Everyone with access to the Leads hub can look at leads. Changing them is a separate permission called Manage leads. This article lists what it covers, who has it, and what to do when a big shop sees the 1,000-lead notice.
What Manage leads allows
Manage leads lets someone add leads, move them between stages, mark them won or lost, reopen them, log calls and link quotes. It also covers notes on leads, texting or booking a customer who is still only a lead, and seeing a lead's phone and email.
Without it, Leads is view-only and contact info is hidden. The New lead button, the N shortcut, the + on a Board column, dragging cards, Mark won, Reopen and Log a call don't appear.
Who has it
By default: Owner, Admin, Manager, Front desk and Service writer. Technicians don't. To change it for one person, go to Settings → Team → Permissions tab, click Manage next to their name and look for Manage leads. See Roles and permissions.
Which plan
The List, Board and Lost views are on the Growth plan and up. The Scheduled view works on every plan. See Working and scheduling leads in the Leads hub.
The 1,000-lead notice
The List and Board show up to 1,000 open leads. If you have more, a notice says: "Showing the first 1,000 open leads. Search, filters and the counts here only cover these — use Mark won or Mark lost on finished leads to bring the rest into view." The count at the top then shows with a plus sign, such as "1,000+ open leads". The "need a reply" line is worded "At least ...".
To clear the backlog, work through old leads and click Mark won if they booked or Mark lost with a reason if they didn't. Closed leads leave the open list and the rest come into view.
Reports and settings buttons
The Reports button opens the Lead Funnel report. It needs the Growth plan and permission to view financial reports. The Lead settings button appears for people who can change shop settings. See Auto-assigning new leads to your team.
Related
Frequently asked questions
Q: Why can't I drag a lead to another stage?
A: Moving leads needs the Manage leads permission. Ask an owner or admin to turn it on for you under Settings → Team → Permissions.
Q: Why is a lead's phone number hidden?
A: Without Manage leads, contact info on leads is hidden. Your role may also lack permission to view customer contact info.
Q: Can a technician see leads?
A: A technician can open the Leads hub, but by default can't change leads.
Q: What does Showing the first 1,000 open leads mean?
A: Your shop has more than 1,000 open leads. The list, search, filters and counts only cover the first 1,000. Mark finished leads won or lost to bring the rest into view.
Q: Do I need the Growth plan to see leads at all?
A: The Scheduled view works on every plan. List, Board and Lost need Growth or Pro.