1. Sales Module

• New Leads
• New Leads
• Leads Stock
• Duplicated Leads
• Add / Upload New Lead
• My Leads
• My Leads
• Lead Action Filter
• Dashboard / My Calender
• Dashboard
• My Calander
• Sales Settings
• Add Lead & Duplication
• State Action
• Notifications
• Rotation
• Withdraw
• CIL
• Sales Reports
• Sales Reports
• General Settings

New Leads

New Leads

Overview

The New Leads section shows all leads that have recently entered the CRM and have not yet been assigned to a salesman. Leads arrive here from multiple sources automatically.

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How Leads Enter the System

Leads can come into the New Leads section through:

• Manual entry — added one by one via Add New Lead
• Bulk upload — imported via Excel or CSV file
• Facebook Integration — leads from Facebook ads flow in automatically
• Landing Page — leads submitted via your website landing page
• Third-party integrations — for example, Zapier (useful for platforms without direct integration, such as Snapchat)

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What You See in the New Leads List

Each lead shows the following columns:

Column	Description
Name	Full name of the lead
Email	Email address (may be system-generated)
Mobile	Contact number including country code
Info	Additional notes or tags
Who Added	Which user or integration created this lead
Lead ID	The marketing campaign ID attached to the lead
Date	Date and time the lead was created
Assign To	Button to assign the lead to a salesman

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Available Actions

• Search — find a lead by name, mobile, or email.
• ALL dropdown — filter by lead source or type.
• Export — download the list.
• Merge — combine duplicate leads.
• Sorting Method — sort by different criteria.
• Assignment — assign selected leads in bulk.

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Available Filter Options

Filter	Description
Lead Code	A unique identifier for each lead, used for quick reference.
Creator	The user who created or added the lead to the system.
Country	Filters leads based on phone number country code.
Lead Origin	Where the lead came from (e.g., Add New, Upload, Facebook, Landing Page).
Campaigns	Filters leads linked to specific marketing or sales campaigns.
Sources	Filters leads linked to a specific source such as WhatsApp or Facebook.
Leads ID	Filters based on specific marketing info / Lead ID.
Lead Types	Filters by lead type (e.g., Lead, Broker Lead, Broker Request, CIL).
Branches	Filters leads associated with specific company branches.
Broker	Filters leads linked to specific brokers.
Broker Agents	Filters by agents working under a broker.
Projects	Filters leads associated with specific projects.
Tag	Filters by tags or labels applied during data entry.
Age	Filters by age or age group, if collected.
Purpose	Filters by the lead's stated purpose (e.g., inquiry, purchase intent).
Segment	Filters by market segment or demographic group.
Gender	Filters by gender, if that information is collected.
Contact Tools	Filters by contact method used (e.g., phone, email, WhatsApp).
Reply Option	Filters by the lead's preferred reply method.

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What to Do with New Leads

1. Review the lead information.
2. Click Assignment to assign the lead to a salesman.
3. Once assigned, the lead moves to that salesman's My Leads → Fresh Leads tab.

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Key Things to Know

• Leads stay in New Leads until they are assigned.
• After assignment, they disappear from this view and appear in the salesman's My Leads.
• If using Zapier for a platform like Snapchat, leads will still land here the same way as any other source.

Leads Stock

Overview

Lead Stock contains leads that have been withdrawn from a salesman — either manually, automatically, or because they were unassigned. Think of it as a holding area for leads waiting to be redistributed.

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How Leads End Up in Lead Stock

A lead moves to Lead Stock when:

• It is manually withdrawn from a salesman by a manager.
• It is automatically withdrawn based on time rules configured in Sales Settings → Withdraw.
• It is unassigned from a salesman without being reassigned to someone else.

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What You See in the Lead Stock List

Column	Description
Name	Full name of the lead
Mobile	Contact number
Created By	Who originally created the lead
Lead ID	Marketing campaign ID
Creation Date	When the lead was first created
Latest Sales Agent	The last salesman this lead was assigned to
Last State	The state the lead was in before being withdrawn
Un-Assignment Date	When the lead was withdrawn
Un-Assigned By	Whether withdrawal was Manual or Automated
Assign To	Button to reassign the lead
History	Button to view the full interaction history of this lead

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Lead Stock vs Leads Returned

There are two views within Lead Stock:

• Leads Stock — standard withdrawn/unassigned leads.
• Leads Returned — leads that were specifically withdrawn and are awaiting review. These show additional details including who the lead was withdrawn from and the last action taken. You can Assign them or Ignore them.

