Lists and lead capture
What are lists in Leadnote and how do they work
A list in Leadnote is a container that groups leads by source or campaign, with its own form, assignment rule, fields and team access.
A list in Leadnote is a named container that groups leads which share a source or purpose, for example "Website enquiries", "Delhi Expo 2026" or "Referral partners". Every lead lives in exactly one list, and each list carries its own capture form, lead assignment rule, greeting messages, extra fields and team access.
Why lists matter
Lists are the main way Leadnote keeps your pipeline organised. Instead of one long table of every contact you have ever met, you split leads by where they came from and who looks after them.
A list gives you:
- A public enquiry form and QR code. Each list gets its own form link automatically when you create it. Anyone who submits that form becomes a lead in that list. See lead capture forms.
- An assignment rule. The list decides who receives new leads: one specific person, a rotation across several people, a team, or nobody until you assign manually. See round robin and list assignment.
- Instant greeting messages. You can switch on an automatic email, SMS or WhatsApp greeting for each list. See auto-responders.
- Custom fields. You can attach extra fields to a list, so a trade-show list can ask for "Booth visited" while a website list does not.
- Access control. You choose which users can open the list. See list user access and statistics.
- Statistics. Each list has its own highlights page showing its pipeline, sources, overdue follow-ups and more.
Where to find lists
Open Lists in the left sidebar. The Manage Lists page shows three summary cards at the top: Total Lists, Total Records and Favorite Lists. Below them is the Lists Overview table.
| Column | What it tells you |
|---|---|
| List Name | The name. Click it to see the list's leads. |
| View Records | How many leads are in the list. Click to open them. |
| Not Assigned | Leads with no owner. Click to see only those. |
| No Follow-ups Set | Leads that have no follow-up date. Click to see only those. |
| Distribution | The assignment rule: RR (Round Robin), SU (Specific User) or NL (no record distribution). |
| Last Modified | When a lead was last added or the list was edited. |
| Users | How many people have access to the list. |
| Owner | The person who manages the list. |
| Actions | A menu with Edit List, Inquiry form link and Delete List. |
Hover the small information icon beside each column heading to see a short explanation.
Searching, sorting and favourites
Use the search box to find a list by name, the owner filter to show one person's lists, and the sort menu to order them. The sort options are Most Active, Recently Modified, Recently Created, List Name (A-Z) and List Owner (A-Z). Leadnote remembers the sort you picked on that device.
Click the star beside a list to mark it as a favourite. Each person can keep up to three favourite lists, and favourites float to the top until you choose a sort. Export List Details downloads the table as a CSV file.
Who can create and manage lists
| Action | Account Owner and Manager | Other users |
|---|---|---|
| See lists | All lists | Only lists they own or are mapped to |
| Create a list | Yes | No |
| Edit or delete a list | Yes | Only a list they own |
| Change the list owner | Yes | No |
If you are not allowed to create lists you will not see the Create List button.
The Sample Leads list
New accounts start with a list called Sample Leads, filled with example leads so you can practise. You can rename it, keep it as a training list, or delete it once you have another list to move its records to.
What lists do on mobile
The Leadnote mobile app has a Manage Lists screen where you can search, sort, create, edit, clone and delete lists, subject to the same permissions. Round robin and team rules are changed on the web. See clone a list.
Next steps
- Create your first list.
- Share its form link or QR code so leads start arriving.
- Add leads manually or import a spreadsheet into it.
Frequently asked questions
Can a lead belong to more than one list?
No. Every lead sits in exactly one list. You can move it to another list at any time from the lead or with a bulk action.
Who can see a list?
Account Owners and Managers see every list. Other users see only the lists they own or have been given access to on the list's User Access tab.
How many lists should I create?
Create one list for each place leads come from, such as a trade show, your website or a paid campaign. That keeps reports clean without making the setup heavy.