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List Management in HelloLeads CRM

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What is a List?

Your Lists are logical collections of your leads and prospects that make sense for your company and facilitate simple management.

In HelloLeads CRM, a List is a way to group and organize your leads and customers based on criteria that matter to your business. Think of Lists as folders or buckets that help you keep your leads organized and accessible.

Common Ways to Use Lists

By Source
Organize leads from different sources like "Trade Show Leads", "Website Inquiries", "Referrals", or "Social Media".
By Geography
Group leads by location such as "North America", "Europe", "APAC", "New York", or "California".
By Timeline
Categorize leads by when they joined, like "Q1 2024 Leads", "Recent Leads", or "Cold Prospects".
By Campaign
Track leads from specific marketing campaigns like "Summer Sale 2024" or "Product Launch Event".
Pro Tip: Create Lists that align with your business workflow and sales process. This makes it easier to manage, track, and communicate with your leads.

Why Use Lists?

Lists are the foundation of effective lead management in HelloLeads. Here is why they are essential:

Better Organization
Organize leads in a way that makes sense for your business — by source, geography, product, or any other criteria meaningful to you.
Personalized Communication
Send targeted messages via Email, SMS/Text, or WhatsApp with greetings customized for each List and its specific audience.
Smart Lead Distribution
Automatically assign leads to team members based on rules you define, keeping workload balanced and fair.
Custom Data Capture
Create custom fields specific to each List to collect exactly the information your business needs.
Detailed Analytics
Track lead behavior, conversion rates, and team performance with comprehensive statistics and insights.
Team Collaboration
Control access to Lists so team members work only with the leads they need to manage.

Creating Your First List

Creating a new List in HelloLeads is straightforward. Here is what you need to do:

Steps to Create a List

Create List in HelloLeads CRM
  1. Click "Create New List" from your Lists dashboard.
  2. Enter a List Name: Give your List a descriptive name that clearly identifies it. For example, "Tech Expo 2024 Leads" or "New York Enterprise Clients".
  3. Select a List Owner: Choose which team member will be responsible for managing this List. The List Owner can have full control and access to all features.
  4. Click "Create List" to finalize.
What is a List Owner? The List Owner has full control over the List and the Leads added in the list — they can add/edit list configuration, set up communication templates, and manage all settings.

Tips When Creating a List

  • Use clear, descriptive names that anyone on your team will understand.
  • Avoid using special characters in the List name.
  • Keep the List Owner role assigned to someone who has bandwidth to manage it.
  • You can always change the List name or owner later by editing the List.

Editing & Customizing Your List

After creating a List, you can customize it extensively to match your business needs. Click the edit button on any List to access the customization options.

Basic Settings

From the main List page, you can:

  • Change List Name: Update the List name anytime.
  • Change List Owner: Transfer ownership to another team member.
  • View Lead Count: See how many leads are in your List.

Available Configuration Tabs

The Edit List page includes multiple tabs for different customizations. Below is a detailed guide for each:

1. Inquiry Forms

Purpose: Create and embed lead capture forms on your website, landing pages, or social media. When visitors submit the form, their information is automatically added to this List.
Step-by-Step Guide:
  1. View Your Form URL: Each List automatically has a unique Hello Form URL. Copy this URL from the "Form URL & Access" section.
  2. Three Ways to Use Your Form:
    • Direct Sharing: Share the URL directly with contacts via email, social media, or messaging.
    • Embed on Website: Copy the embed code and share it with your web team to place the form on your site.
    • QR Code Banner: Print the QR code banner and display it in your booth, reception area, or tradeshow to collect leads in person.
  3. Customize Your Form: Click "Edit Form" to customize the form fields, colors, and messages to match your brand.
  4. Preview Before Sharing: Use the "Preview" button to see how your form looks before sharing it with customers.
  5. Download QR Code: Download the QR code image to print and display at your tradeshow booths or reception areas.
Pro Tip: Combine the Hello Form with Instant Communication to create a complete lead experience — capture leads with the form and immediately send them a personalized greeting message!

