Leadnote app first sync explained

The first sync is the one-time download that runs right after you log in to the Leadnote app for the first time on a phone. It copies your leads, lists, follow-ups, to-dos and settings onto the phone so the app can work without a connection afterwards.

You see it as the "Setting up your account" screen. It normally runs once. Every later sync only brings what has changed.

What the screen shows

The screen lists six stages and ticks them off as each one finishes:

1. Account - your profile, your organisation and its settings, such as stages, potentials, tags, groups and custom fields.
2. Users - your colleagues and teams, so you can assign leads and see who did what.
3. Lists - the lists you can see.
4. Leads - the leads you are allowed to see, together with their follow-ups and recent activity.
5. To-dos - your to-do items and the ones shared with you.
6. Templates - the WhatsApp, text and email templates.

A bar shows overall progress. For stages with many items you also see counts such as "3 of 8" next to the stage name. At the bottom the app says "This happens once. Next time it only takes seconds." and "Your data is encrypted on this phone."

What is stored on the phone

The app keeps a copy of the data you may see inside an encrypted database on the phone. The encryption key is created at your first login and kept in the phone's protected storage. What you may see follows your role: an Account Owner and a manager see every lead, an L1 User sees assigned and unassigned leads, and an L2 User sees assigned leads only.

Large accounts

If your organisation has a very large number of leads, the phone does not download all of them. By default it keeps the newest 20,000 leads plus every lead that is assigned to you or was created by you. When you open the list you may see the note "This phone keeps your newest N leads. Older leads need a connection." Search still finds older leads while you are online.

Old history is also trimmed: activity on a lead is kept for about the last 60 days, and follow-ups and to-dos that are already done or cancelled are kept for 60 days after their date. Open work is always kept.

Tips for a smooth first sync

• Use Wi-Fi or a stable mobile connection.
• Keep the app open until the screen disappears and you land on the Leads tab.
• Do not log out in the middle unless it is stuck. If you do, the next login starts again.

If you go offline during the first sync

The app pauses and shows "You are offline. We will continue as soon as you are back online." When the connection returns, it carries on from where it stopped, so you do not start from zero.

If it fails

If you see "Could not finish. Check your connection and try again." you have two buttons:

• Try again - restarts the download from where it stopped.
• Log out - returns you to the Welcome screen. Use this only if retrying does not help, for example after switching to a different account.

If the problem repeats, free some storage space on the phone and try once more on another network. For more steps see Mobile app not syncing.

After the first sync

From now on the app only fetches what changed and sends your own changes in the background. When it syncs, and how to sync by hand ("Tap to sync data" in the menu, or pull down on a list), is explained in Offline mode and how sync works.