for each lead. Which statuses are shown is set in Lead settings → Pipeline. See Statuses, pipeline and pop-ups.

12. Import and export

• Import - in the Leads menu click Import leads file (the link is also at the top of the add-lead form). Upload an Excel file (XLSX, up to 10,000 records) and match each column in the file to a field in the system.
• Export everything - in the Leads menu, in the Tools group, click Export to Excel.
• Export specific leads - select them, and in the action bar choose More actions → Export selected.

The full guide: Importing and exporting leads.

13. Leads table settings (for managers)

In the Leads menu, in the Settings group, click Settings. The Lead settings screen opens, divided into tabs:

Tab	What you set there
General settings	What leads are called in the interface, sorting, comments and timeline, filtering and the table display
Table columns	Turning columns on and off at the system level, like city, street and last WhatsApp date. The column order and what each person sees are easier to manage in Manage columns (section 7)
Statuses, Status settings, Pipeline, Status change rules, Closing a deal	Everything about statuses - see Statuses, pipeline and pop-ups
Lead follow-up alerts	A pop-up that appears when it's time to get back to a lead (later in this section)
Menu and quick links	The New and Follow-ups buttons in the top bar, and up to three pages by status (later in this section)
Edit fields	The lead and form fields (section 15)
Add-lead form	The form's behavior, rep assignment and lead sources (section 16)
Field headings	Headings that group fields on the lead card and in forms

Useful settings in the General settings tab:

• Lead title and Leads title - a different name in the interface, for example "Customer" and "Customers".
• Sort by last enquiry - the table is sorted by default by the last enquiry date instead of the follow-up date.
• Default sort - new lead - the order in which new leads open from the menu: oldest to newest or newest to oldest.
• Hide logs in comments - the lead card shows only comments, without the system records.
• Unassigned filter - adds a Lead not touched button to the toolbar.
• Unassigned leads in red - every row of a lead without a rep is colored red.
• Characters shown in a cell - how much text you see in cells like lead source and campaign before it's cut off.
• Disable resetting leads and Disable deleting comments - block these actions.

The lead follow-up alert pop-up

A pop-up that reminds reps to get back to their leads on time. Here's how to turn it on:

1. In Lead settings, go to the Lead follow-up alerts tab. The tab requires the Edit statuses permission.
2. Turn on Pop up an alert.
3. In Statuses for the alert, choose the statuses in which the customer needs a call back, for example Follow-up and No answer. Without statuses the pop-up doesn't appear.
4. A user who doesn't need the pop-up? Choose them in Turn off the alert for users.

What the rep sees: every time a screen loads in the system, the leads assigned to them are checked, in the statuses you chose, whose follow-up date is between two hours ago and 5 minutes from now. If there are any, the pop-up There are ... leads whose follow-up date has arrived appears.

• The pop-up shows up to 10 leads, earliest first. When there are more, the title says "at least 10".
• Clicking the lead's name opens it in a new tab. You can change the follow-up date and status right from the pop-up.
• Show all leads in the table opens your leads in these statuses, with a follow-up date up to today.
• The pop-up appears again on every screen change, until you update the lead's follow-up date or status.
• A lead whose follow-up date passed more than two hours ago no longer appears in the pop-up. You'll find it under Follow-ups.
• Leads without a rep don't appear in anyone's pop-up.

Menu and quick links

In the Menu and quick links tab you set which shortcuts to lead lists appear in the top bar.

Switch	What it does
Show the new leads page in the top bar	Shows the New button in the top bar, with the number of new leads. When it's off, New leads is also removed from the Leads menu. The button appears only when there are new leads
New leads up to now	Counts as new only leads whose follow-up date has already arrived, not the whole day. Currently this affects only the top menu in the new design. In the regular top bar, the one in this guide's pictures, the count is always to the end of the day
Follow-ups in the menu	Shows the Follow-ups button in the top bar. The number on it is how many leads' follow-up dates have already passed
Future follow-ups	When there are no leads whose follow-up date has passed, Follow-ups opens all the future follow-ups, nearest first, instead of an empty list

Below are three cards, Additional page 1 to Additional page 3. Each one is a ready-made list of leads in the statuses you choose, for example all the leads in Closed:

1. In Statuses for the page, choose one status or several.
2. In Page name, write the name that will appear in the menu.
3. Want a button in the top bar too? Turn on Show in menu.
4. Want only leads you need to get back to by the end of the day, without future dates? Turn on Follow-up date up to today.

