Follow up with leads
Record an enquiry, keep notes, send a reply and track the next step before enrolment.
A lead is someone who has asked about a course. Their record holds contact details, course interest, notes and messages. Saving a lead does not reserve a seat or give course access.
Record an enquiry
Open Leads and search for the person before adding a record. Use Add lead, enter a name and at least an email address or phone number, and choose a course if you know what interests them. Check the contact details, then choose Create lead.
Open the saved record and check the contact details and course interest. Enquiries from a connected website can arrive through the integration API.
Keep a useful next step
In Details, use Add notes or Edit notes to record what the person asked for and what your team should do next. For example: “Interested in the evening group; send the dates on Friday.” Wait for the notes to save. These are staff notes, not a message to the person.
Use the status control to keep the list useful:
| Status | When to use it |
|---|---|
| Awaiting contact | Someone still needs to follow up. |
| Contacted | Your team has made contact. |
| Stale | Shown for an awaiting-contact lead after seven days without a new enquiry. Check whether follow-up is still needed. |
| Discarded | You are no longer following up. You can change the status again if needed. |
| Student | The person has been converted through enrolment; this is not a manual status choice. |
Send a personal reply
Open Messages, write the reply and check the email address shown beside the send action. A lead needs an email address to receive it. Choose Send message and check its delivery state.
If it shows Not sent, use Retry message. If delivery could not be confirmed, use Check delivery before sending another copy. The message history helps the next staff member see what was already discussed.
Use newsletters for news and offers to a chosen audience. That flow checks marketing consent separately.
Help the person join
Share the correct published course page for enrolment and payment. To grant free access from the lead list, choose Add to cohort, select the published group and confirm. Check the student list afterwards. For other ways to add a student, follow Give students access. Changing notes or contact status alone does not enrol anyone.
Use Discarded when you want to stop follow-up but keep the record. Delete permanently removes a lead after confirmation. Converted records do not offer this action; use the student's record for their course work and purchases.