Lead pipelineIn closed beta
See every lead's priority, warmth, stage, budget and next step in one table, edit them yourself or let Matchai fill them in from your conversations.
Your Leads list is a set of conversations. The leads table shows the same people as rows, so you can see at a glance who needs you today, how engaged each person is and where they are in your follow-up.
Open the leads table
- On a computer, open Leads and select Table view at the top of the list.
- On a phone or a computer, select Leads in the menu again while you are already on it. Each tap switches between your chats and the table.
- From a lead's details, select Show in the table to jump to that lead's row.
At the top of the table, Chats and Table switch between the two views. On a computer, Go to chats takes you back to your conversations.
The table is a view of your conversations, not a separate list. Select a lead's name, or Go to chat beside it, to open your conversation with them.
On a phone, each lead is a card with the same information. Tap a card to open the conversation. To edit the table, use a computer.
What each column means
| Column | What it shows |
|---|---|
| Priority | How much this lead needs you now. See priority below. |
| Who | The lead's name. Select it to open your conversation. |
| Signal | One line on what is going on with this person right now. |
| Waiting on | Who owes the next message: You, Them or Nobody. |
| Warmth | How engaged the person is right now: Cold, Cool, Warm, Hot or Burning. |
| Stage | Where they are in your follow-up: Welcome, Nurture, Activate, Qualify, Ready or Handed off. |
| Budget | The range the lead gave for buying or selling, such as $500k–700k. |
| Next step | The one thing you should do next for this lead. |
| Last activity | How long ago the conversation last moved, such as 5h or 3d. A dot means you have unread messages. |
A dash means there is nothing to show. A faint bar means Not filled in yet: Matchai has not read that conversation, or auto-fill is off.
Budget only counts figures the lead gave as their own. An asking price you quoted them is not their budget, even if they reacted to it.
Priority
The table opens sorted by priority, then by the most recent activity. Priority comes from the timing of your conversation alone.
| Priority | When |
|---|---|
| Urgent | The lead has been waiting on your reply for 3 days or more. |
| High | The lead has been waiting on your reply for more than an hour. |
| Normal | They wrote less than an hour ago, you are waiting on them, or nothing is outstanding. |
| Low | You do not owe a reply, and the conversation has been quiet for 9 days or more. |
Hold your pointer over a priority to see the reason, such as "Waiting on you for 3 days".
Why it works this way
A pipeline that opens alphabetically makes you hunt for the person who needs you. Priority puts the lead you have kept waiting at the top. It is plain arithmetic on who wrote last and when, so it works from day one, with auto-fill off, and it never guesses.
Edit a lead's details
On a computer, select any cell in Signal, Warmth, Stage, Budget or Next step.
- Warmth and Stage open a list. Choose a value, or Not set to clear it.
- Budget opens two fields, lowest and highest. You can type figures the way you say them, such as
1.2mor600 000 $. - Signal and Next step are text. Press Enter to save, or Escape to cancel.
A value you typed yourself shows a small dot beside it, and darker text.
Signal and Next step belong to a conversation. For a lead who is not on Matchai yet, and so has no conversation, those two cells cannot be edited.
Let Matchai fill in the table
Auto-fill reads new messages in your lead conversations and fills in the columns for you: the signal, warmth, stage, budget and next step. It is off until you turn it on.
In the leads table, find the dot at the top right. Hold your pointer over it to read Auto-fill off.
Select it. Matchai asks Turn on auto-fill? and explains what it does.
Choose Turn on, or Not now to leave it off.
While auto-fill is on, the dot is green and the table updates every minute. Auto-fill works from recent messages: turning it on does not go back over conversations that have been quiet for a couple of days. Those leads are filled in after their next message. To read new messages straight away, select the ring beside the dot: Read new messages now. To turn auto-fill off, select the dot again. It turns off at once, with no question.
When auto-fill has read a conversation, your chat list can also show a tag on that lead, such as Interested, Considering or Deciding.
Why it works this way
Turning auto-fill on lets Matchai read what your leads write to you. That is your decision, so Matchai asks first, and stopping takes one click. Your own judgement comes first: a value you typed stays yours. Auto-fill only replaces it when a new message makes the change very clear, and for warmth and stage, only to move a lead forward, never back.
Auto-fill works on your leads table only. It never changes which list a contact is in. Turning a lead into a client is always your decision.
How a lead moves through your pipeline
Stage follows a lead from their first message, at Welcome, through Nurture, Activate and Qualify, until they are Ready. Warmth tells you how engaged they are along the way. Update both yourself as the conversation moves, or let auto-fill do it. Until you or auto-fill set them, these cells stay empty, rather than showing a value nobody chose.
When a lead is ready to work with you, make them a client. Their conversation, saved listings and files go with them. See converting a contact.