Leads
Lead activity history, timeline and system logs
See everything that happened to a lead: comments, call entries, stage changes, reassignments and follow-ups, with the Logs, History and stage journey views.
Every lead keeps its own timeline. Open a lead and use the tabs on the right: Comments, Attachments, To-do and System logs. Comments hold what people wrote, System logs hold what the app recorded automatically, and the Lead Stage Journey strip shows how the lead moved through your pipeline. Together they answer who did what, and when.
The places to look
| Where | What it shows |
|---|---|
| Comments tab | Notes people posted, with author, time and attached files. How to post: lead notes and comments |
| System logs, Logs view | Every automatic entry about the lead, including call, text, WhatsApp and email entries |
| System logs, History view | Only stage changes and assignment changes |
| Lead Stage Journey | Days spent in each stage, with SLA colours |
The Attachments and To-do tabs show files and tasks linked to the lead. See lead attachments.
Call, WhatsApp, text and email entries
The round buttons on the lead profile (call, WhatsApp, text, email) open the matching app on your device, and Leadnote adds a line to the timeline such as "Call made to Asha Rao". A message says, for example, "Call logged on the timeline". Nothing is sent from Leadnote. The entry only records that you reached out, so add a comment afterwards to record what was said.
These entries count in the Team Performance report and the Activity Report. A call logged this way counts as an outgoing call and has no duration.
System logs
- Open the lead.
- Click the System logs tab. The line reads "Automated system logs and changes for this lead/ customer".
- In Logs view, entries are listed newest first with the person, the date and time, and a short description.
- Click Show Details on an entry to open the extra information it carries, and Hide Details to close it.
- If there are more entries, click Load more system logs.
Typical entries are:
- Lead captured into a list, lead details updated, tags added or removed, potential or deal size changed.
- Lead stage changes, for example "Lead stage changed from Open to Contacted".
- Reassignments and unassignments.
- Follow-ups scheduled, completed or rescheduled.
- Calls, emails, SMS and WhatsApp actions started from the lead.
- "Attachment added: file name", and profile photo or business card added or removed.
- "Lead info shared with" an email address.
- Lead archived, restored, deleted, locked or unlocked, "Lead cloned from" another lead, and "Merged into" a master record.
Entries that have no user behind them show System as the person.
History view
Switch the segmented control from Logs to History. It is a clean timeline of two kinds of change:
- Stage: old stage, an arrow and the new stage. A lead that has just been created shows "New" as the starting point.
- Assigned: the previous owner to the new owner, or Unassigned.
Each row ends with who made the change and the time. If nothing has changed yet you will see "No stage or assignment changes yet."
Lead Stage Journey
Near the top of the lead page, the journey strip lists your stages in order. Visited stages show the days spent there, the current stage is highlighted, and stages not yet visited are marked Not visited. If you set a limit in days for a stage (the SLA), the colour tells you where the lead stands: Within SLA, Approaching SLA (75 percent or more used), SLA exceeded or No SLA set. Learn More opens the stage settings. See lead stages.
Activity on the timeline, such as comments and calls, raises the lead's score a little, up to a cap. See lead potential and score.
Find leads by what happened
On the lead list, open Filters and the Activity section. You can filter by:
- Activity done by: one or more users.
- Activity type: Lead Stage Modified or Set Follow-up Date.
- Lead stage changed to: a chosen stage.
- Activity date range: from and to dates.
- Comment posted by and Comment date range.
See advanced filters. The leads table also has a Recent Activity column with the latest entry and a Last Modified column. Leads that nobody has touched for a while are on the unattended and stagnant leads screen.
Who can see a lead's timeline
You see the timeline of every lead you can open. If list based access rights hide a lead from you, its timeline is hidden too. See lead visibility rules.
Related histories
- Follow-up history (done and cancelled follow-ups) is shown under Follow-up history in the Assignment & Follow-up panel. See schedule a follow-up.
- Deleted leads keep their timeline. If you restore a lead, its history comes back with it. See delete, archive and restore leads.
On the mobile app
The lead screen has a Recent activity section. Use Filter to switch between All activities, Comments, System logs and Attachments, and use Activity done by to pick one person. Set as default keeps your choice. Use Load older activity to go further back. You can post a comment from the box at the bottom of the lead screen.
The Notifications tab on the home screen works as a feed. It shows what other people did on your leads, such as assignments, stage changes, comments and to-dos, grouped by person with the newest first. It works offline. Swiping a card or choosing Delete all only clears your own list. The lead timeline and other users' lists stay as they were.
Frequently asked questions
Where do I see who changed a lead's stage?
Open the lead, click the System logs tab and switch to History. Each line shows the old stage, the new stage, who made the change and when.
Can I delete an entry from the history?
No. System logs and the History view are automatic and read-only. Only comments can be deleted: your own, or any comment if you are an Account Owner or Manager.
Does clicking Call or WhatsApp on a lead send a message?
No. It opens your phone, WhatsApp or mail app and writes an entry on the lead timeline. Leadnote sends nothing from those buttons.
Does the History show the times in my time zone?
Times follow the formats and time zone of your organisation, so the whole team sees the same time for the same event.
Is there an account-wide log?
Yes, but it is separate. The Audit Log under Settings records organisation-level events, for people who have access to it. This article covers the log of one lead. For calls, visits and to-dos across the team, use the Activity Report.