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# Lead CRM - Managing Leads & Tours

# Lead CRM - Managing Leads & Tours

This article will assist you with the process of managing Leads and Tours within the Lead CRM screens for your Service.

The Lead CRM will allow you to manage Tours and Booking enquiries for new Families for Scale and Enterprise Clients.

### Viewing the Waiting list screen
Select the **Waiting List screen** from the menu on the left-hand side of the program the Waiting list screen will display your Leads & Waitlist details.
Leads can be added into Xap by:
*  A link from your website
* Imported from an external source
* Manually added by the Service

|| If you have external leads, they can be imported directly into Xap see: [Lead CRM - Importing Leads Guide](https://help.xap.rocks/en/article/lead-crm-importing-leads-1hubrrm/?bust=1757635630305) [Lead Import & Managing Leads Video](https://vimeo.com/1122101027?share=copy)

### Viewing Leads

To manage Leads for your Service:

1. Within the Waiting List screen select the Leads Tab
2. The Leads screen will display the Statuses of Leads that have come through from your iFrame for new Families.
* Active - Active Lead
* In Progress - Tour Booked
* Lost - Lost Lead
* Junk Lead - Lead for new Family not converted to Waiting list
* Waitlisted - Family Moved to a Waitlisted Status
* Enrolled - Family who has moved from Waitlist to Enrolled Status at the Service
* Archived - Archived Family

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_16zh3ar.png)

### Viewing/Managing a Tour for a Lead

To view a Booked Tour for a Lead:

1. Select the **Calendar** option for the Lead
| Note: Tour information can also be located on the main tile for the lead.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1sl59ew.png)

Within the Book Tour Screen you will be able to:

* View **Booked Tours**
* View **Cancelled Tours**
* Create a **new Tour**
* Select **Save** to save any changes 

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1mxq2ei.png)

### Send Email Notification

Emails can be sent for Leads either Individually or in Bulk.

###### Individual Email

To send an email to an individual lead, select the Email icon for the required lead

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_177pqc0.png)

###### Bulk Email

To send an email to multiple leads:
1. Select the **box** on the top left-hand side of the leads.
2. Select **Bulk Action**
3. Select **Send Email**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1ig7pq8.png)

###### Adding/Viewing Comments

You can add or view comments for a Lead by selecting the Speach icon for the lead.

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

The Comments screen will display:
1. Any **current Comments** that have been added, notes can be edited or deleted if required
2. Add any **new Comments**
3. Select **Save** to save any changes

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1tmswi4.png)

Viewing the Full Lead Details
1. Select the **3 dot menu** icon
2. Select the **View **option

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_k5omeg.png)

The Lead Details screen will display, you can add or edit information for the Lead from this screen.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_10hnhxg.png)

###### Edit Lead
1. Select the **3 dot menu** icon
2. Select the **Edit**option

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_txi13t.png)

The Edit Lead and Tour Screen will allow you to:
1. Edit **Guardian Information**
2. Edit **Child Information**
3. Edit/View **Other** information for the Lead
4. **Required care **information
5. **Save** to save any changes

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_fas02g.png)

### Incomplete Enquiry Details

The Leads screen also includes if the details for the enquiry contain answers to the mandatory questions to allow you to convert them successfully to the Waitlist e.g. Missing Guardian DOB.
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_r6gdy7.png)o assist you further 


###### Converting to Waitlist
If you are ready to convert a Lead to a Waitlist.
1. Select the **3 dot menu** icon
2. Select the **Convert to Waitlist **option
|| Note: If you have imported or manually created a lead, you will be unable to convert until the mandatory fields are completed see: [Lead CRM - Importing Leads](https://help.xap.rocks/en/article/lead-crm-importing-leads-1hubrrm/?bust=1757635630305)

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_yiufb1.png)

Within the add Waitlist Application you will be able to:
1. Confirm the **Waitlist information**
2. Select **Save** to continue the Waitlist process

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_mn87ex.png)
| To assist you further with the Waitlist process see: [Managing Waitlist](https://help.xap.rocks/en/article/help-guide-lead-crm-managing-waitlists-guides-videos-xwnexf/)

###### Adding or Editing Tags
To add a Tag or Edit an existing for a Lead.
1. Select the **3 dot menu** icon
2. Select the **Add/Edit Tag**option

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1g96lfb.png)

Within the Add/Edit Tag screen you will be able to:
1. View or Edit an existing Tag
2. Add a new Tag
3. Select **Save** to save the changes
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_32wtm8.png)

### Managing Tours
You can manage the Tour information for your Service by selecting the Tours tab on the top left-hand side of the Waiting List screen.

1. Select the **Service** to manage the Tour Details for
2. Select the **Date** to view the booked Tours for
3. The **Legend** to display the statuses of booked tours
4. Select the **+ add** to create a new Tour
5. Select the **3 dots** to change the view from Daily, Weekly or Monthly
6. The **Calendar** will display any current Tours that have been booked


![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_18wza51.png)


To assist you further with managing this process see the Xap University video: [Managing Leads and Tours](https://xap.fleeq.io/l/kcbrzdrudn-16d1e7f92t) or the full [Lead CRM and Waitlist Help page](https://help.xap.rocks/en/article/help-guide-lead-crm-managing-waitlists-guides-videos-xwnexf/)