Track enquiries and leads

Before you start

Intake is part of Leads and CRM. If your plan doesn't include it, Chronica shows what it does and which plan has it when you open Intake.

Leads can arrive on their own from your intake forms. You can also add them yourself, for example after a phone call or a walk-in.

Add a lead

1. Open Intake from the menu and click Add lead.
2. Enter a First name, or an Organisation if there's no first name.
3. Add an Email or a Phone number. You need at least one.
4. If you like, choose a Source, Pipeline, Practice area and Owner, and describe the enquiry under What do they need?.
5. Click Create lead.

If you don't choose a pipeline, the lead goes into your firm's default pipeline.

Read the board

Intake opens as a Board, with one column for each stage of the pipeline. The line under the title shows how many leads are open, the fees you expect from them, and how many are waiting past the reply target.

• Drag a card to another column to move the lead to that stage.
• Use the filters for Pipeline, Owner, Source and Tag.
• Tick several cards to Assign, Move stage or mark them Not hired together.
• A red badge such as "12 days in stage" shows a lead that has stalled.

Switch to List for a table with search, a Stage filter and a Next step column. From the list, Conflict search is at the top.

Work a lead

Click a card to open the lead. The stage bar at the top shows where it is; click a stage to move it there. The tabs are Conversation, Intake answers, Conflict check, Documents and Tasks.

To reply, pick how in the conversation box: WhatsApp, Email, SMS, Log call, Note or Send form.

• Log call records a call. Choose Who called whom. An outgoing call counts as the firm's reply to a new enquiry. Tick Follow up to add a follow-up task for you.
• Note is for the team only. The lead doesn't see it.
• If the lead hasn't agreed to be contacted, click Record consent and say how they agreed before you send messages.

From the top of the lead you can also Book consultation, Send engagement letter, run a conflict check and convert to client.

Close a lead that didn't hire you

1. Open the lead and click Mark not hired.
2. Choose the Reason, for example Fee too high or Hired another firm. If you choose Other, add a Note.
3. Leave Check in again in ticked to get a task after the time you pick, or untick it.
4. Click Mark not hired.

Automations still waiting to run on the lead are cancelled. To bring the lead back, open it and click Reopen lead.

Questions

Why can't I drag a lead into Hired?

A lead reaches the hired stage only when you convert it. Open the lead and use Convert to client. To close it as not hired, use Mark not hired.

Should I delete a lead or mark it not hired?

Mark it not hired. Delete lead removes the lead, its conversation and its tasks, and keeps no record of why it ended.