> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.xap.rocks/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# Lead Action Tracker

# Lead Action Tracker 

### What is the Lead Action Tracker? 
The Lead Action Tracker gives you a clear, at-a-glance view of all your active and in-progress leads.  Helping you stay organised, responsive, and proactive.
With easy-to-read visual indicators, this report streamlines your lead management process, enabling you to prioritise follow-ups, track upcoming tours, and make informed decisions that keep your pipeline moving and your enrolments growing, allowing your team to focus their time where it matters most.


### Why use this report?
* **Stay on top of opportunities** by identifying overdue follow-ups and inactive leads.
* **Act faster** with visibility into new and never-contacted leads.
* **Plan ahead** by keeping track of upcoming contact dates and booked tours.
* **Customise your focus** with flexible filters that adapt to your specific needs.


|| All reports are available via the Xap Analytics screen. For full details on managing and filtering reports via Xap Analytics see: [Xap Analytics Overview](https://help.xap.rocks/en/article/xap-analytics-1ei0c3r/)

### How do I find the Lead Action Tracker? 
1. Go to **X**ap Analytics > **Waitlist Dashboard**
2. Select the **Lead Action Tracker** tab.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1fbc7nu.png)

### Understanding the Filters

| **Filter** | **Description** |
| ---- |
| **Action Threshold (days)** | Determines when a lead moves into each action category. |
| **Has Waitlist Record** | Filters to show only leads that already have a waitlist record. Toggle **on** to focus on clean-up of existing records; toggle **off** to include all leads. |
| **Tags** | Allows you to filter leads by tags. For Example: you can filter for leads willing to accept less days, helping you fill available spots. |

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1g0a78m.png)

### Action Categories 

| **Category** | **Definition** |
| ---- |
| **Active & In Progress Leads** | Total number of Active leads, highlighting how many are on track and how many require action. |
| **No Next Step** | Leads with a recent comment or completed tour but no next contact or tour scheduled. |
| **Fresh Leads ** | Leads created within the threshold period with no comments, next contact, or tour booked. |
| **Upcoming Next Contact ** | Leads with a next contact date set within the next X days. |
| **Overdue Follow-ups ** | Leads whose next contact or tour date has already passed. |
| ** Inactive Leads ** | Leads with no recent comments or tours and no next step set. |
| ** Never Contacted ** | Leads created before the threshold period with no activity or scheduled action. |
| ** Upcoming Tour ** | Leads with a tour scheduled within the next X days. |

|| Note: **On Track** = leads with an upcoming action already planned, keeping them on track and that do not fall under any of the other categories.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1e5k87q.png)

### Lead Details (Active & In Progress) 

| **Column** | **Description** |
| ---- |
| **Category** | Displays the lead’s current action category (e.g. *Never Contacted*, *Overdue Follow-up*, *Inactive*). Each category is colour-coded to match the category. |
| **Guardian / Child** | The guardian’s and child’s names associated with the enquiry. Click the guardian’s name to open the interactive modal for detailed information. |
| **Status** | Shows whether the lead is active or in progress |
| **Created On (AEST)** | The date and time the lead was first created in Xap. Useful for tracking lead age |
| **Next Contact Date** | Indicates the next scheduled contact date. Highlighted cells show if the contact date has passed or is missing. |
| **Latest Comment Date / Comments** | Shows when the last comment was added, and any notes added about the lead. |
| **Tour Date / Tour Status** | Displays the date of any scheduled or completed tours, and whether the tour has been booked. |
| **Source** | Indicates how the lead originated - How the customer heard about the centre? (e.g. *Word of Mouth*, *Website Enquiry*, *Other*). |
| **Tags** | Any tags applied to the lead can be used to group or filter records for reporting. |


![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_12avzf4.png)

### Guardian Modal

**Clicking a Guardian’s name** opens a detailed **Modal**, which displays:
* **Contact** details: phone, email, source, recent comments.
* **Child Details**: preferred days, start date, tags, notes.
* **Pipeline Summary**: next step, duration in pipeline, tour and waitlist status.
* **Go to Leads** button: opens the lead in a new tab for further action.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_121tccg.png)