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Lead Module User Manual

The Lead Module is the starting point for all sales activities in TravelStack CRM. It allows agents to capture potential customer inquiries, manage requirements, and track the progress of sales opportunities from first contact to conversion.

1. Introduction

Efficient lead management is critical for travel agencies. This module ensures that every inquiry is logged, categorized by service type (Tour, Hotel, Flight, Cab, etc.), and followed up on systematically.

2. Key Features

  • Centralized Lead Management: View and manage all your inquiries in one place.
  • Service-Specific Requirements: Dynamic forms for different travel services.
  • Lead Status Tracking: Monitor the journey of a lead through various stages.
  • Team Collaboration: Assign leads to specific agents.
  • Activity History: Automatic tracking of status changes and user interactions.

3. How to Use the Lead Module

3.1 Search & Filter Leads

  1. Navigate to the Leads section from the side menu.
  2. Search Bar: Use the top search bar to find leads by Customer Name, Mobile Number, Email, or Unique Lead Number.
  3. Smart Filters: Narrow down your results using:
    • Service Type (e.g., Only show Hotel leads).
    • Lead Status (e.g., Show New or In-Progress leads).
    • Date Range: Filter byproductively by when the lead was created.

3.2 View Lead Details

Click the "View" (Eye Icon) on any lead in the list to open the detailed view page. This page is the command center for that specific inquiry.

Action Buttons:

Convert to Customer

Use this when a lead is confirmed. It transfers all details to the permanent Customer database.

Change Status

Update the current stage (e.g., In-Progress, Won, Lost) with a remark for the timeline.

Create Quote

Directly start building a price estimate/itinerary linked to this lead's requirements.

Edit

Modify lead details, contact info, or trip requirements.

Create Task

Schedule a follow-up call or reminder specifically for this lead.

Delete

Removes the lead. Use this only for duplicate or junk inquiries.

Sections on the Lead View Page:

The view page groups key information into cards so you can see the lead’s stage, ownership, and follow-ups at a glance.

Customer Information

Shows the primary contact details captured for the lead: Full Name, Mobile Number, and Email Address. These are the core fields used to identify and reach the prospect. They appear at the top of the view so you can quickly confirm who the lead is and how to contact them.

Address Information

Displays the lead’s location details: Full Address, City, State, Pincode, and Country. This section is optional when adding a lead; if not provided, values show as “-”. Use it for delivery, billing, or regional follow-up when relevant.

Service Requirements

The content here depends on the service type chosen for the lead (Tour, Package, Hotel, Flight, Cab, Visa, or Other). For example, Tour/Package may show Travel Date, Destination, and Pax; Hotel shows Check-in/Check-out and City; Flight shows Trip Type, Travel/Return dates, From/To cities, and Class; Cab shows Travel Date, Service type, and cities; Visa shows Country and Visa Type; Other shows a free-text Description. Only the card for the selected service is shown, so you see exactly what the prospect asked for.

Notes & Special Requirements

Shows any free-text notes or special requirements entered for the lead (e.g. dietary needs, accessibility, preferred timings). This section appears only when notes have been added. Use it to capture details that don’t fit in the structured fields and to pass context to the team or when creating a quote.

Lead Overview

This card summarises the lead’s meta information. It shows Status (e.g. New, Follow up, Progress, Quote, Won, Lost) with a colour-coded badge, Created by (the agent who created the lead), Assigned To (the agent responsible for follow-up), and Source (where the lead came from). If filled in, it also shows Approximate Amount, Created Date, and Expected Closing Date. Use this to quickly see who owns the lead and when it is expected to close.

Tasks

Lists tasks linked to this lead (e.g. follow-up calls, site visits, reminders). You see up to five open or in-progress tasks with title and due date. Use Create Task to add a new follow-up for this lead, or click a task title to open it. View All Tasks takes you to the full Tasks list filtered by this lead. Completed and deleted tasks are hidden here so you can focus on pending work.

The Activity Timeline:

Located at the bottom of the View Lead page, the Timeline is a transparent, real-time audit log that tracks the entire lifecycle of the lead. It ensures accountability and keeps your team informed.

What the Timeline tracks:
  • Status Changes: Every time a status is updated (e.g., from "In-Progress" to "Won"), the timeline records the change, the user who performed it, and any remarks provided.
  • Notes & Updates: Internal notes added by agents are displayed chronologically, making it easy to review past conversations.
  • System Actions: Records like lead creation, assignment to a staff member, and conversion to a customer are automatically logged.
  • Accountability: Each entry is timestamped with the exact date and time, along with the name of the staff member who made the update.

3.3 Adding a New Lead

Click the "Add Lead" button at the top right of the Leads page. The form is split into sections on the left (contact, address, trip details) and right (source, assignment, and actions). All fields with section titles are described below.

Customer Information

  • Full Name (required): The prospect’s name. Only letters, dots, and spaces are allowed; max 100 characters.
  • Mobile Number (required): Contact number. Only digits are allowed; you may start with + for international format. Min 10, max 15 characters.
  • Email Address (optional): Valid email; max 50 characters.

Address & Location

  • Full Address (optional): Street, area, or full address; max 300 characters.
  • City (optional): Only letters, dots, hyphens, and spaces; max 50 characters.
  • State (optional): State or region; max 50 characters.
  • Pincode (optional): Postal code; max 8 characters.
  • Country (optional): Default is India. Only letters, dots, hyphens, and spaces; max 50 characters.

Trip Requirements

  • Service Type (required): Choose the type of service: Tour, Package, Hotel, Flight, Cab, Visa, or Other. The form below changes to show only the fields for the selected type.
  • Select Package (when Service Type is Package): Pick a package from the list; the destination may auto-fill in the requirements.
  • Dynamic fields: After you select a service type, the following fields appear:
    • Tour / Package: Travel Date, Destination, Pax (Adults / Kids). For Package, Package Name may also be set.
    • Hotel: Check-in Date, Check-out Date, City/Destination, Pax (Adults / Kids).
    • Flight: Trip Type (One Way / Round Trip), Travel Date, Return Date (if round trip), Cabin Class, From City, To City, Pax (Adults / Children / Infants).
    • Cab: Travel Date, Service (e.g. Local / Outstation), Return Date (for outstation), Cab Type, From City, To City (for outstation).
    • Visa: Country, Visa Type.
    • Other: A free-text Description for any other requirement.

Fill the visible requirement fields as needed. Dates use a date picker (DD-MM-YYYY). Numbers (e.g. pax) accept digits only within the limits shown.

Notes & Special Requirements

  • Special Requirements (optional): A large text area for extra details—dietary needs, accessibility, preferred timings, or any note that doesn’t fit in the structured fields. Max 500 characters.

Additional Information

This section appears in the right column and is used for tracking and assignment.

  • Lead Source (optional): Where the lead came from (e.g. Website, Referral, Walk-in). Choose from the dropdown.
  • Approximate Amount (optional): Estimated deal value. Numbers and one decimal point only (e.g. 50000 or 12500.50).
  • Expected Closing Date (optional): When you expect to close the deal. Use the date picker (DD-MM-YYYY).
  • Assigned To (optional): The agent responsible for this lead. Defaults to the logged-in user; you can select another agent from the dropdown.

When you are done, click Save Lead to create the lead, or Cancel to return to the list without saving.