Your sales pipeline starts with a lead - and TrakIT's CRM module gives you everything you need to track it from first contact to closed deal.
Creating and Organising Leads
Every lead in TrakIT captures the full picture of an opportunity: the company name and primary contact, their designation, phone, email, website, address, and country. You can also attach an estimated deal value with currency, a probability percentage (0-100), and an expected close date - all the information your team needs to prioritise their day.
Each lead is automatically assigned a unique code in the format LEAD-YYYY-NNNNN, so referencing it in emails, notes, or conversations is unambiguous.
When creating a lead, you also select:
- Lead Source - where the opportunity came from (e.g. Referral, Website, Cold Call). Sources are fully configurable by administrators and can be grouped by channel type.
- Lead Stage - the current step in your sales process. Stages are colour-coded and are also administrator-defined, so they reflect your team's actual workflow rather than a generic template.
- Rating - Hot, Warm, or Cold. A quick visual signal for how urgent an opportunity is.
- Assigned To - the team member responsible for this lead, along with the responsible office.
Moving Through the Pipeline
As a lead progresses, use Change Status to move it to the next stage. Every status change is recorded in a Stage History log - so you can always see who moved a lead, from which stage, and when. This gives managers a clear view of velocity and helps teams identify where deals tend to stall.
Multiple Contacts per Lead
Real deals involve more than one person. On a lead's Contacts tab, you can add as many contacts as needed - each with their own name, designation, phone, email, and social/LinkedIn URL. Mark one as the primary contact so your team always knows who to call first.
Activities, Comments, and Attachments
The lead detail page is organised into tabs so related information stays grouped and accessible:
- Activities - log calls, meetings, follow-ups, and other sales activities directly against a lead.
- Comments - leave internal notes for your colleagues without cluttering the main record.
- Attachments - upload proposals, contracts, brochures, or any relevant documents.
- Action Log - a full audit trail of every change made to the lead, including who made it and when.
- Custom extra fields configured for your office also appear on the lead, letting you capture any information specific to your business.
Converting a Won Lead
When a deal closes, TrakIT makes the handoff seamless. Once a lead reaches a Won status, a Convert button appears. Converting a lead creates a full Entity record (Customer, Prospect, or any other entity type you use) pre-populated with the lead's company details. All contacts from the lead are copied across automatically - no re-entry needed.
Once converted, the lead is locked and linked to the new entity, preserving the history while your operations team picks up the relationship.
The Contacts Page
The CRM Contacts page gives you a single place to browse and manage all contacts across every lead and entity in the system - useful when you need to find a person without knowing exactly which record they belong to.
Filter contacts by:
- Name, email, or phone number
- Type - Lead contacts or Entity contacts
- Primary contacts only (useful when you need decision-makers fast)
Each row shows the contact's parent lead or entity as a clickable link so you can jump straight to the record. Click any contact to open an edit panel where you can update their details or remove them if needed.
Filter settings are remembered between sessions, so your Contacts view picks up where you left off.
Lead Management in TrakIT is designed to keep your team aligned and your pipeline moving - from the first enquiry through to a closed, converted customer.
For any questions or concerns, please contact TrakIT Support. We are open to feedback and suggestions.
