Kanban View

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What is the Kanban View?

The Kanban View in HelloLeads provides a visual, board-style pipeline to track and manage your leads by their Lead Stages. Instead of browsing rows or cards in a list, you can see all your stages as dedicated columns, review stage-specific deal sizes and lead counts, and seamlessly move leads forward through your sales cycle using simple drag-and-drop.

Kanban View turns your lead management into a visual workflow board:

  • Visual Stage Columns: Each configured Lead Stage (e.g., New, Contacted, In Progress, Qualified, Deal Closed, etc.) has its own board column with its designated color theme.
  • Instant Stage Progression: Drag a lead card from one column and drop it into another to update its stage immediately.
  • Pipeline Value at a Glance: Each column automatically tallies the total Deal Size and count of leads within that specific stage.
  • Comprehensive Lead Snapshot: Every card displays essential sales context, including Lead Score, Potential, Deal Value, Assigned Representative, Organization, List, and Next Follow-up.

Key Features

📊
Visual Stage Columns
Each configured Lead Stage (e.g., New, Contacted, In Progress, Qualified, Deal Closed) has its own dedicated board column with its designated color theme.
🔄
Instant Stage Progression
Drag a lead card from one column and drop it into another to update its stage immediately with real-time visual feedback and recalculation.
💰
Pipeline Value at a Glance
Each column automatically tallies the total Deal Size and count of leads dynamically based on your organization's currency.
📇
Comprehensive Lead Snapshot
Every card displays essential sales context: Lead Score, Potential square, Deal Value, Assigned Representative, Organization, List, and Next Follow-up.
↔️
Collapsible Board Columns
Minimize low-priority or completed stages into compact vertical strips to save horizontal screen space and keep your focus on active deals.
⚡
Per-Board Scroll & Lazy Loading
Columns load an initial batch of 50 leads with independent on-demand scrolling, keeping the board fast and responsive even with large volumes.
☑️
Lead Selection & Bulk Actions
Select multiple cards directly on the board to bulk assign, send emails/WhatsApp/SMS, move to lists, update qualifiers, or archive.
🔍
Filter Integration & Search
Filter by List, Assigned User, Lead Source, Product Group, Customer Group, or Tags. All cards, counts, and deal size totals recalculate instantly.

How to Access the Kanban View

  1. Log in: Sign in to your HelloLeads web portal.
  2. Navigate: From the left sidebar navigation, click Leads → View Leads (or navigate to #/viewLeads).
  3. Locate View Switcher: Locate the View Switcher in the top control bar (next to Sort and Filter options).
  4. Switch to Kanban: Click the Kanban pill button (highlighted with an animated glowing border).
Tip: HelloLeads remembers your preferred view. If you select Kanban, your leads will automatically open in Kanban View the next time you return to the page.

Stage Board Headers

At the top of each column, you will find essential stage metrics and column management tools:

  • Stage Name & Color Bar: Displays the stage name with your organization’s customized color code for clear visual differentiation.
  • Lead Count Badge: Shows the total number of leads currently in that stage (e.g., 45 leads).
  • Deal Size Total: Displays the cumulative deal value for all leads in that stage (e.g., $18,500), calculated dynamically based on your organization's currency.
  • Board Actions Menu (…):
    • Collapse Board: Minimizes the column into a compact vertical strip. This is useful for hiding low-priority or completed stages (e.g., Lost or Archive) to save horizontal screen space. Click anywhere on a collapsed board to expand it back.
    • Manage Stage Details: Takes administrators directly to stage settings to add, reorder, or recolor stages.

Kanban Lead Cards

Each lead card provides quick, actionable information at a glance:

Element Description
Lead Name Clickable link that opens the complete Lead Details and Activity timeline.
Lead Score & Potential A trophy icon showing the lead score along with a color-coded potential square (Low, Medium, High).
Job Title & Deal Size Shows the contact’s designation and the monetary value associated with the deal.
Company & List Displays the organization name and the specific HelloLeads List the lead belongs to.
Assigned To The sales representative responsible for following up with the lead.
Next Follow-up Date Highlights the scheduled next follow-up date and time in your local time zone.

Drag-and-Drop Stage Transitions

Moving leads through your pipeline is quick and intuitive:

  1. Click and hold any card in a stage column.
  2. Drag the card toward the target stage column:
    • The active card dims to indicate dragging.
    • The destination board highlights with a dashed blue border and displays a "Drop to move to [Stage Name]" indicator.
  3. Release (drop) the card into the new column:
    • The card smoothly lands with a brief highlight glow.
    • The stage update is saved immediately, and the counts and deal size totals of both source and destination columns adjust in real time.
Note on Locked Leads: If a lead has been locked (Lead Lock), it cannot be dragged to another stage. You will receive an alert explaining that the lead is locked. Unlock the lead first if you need to advance its stage.

Per-Board Scroll & Lazy Loading

To ensure fast performance even with thousands of leads:

  • Initial Batch: Each column loads an initial batch of 50 leads.
  • Automatic Fetching: As you scroll down inside any specific column, additional leads are fetched automatically ("Loading more leads...").
  • Lightweight Performance: Other columns remain unaffected, keeping your page lightweight, smooth, and responsive.

Selecting Leads, Bulk Actions & Filters

Selecting Leads & Bulk Actions

You can execute bulk operations directly from the Kanban board:

  1. Click anywhere on a card (outside the lead name link) to select it.
  2. A blue selection border and a checkmark badge appear on the card.
  3. The Bulk Actions Bar will appear at the top, showing the number of selected leads.
  4. Choose your bulk action:
    • Bulk Assign: Reassign selected leads to a team member.
    • Bulk Email / WhatsApp / SMS: Send one-to-one communications to selected leads.
    • Move to List: Move records to a different list.
    • Update Qualifiers: Update potential, stage, or tags in bulk.
    • Archive / Delete: Manage record statuses.
Filter Integration

All filters in the top toolbar work seamlessly with the Kanban View:

  • Filter by List, Assigned User, Lead Source, Product Group, Customer Group, or Tags.
  • Use the Search bar to find specific prospects.
  • Each column’s cards, counts, and deal size totals automatically recalculate to reflect only the filtered leads.

Best Practices

  • Daily Pipeline Reviews: Use the Kanban View during morning stand-ups or sales reviews to inspect deals in In Progress and Quoted stages.
  • Collapse Inactive Columns: Collapse stages like Not Interested or Closed - Won to keep your team focused on active sales opportunities.
  • Keep Deal Sizes & Next Follow-ups Updated: Ensure your sales reps enter deal sizes and schedule next follow-ups on every card so your stage totals provide accurate pipeline forecasting.
  • Use Filters for Territory/Rep Reviews: Filter by an individual sales rep to see that specific person's active pipeline in one screen.

Frequently Asked Questions

Yes. When you drop a card into a new stage, HelloLeads automatically records a stage change activity with the timestamp and user details in the lead’s history log.

All users with access to View Leads can switch to Kanban View. Team members will see leads according to their role permissions (Managers/Admins see all leads, while restricted reps see their assigned leads).

Yes. Board columns follow your configured Lead Stage order. Go to Settings → Lead Stages to adjust the sequence of your stages.

If your network connection is interrupted, HelloLeads will automatically revert the card back to its original column and show an error alert ("Failed to update lead stage. Please try again."). Check your internet connection and try dragging again. Also check whether the lead has been locked with Lead Lock.

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