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.
How do I find the Lead Action Tracker?
- Go to Xap Analytics > Waitlist Dashboard
- Select the Lead Action Tracker tab.
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. |
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. |
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. |
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.
Updated on: 14/12/2025
Thank you!