Leadnote setup checklist: your first week step by step

The best way to start with Leadnote is to work through setup in a sensible order: learn the screens, set the basics of your organisation, bring in real leads, schedule the first follow-ups, then invite your team and install the mobile app. This checklist spreads that over a week, with a link to the full guide for each step.

Day 1: get oriented

• Create your account and answer the four industry questions.
• Run the Welcome to Leadnote wizard, or at least the instant reply step. See Welcome wizard and product tour.
• Read about the dashboard so you know what the figures mean.
• Try Ctrl+K and the Quick create button, as described in Find your way around Leadnote.

Day 2: set up your organisation

• Open Settings, then My Organization Profile. Fill in your contact and organisation details and choose the Time Zone, language and date formats.
• Choose your base currency before you create any quote, invoice or sales order. It locks once the organisation has one, or a payment.
• Set Working hours and holidays so reminders and SLA counts follow your real week.
• Decide on the three account switches: List based access rights, Lock / unlock leads and Automatic duplicate check.

All of this is explained in Set up your organisation, with the field-by-field detail in Organisation profile.

Day 3: shape your pipeline

• Rename and reorder the six default lead stages so they match how you really sell. Add a Max days in stage (SLA) where speed matters.
• Add the Lead Sources you actually use.
• Create the Tags and Custom Fields you already track in your spreadsheet.
• Review the four Lead Potential labels.

See Customise stages, sources and fields.

Day 4: bring in your leads

• Create a list for each origin you want to measure separately, such as "Website" or "Trade show". See What are lists.
• Prepare your spreadsheet as a CSV with a first name and an email or mobile number per row.
• Run the import with Check without importing first. See Import your first leads.
• Add one lead by hand to see the form your team will use. See Add a lead.
• Optionally share a list's enquiry form or QR code so new enquiries arrive on their own. See Lead capture forms.

Day 5: make follow-up a habit

• Open your most promising leads and set a next follow-up on each. See Schedule a follow-up.
• Create tasks for the jobs that are not tied to a date on a lead. See Tasks and to-dos.
• Open the Follow-up Calendar and look at the week. See Follow-up calendar.
• Check the Follow-up schedule card on the dashboard. It should now show what is due today.

Day 6: bring in your team

• Invite your colleagues, starting with managers if you need them. See Add and invite users.
• Choose the lowest role that lets each person do their job.
• If you use list based access rights, map each person to their lists as you add them.
• Set a distribution rule on your busiest lists so new leads are shared automatically. The list's settings hold the rule.
• Ask each teammate to run the welcome wizard once, as it is shown per user.

Day 7: take it mobile and review

• Install the Leadnote mobile app and sign in. See Install and sign in on mobile.
• Learn how the app works without a signal. See Offline mode and how sync works.
• Review the dashboard. Click a count to open the exact leads behind it.
• Look at Unattended Leads and Stagnant Leads under Leads & Customers to find anything that has been forgotten.
• Note questions for Contact Support in the Help menu. It opens a form with your name and organisation filled in.

Keep going

After the first week, build habits rather than settings:

1. Start each day with the dashboard follow-up schedule set to Today.
2. Clear All overdue before anything else.
3. Log a comment or an activity after every conversation, so the lead history tells the story.
4. Once a week, open Unattended Leads and decide to act, reassign or archive each one.

Use the glossary whenever a term is unclear.