What are Stagnant Leads?
The Stagnant or Stuck Leads report shows you leads that have been sitting in the same pipeline stage for longer than expected. For every lead, you can see how many days it spent in each stage of your sales process — side by side in one table.
Each stage can have a time limit (called an SLA — Service Level Agreement). When a lead stays in a stage beyond that limit, it is automatically flagged with a colour indicator so nothing slips through the cracks.
The report is designed to be actionable — you can select leads directly from the table and reassign, move, send an email, or delete them without leaving the screen.
Key Features
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Stage Time Tracking
Dynamic columns show exactly how many days each lead has spent in every pipeline stage.
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SLA Status Indicators
Color-coded cells highlight whether a lead has exceeded, is warning, or is within SLA thresholds for each stage.
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Smart Filtering
Filter by lead capture date, list, assigned user, lead source, and current stage to pinpoint exactly the stagnant leads you need.
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Export Report
Download the stagnant leads report as an Excel file for offline analysis, sharing, or management review.
How to Access Stagnant Leads
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Login: Sign in to your HelloLeads CRM account in WebApp.
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Navigate: Go to Leads & Customers section from the main menu.
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Select: Click on Stagnant Leads.
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Filter: Set the Lead Captured During period (e.g. last 90 days) and optionally filter by List, Assigned User, Lead Source, or Current Stage.
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Go: Click the Go button to load the report.
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Review: Examine the stage columns to see how long each lead has been stuck, then take action.
How It Works
The report automatically reconstructs the full stage history of every lead by reading the activity log — no manual input needed.
- Choose your filters and click
Go: Pick a date range, stage, list, owner, or lead source — or
leave them all on "All" to see everything.
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The system reads each lead's activity history: Every time a lead was created or moved to a new stage is recorded. The report reads this history to reconstruct where the lead has been.
- Days are calculated per stages:
For each stage, the system works out how long the lead was there — from the day it entered that stage to the day it moved on (or today, if it's still there).
- SLA status is applied automatically: The days are compared to your configured time limit. Green = within limit. Orange = 75% or more used. Red = limit exceeded.
- Results are displayed in the table: Each lead appears as a row. Stage columns run across the top. Colour badges and tooltips tell you the full story at a glance.
- Take action: Select one or more leads and use Bulk Actions to reassign, move, reach out, or delete — or export the full list to Excel for offline review.
Actions You Can Perform
Once you have identified stagnant leads, you can perform several bulk actions to re-engage and move them through your pipeline efficiently:
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Connect with them:
- Email: Send personalized or templated emails to re-initiate contact and revive interest.
- SMS: Reach out instantly with a quick message for reminders or updates.
- WhatsApp: Engage leads directly using WhatsApp for faster communication.
- Reassign: Assign selected leads to another team member for a fresh follow-up approach.
- Move: Transfer leads to a different list for better organisation or targeted campaigns.
- Update Qualifiers: Bulk update lead stage, potential, or customer group to reflect their current status in your sales pipeline.
- Delete: Remove leads that are no longer relevant or valid from your database.
Use the bulk action toolbar above the leads list to quickly perform these actions and keep your pipeline moving.
Benefits
- Prevent Pipeline Stagnation: Instantly spot leads that have stopped moving and take corrective action.
- SLA Compliance: Track which leads have breached or are approaching SLA thresholds to maintain sales discipline.
- Team Accountability: Filter by assigned user to monitor individual performance and ensure timely follow-up across your team.
Example Use Case
Scenario: A sales manager rescues a stalling pipeline
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Manager notices the monthly target is at risk
She opens the Stagnant Leads report and sets Lead Captured During = Last 60 Days.
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She filters by stage
She selects Current Stage = Proposal Sent to focus on deals that should have already received a response.
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The report shows the problem clearly
42 leads are in "Proposal Sent". The SLA is 7 days. 28 are red (exceeded), 8 are orange (approaching).
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She sorts by SLA Breaches
The worst cases bubble to the top. She sees a few reps have 10+ stagnant leads each.
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Bulk action: Reassign
She selects the top 15 leads and reassigns them to a more active team member in two clicks.
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She exports for the weekly team review
The Excel file includes a summary breakdown by stage, rep, list, and source — ready to share with no extra formatting needed.
Result: Stalled deals are resurfaced, accountability is clear, and follow-up actions are taken — all within a few minutes.
Frequently Asked Questions
"Days since Last Activity" is the number of days since anything at all was changed on that lead — a note, a call log, a field update. The stage day columns, on the other hand, show how long the lead has been in that specific stage, which is the key number for SLA tracking.
The lead has never moved through that stage. Only stages the lead has actually passed through will show a day count.
Yes — that is by design. The report shows the total days the lead spent in every stage across its entire history. For example: "3 days in Qualified, 12 days in Proposal Sent (current)." This gives you the full picture of where time was lost.
The maximum export limit is 5,000 records. If your filters return more than that, apply narrower filters (e.g., a specific date range or stage) and export in batches.
Click the Configure SLA link inside the report, or navigate to Settings → Lead Stage Settings. Set the number of days for each stage. The report will immediately start measuring against the new limits.
Yes. Each pipeline stage appears as its own column in the spreadsheet, showing the number of days spent there (or a dash if the lead never entered that stage). The file also includes an SLA Breaches count and a summary sheet breaking down totals by stage, assigned user, list name, and lead source.
The day count is still shown, but no colour badge is applied and no breach is counted. The stage column header will not show the SLA day hint. You can add an SLA at any time from Lead Stage Customization.