A page with statuses and a name always appears in the Leads menu, in the Tables group, with its number of leads. Show in menu also adds a button for it in the top bar, like the Closed button in the picture in section 1.

14. Automatic rep assignment

New leads that come in from the API without a rep - for example from a website form or from Make - can be distributed to reps by themselves.

1. Click Settings in the top bar, and in the API and logs group choose New lead — intake and notifications.
2. Go to the Rep assignment (שיוך נציגים) tab.
3. Turn on Enable automatic rep assignment.

Each row in the table is a rep:

Column	What it says
Relative number of leads	The rep's share. A rep with 2 gets twice as many leads as a rep with 1 from the same source
Planned percentage	Their share in percent, calculated from the relative number
Sources	Which lead source the rep gets leads from. Empty = from all sources. Clicking the value lets you choose one source for the row
Campaigns	Leads from a specific campaign. When a campaign is set, it takes precedence over the lead source. Here too you choose one campaign
Assigned, Assignment percentage, Assignment gap	How many leads the rep actually got so far, and the gap from the plan

In the example in the picture: leads from Facebook are split between Uri (two thirds) and Michal (one third), and all the leads from Google go to Shira.

What the support team does You edit the data of a rep already in the table by clicking the value. Adding or removing a rep, and Reset the assigned count (starting the count from zero), are currently done through the TasKey support team.

Automatic assignment applies only to leads that come in from the API. A lead added by hand is assigned to whoever you chose in the form.

15. Custom fields

Want to keep information on a lead that has no field, like line of business or budget? Add a field.

The quick way is from the table:

1. Open Manage columns and go to the Add field tab.
2. Fill in a Field name and choose a Field type, for example Short text, Number, Date, Yes / No or Dropdown list.
3. Choose a Field category - which heading the field will appear under on the lead card.
4. For a Dropdown list and a Radio list, fill in the List options. Add option adds a row.
5. Click Add field.

After saving, the field editing page opens. Go back to the leads table, and in the Manage columns window add the new field as a column. All the fields, including editing and reordering, are managed in the Leads → Edit fields menu, or from the Edit lead fields tab in the Manage columns window.

The full guide: Custom fields.

16. Lead sources

The list of sources that appears in the add-lead form, for example Facebook, Google or Referral.

1. Go to Lead settings, to the Add-lead form tab, to the Lead sources - leads card. A shortcut: the Edit lead sources link under the source field in the add-lead form.
2. Click New lead source under the list. The source is added, and the old settings page opens. Scroll to the Lead sources - leads table at the bottom of the page, or go back to Lead settings → Add-lead form. At the top of the list a new row named "Lead source" appears, marked in red as inactive.
3. Click its name and type the source's name.
4. Turn on Active.

• Campaign, Audience, Ad and Contact channel - optional. Whatever you fill in here goes into the lead when this source is chosen in the form.
• Position - the order in the list.
• A source that's no longer in use? Turn off Active. It disappears from the form, and old leads keep it. Don't use the red X: deleting a source is done through the support team, and clicking it opens a blank page.

Above the list, in the same card:

Setting	What it does in the add-lead form
Lead source — hide the field	The field doesn't appear, and the lead is saved as A lead I created
Lead source — required field	You can't add a lead without choosing a source, and no source is preselected
Lead source — only the rep who added the lead	The picker keeps only A lead I created, without the list of sources
Lead source — disable the 'A lead I created' option	The A lead I created option is removed from the picker
Source of the list in the lead source picker	Manually managed table (below), Automatic — by the sources existing in leads, or Combined — table + automatic

Don't see the "source of the list" picker? Instead, the Lead sources (managed list) switch appears. Turn it on so the form uses the list of sources. Until then, the form shows the sources from the Lead sources — old default box and the sources that already exist in leads.

FAQ

How do I see only my own leads? In the views menu (All leads) choose Assigned to me, or filter by Rep.

The table shows fewer leads than I expected. Why? There's probably an active filter. Check whether there's a blue number on the funnel button, open the filter row and click Clear all.

How do I save a filter I use every day? Filter the table, open the views menu and click Save current view. Then, in the view's three-dot menu, click Pin.

How do I change the status of many leads at once? Select them, choose Change status in the dark bar and click Apply.

The columns got messed up. How do I go back to the start? Manage columns → Reset.