2. Instant Communication

Purpose: Automatically send personalized greeting messages to new leads when they are added to your List. Engage them instantly via Email, SMS/Text, or WhatsApp.
Step-by-Step Guide (Email):
  1. Enable Greeting Email: Toggle "Send Greeting Email" ON to enable automatic email greetings.
  2. Select Email Template: Choose from pre-designed templates or manage templates to create your own.
  3. Customize Subject Line: Enter a compelling subject line that encourages opens (e.g., "Welcome! We are excited to help you").
  4. Write Email Content: Use the rich text editor to compose your greeting message. Include company details, value proposition, and call-to-action.
  5. Attach File (Optional): Add a PDF, image, or document (max 5 MB) to include with your email (e.g., product brochure, special offer).
  6. Save Configuration: Click "Save Configuration" to activate automatic email greetings.
Step-by-Step Guide (SMS / Text):
  1. Setup SMS Provider: Ensure SMS is configured in your account settings (if not, you will see a prompt to configure it).
  2. Enable Greeting SMS: Toggle "Send Greeting SMS" ON.
  3. Select SMS Template: Choose from available SMS templates or create a new one.
  4. Save SMS Config: Click "Save SMS Config" to enable automatic text messages to new leads.
Step-by-Step Guide (WhatsApp):
  1. Setup WhatsApp Provider: Ensure WhatsApp is configured in your account (check with Interakt or WATI provider).
  2. Enable WhatsApp Message: Toggle "Send WhatsApp Message" ON.
  3. Select WhatsApp Template: Choose an approved WhatsApp template from your provider.
  4. Save Configuration: Click "Save WhatsApp Config" to activate WhatsApp greetings.
Important: Email requires SMTP configuration (or HelloLeads will send from greetings@helloleads.io by default), SMS needs an SMS provider setup, and WhatsApp requires integration with Interakt or WATI. Check the status indicators on each tab to verify your configuration is complete.

3. Distribute Leads

Purpose: Automatically assign new leads to team members based on predefined rules. Ensures fair, consistent lead distribution and faster follow-up.
Rule Types Available:
Specific User

All new leads are automatically assigned to one designated team member. Use this when you want one person to handle all leads from this List.

How to set up: Click "Add Rule" "Specific User" Select the team member
Round-Robin 👑Enterprise Plan

Leads are distributed evenly among selected team members in rotation. Each person gets the next lead in turn, ensuring fair workload distribution.

How to set up: Click "Add Rule" "Round-Robin" Select multiple team members
Keep Unassigned 👑Enterprise Plan

Leads are added to the List but NOT automatically assigned. Your team can manually review and assign them later based on specific criteria.

How to set up: Click "Add Rule" "Keep Unassigned"
Step-by-Step Guide:
  1. Choose a Rule Type: Click "Add Rule" and select from Specific User, Round-Robin, or Keep Unassigned.
  2. Select Team Members: For Specific User or Round-Robin, select the team members who will receive leads.
  3. Verify Rule Status: The current rule and assigned users are displayed in the "Current Rule" section.
  4. Change Rules Anytime: You can modify the rule at any time by adding a new rule (the old rule will be replaced).
Note: This ensures that every lead gets immediate attention from your team, reducing response time and improving conversion rates.

4. Custom Fields

Purpose: Capture specific information relevant to this List. Custom fields appear in lead forms and allow your team to collect exactly the data they need for follow-up.
Step-by-Step Guide:
  1. Map Existing Fields: Use the "Map existing field to this list" dropdown to add pre-created custom fields from your organization to this List.
  2. Select Fields to Map: Check the fields you want to use for this List (e.g., Company Size, Industry, Budget, Timeline).
  3. Create New Fields: Click "Create New Field" if you need a field that does not exist yet. Name the field and select its type (text, number, dropdown, etc.).
  4. Mark as Required: Check the "Required" checkbox for fields that must be filled in when adding leads.
  5. View Mapped Fields: All mapped fields appear in the table below. You can see their type and whether they are required.
  6. Reorder Fields: (Coming Soon) Arrange your custom fields in the required order to match your data collection workflow.
  7. Unmap Fields: Click "Unmap" to remove a field from this List if it is no longer needed.
Field Types Available: Text box for single line data (e.g., Account Number), Text area for multi-line data (e.g., Address), Dropdown to choose one of many predefined options (e.g., Color), and Date for capturing dates. Choose the type that best matches your data.
Pro Tip: Map only the fields you actually need. Too many fields can make data entry tedious and reduce form completion rates.

