Reading the Lead Board

1  The card before you open it

This is what you scan down a column. The order never changes, so your eye learns where to look: who they are, when they landed, whether they are due, and anything that changes what you say.

1. ANameClick anywhere on the card to open the full record.
2. BService tagWhat they asked about — Botox, Glo2, Laser Hair, Tattoo. Comes from the ad or form they filled in.
3. CArrivedWhen their inquiry came in. On a Booked card the appointment moves above this, because the appointment is the headline.
4. Dwaiting 6h 20m openOnly on New and Working cards nobody has touched. It counts open hours only — a lead that came in Saturday night is not shown as 40 hours late on Monday. Grey is fine, amber is slipping, red needs a call now.
5. ECall now — 3d lateThe callback date has passed. Red is overdue or today, amber is tomorrow or this week, grey is further out. “as asked” next to it means you set that date yourself after a conversation.
6. FExisting clientMeevo has them as a client already, with the date they last came in. The new-client offer does not apply to them.
7. GText onlyThey told us on the form how they want to be reached. Honour it before you dial. It only shows when they narrowed it down.
8. H3rdThis is attempt number three, and it names who tried last and how long ago. Only on Working and Follow Up cards.
9. IScheduledStraight from Meevo — Scheduled, Completed, Cancelled or No show, with the date. “from the notes” instead means we read a date in the notes but Meevo has no matching booking.
10. Jclosed by the teamA person decided this, not the automatic rules. Don't reopen it without a reason. moved here means someone moved it on this board.
11. Kcame back 2xThey inquired again after going quiet. Read the note history before you call — you are picking up a conversation, not starting one. also in Booked means the same person has a second card somewhere else.
12. LThe quoteWhat they typed on the form, if they typed anything. Otherwise the running note history. This is the best two seconds you can spend before dialling.

2  The card once you click it

The open card splits in two. Everything on the left is history and buttons — what happened and what you can do about it. The right side is the note diary, and it is the only part you type into.

1. AName & serviceThe × in the corner closes it. Clicking the dark area outside also closes it. Nothing is lost — everything saves as you go.
2. BThe facts gridArrived, Stage, Phone, Email, Speed to lead, We reached out, They came back, Visited before, Next callback, Appointment, How they found us, Best way to reach them, Campaign / Form. Phone and email are links — tapping the phone number dials it. If a person moved this card, a “Who put it in this stage” row appears with their reason.
3. CWhat to sayOnly on Existing Clients cards. It spells out that the new-client Botox price does not apply and gives you the line to use instead. If no script is set, do not quote the new-client price.
4. DOutreach historyEvery call, text and email in order. ✓ is us reaching out, ↩ is them coming to us. Each one shows the outcome, the date and who did it. “undo” removes one you logged by mistake.
5. EAction buttonsWhat you can do changes with the stage — see section 4. This is the safe way to move a card, because it records who decided and why.
6. FNotes from WixEverything Chelsey and the team wrote in the old Wix board, brought across. Read-only, on purpose — it is the record of what already happened.
7. GWrite a noteClick into the box and type. Cmd/Ctrl + Enter saves it. This is where new notes go from now on.
8. HThe diaryNewest note first, with who wrote it and when. Notes can be edited — you have to say why, and the original text is kept — but they can never be deleted.

3  Finding your way around

The top of the screen is a filter, not a report. The two tiles on the left are buttons — click one and the board shows you only those people.

4  What happens when you log a call

One button starts a short chain. You never have to remember to move the card afterwards — it asks you while the conversation is still fresh.

5  Five things worth knowing

• Notes can be edited but never deleted. If you edit one you have to say why, and the original wording stays in the history. Nothing you write can be quietly removed by anyone.
• Search before you assume a lead is new. The Lost column only shows recent closures so it stays readable, but searching a name or phone number finds every card, however long ago it was closed.
• Waiting times only count open hours. A lead that arrives Saturday evening is not treated as days late on Monday morning. The clock runs while the spa is open.
• Use the buttons rather than dragging when you can. Dragging works and is fine for a quick tidy, but the buttons record the outcome as well as the move, which is what fills in the history.
• A card marked “closed by the team” was a person's decision. So was “moved here”. Don't reopen either without a reason you'd be happy to write in the notes.