5. Connected Apps

Purpose: Integrate third-party applications and tools with your List for seamless data flow. Automatically sync leads to other platforms (lead generation platforms, social media, etc.).
Step-by-Step Guide:
  1. View Connected Apps: This tab shows all integrations currently connected to this List.
  2. Add New Integration: Click "Add More Integrations" to browse and connect new apps.
  3. Deactivate Integration: Click "Deactivate" to disable the integration temporarily without removing it permanently.
  4. Move Integration: Use the "Move" button to transfer an integration to a different List.
  5. Remove Integration: Click "Delete" to disconnect an app from this List.
Available Integrations: HelloLeads supports integrations with popular platforms like Facebook, Instagram, Zapier, TypeForm, Wix, ContactForm7 and many others. Check the Integrations section for the full list.

6. User Access Enterprise Plan Only

Purpose: Control which team members can view and edit this List and the leads within it. This is an Enterprise Plan feature for advanced permission management.
Step-by-Step Guide:
  1. View Current Users: The table shows all team members who have access to this List with their names, emails, and roles.
  2. Add Users: Click "Map Users" to select additional team members to grant access to this List.
  3. Select Users: Check the boxes next to the names of users you want to add.
  4. Map Users: Click outside the dropdown to apply the changes and grant access.
  5. Remove User Access: Click "Remove" next to any user to revoke their access (List Owner cannot be removed).
  6. Sort and Search: Use the column headers to sort users by name, email, or role. Use the search box to find specific users.
List Owner: The List Owner has full control and cannot be removed from the access list. The badge "List Owner" is displayed next to their name.

7. List Statistics

Purpose: View comprehensive analytics and performance metrics for your List. Track leads by stage, source, segments, and monitor team activity.
Key Statistics Available:
  • Pipeline Distribution: Breakdown of leads by their current stage (New, Qualified, Converted, Lost, etc.).
  • Lead Source: Shows which channels or sources are bringing the most leads (acquisition channel breakdown).
  • Tags Analytics — Distribution by applied tags
  • Lead Potential — High, Medium, Low breakdown
  • Customer Segments: Distribution of leads by customer group or segment.
  • Product Categories: Shows lead interest breakdown by product group or category.
  • Assigned To Users: Individual metrics showing each team member's lead count and distribution.
  • No Follow-up: Leads within your team that currently have no follow-up dates scheduled.
  • Follow-up Overdue: Tracks leads with follow-ups that are past their scheduled date.
  • Tags Analytics: Distribution by applied tags.
  • Lead Potential: High, Medium, Low breakdown.
Use Statistics for: Monitor lead pipeline health, identify unassigned or overdue leads, track team member workload distribution, understand lead sources, and track follow-up completion.

Advanced Features

Beyond the 7 configuration tabs, Lists also offer powerful tools for cloning and auditing changes.

Clone a List

Need to create a similar List quickly? Use the Clone feature to:

  • Duplicate all settings, configurations, and customizations from an existing List.
  • Save time when creating multiple Lists with similar structures.
  • Keep your configuration consistent across related Lists.

How to use: From the List dashboard, click the "Clone" button on any List card to create an exact copy with a new name.

Example: If you have a "Q1 2024 Leads" List set up with specific fields and communication templates, you can clone it and rename to "Q2 2024 Leads" instead of setting everything up from scratch.

View Modification History

Keep track of all changes made to your List:

  • See who made changes and when.
  • View what specific settings were modified.
  • Audit trail for compliance and accountability.
  • Helpful for understanding how your List has evolved over time.

How to use: From the List header, click the "Change History" button to see a timeline of all modifications to the List.

Common Questions

Q: Can I add leads manually to a List? Yes! You can manually add leads directly to a List, use the Inquiry Form to let leads self-submit, or integrate with third-party apps to automatically import leads.
Q: Can a lead belong to multiple Lists? No, each lead can only belong to one List. If you need to add the same contact to another List, you can create a duplicate lead record and add it to that List.
Q: What happens if I change the List Owner? The new List Owner will have full control of the List. The previous owner's access can be managed through User Access settings. The change is tracked in your modification history.
Q: Is User Access a paid feature? Yes, the User Access feature to limit who can view specific Lists is available on the Enterprise Plan. Other features are available on all plans.
Q: Which lead distribution options require the Enterprise Plan? The "Specific User" option is available on all plans. The "Round-Robin" and "Keep Unassigned" options require the Enterprise Plan.

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