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Available Filter Options

Filter	Description
Lead Code	A unique identifier for each lead, used for quick reference.
Creator	The user who originally created the lead.
Country	Filters leads based on phone number country code.
Lead Origin	Where the lead came from (e.g., Add New, Upload, Facebook).
Stage	Filters leads by their current reservation/sales stage.
Un-Assignment Type	Filters by how the lead was unassigned (manual or automated).
Last Salesman	The last salesman this lead was assigned to before withdrawal.
Last State	The state the lead was in before being withdrawn.
Action By	Filters by the user who last took action on the lead.
Campaigns	Filters leads linked to specific marketing campaigns.
Sources	Filters by lead source (e.g., WhatsApp, Facebook).
Leads ID	Filters based on specific marketing info / Lead ID.
Lead Types	Filters by lead type (e.g., Lead, Broker Lead, Broker Request, CIL).
Branches	Filters leads associated with specific company branches.
Broker	Filters leads linked to specific brokers.
Broker Agents	Filters by agents working under a broker.
Projects	Filters leads associated with specific projects.
Broker Projects	Filters leads linked to broker-specific projects.
Tag	Filters by tags or labels applied to the lead.
Age	Filters by age or age group, if collected.
Purpose	Filters by the lead's stated purpose.
Segment	Filters by market segment or demographic group.
Gender	Filters by gender, if collected.
Contact Tools	Filters by contact method used (e.g., phone, email, WhatsApp).
Reply Option	Filters by the lead's preferred reply method.
Budget	Filters by the lead's budget range.
Date Request was created	Filter by the date the lead was originally created (From / To).
Un-Assignment Date	Filter by the date the lead was withdrawn (From / To).

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Available Actions

• Assignment — reassign a lead to a salesman.
• Export — download the list.
• Merge — merge duplicate leads.
• Sorting Method — sort by different criteria.
• History — view full lead history before reassigning.

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Key Things to Know

• Lead Stock is different from New Leads — these leads have already been in the system and were previously assigned.
• Always check the Last State and History before reassigning to understand why the lead was withdrawn.
• You can automate redistribution using Rotation Settings (see Sales Settings → Rotation).

Duplicated Leads

Overview

The Duplicated Leads screen shows leads that someone attempted to add more than once. Instead of creating a duplicate record, the system flags it here for review.

Duplication is detected based on mobile number.

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The Duplication Warning

When a user tries to enter a mobile number that already exists in the system, they see this warning on the lead creation page:

⚠️ Number is Duplicated!! 

This prevents the duplicate from being accidentally saved as a new lead.

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How It Works

When a duplicate lead is submitted (via upload, manual entry, or integration), the system:

1. Does not add it as a new lead — it sends it to the Duplicated Leads screen instead.
2. Shows it here as a notification only alongside the existing lead record.
3. Displays the new information so you can review and decide what to do.

You can then decide what to do with it.

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Available Filter Options

Filter	Description
Lead Code	A unique identifier for each lead, used for quick reference.
Salesman	Filters by the salesman currently assigned to the lead.
Assigned From	Filters by who the lead was assigned from.
Teams	Filters leads associated with specific teams.
Creator	The user who originally created the lead.
Country	Filters leads based on phone number country code.
Lead Origin	Where the lead came from (e.g., Add New, Upload, Facebook).
Stage	Filters leads by their current reservation/sales stage.
Campaigns	Filters leads linked to specific marketing campaigns.
Sources	Filters by lead source (e.g., WhatsApp, Facebook).
Leads ID	Filters based on specific marketing info / Lead ID.
Lead Types	Filters by lead type (e.g., Lead, Broker Lead, Broker Request, CIL).
Branches	Filters leads associated with specific company branches.
Broker	Filters leads linked to specific brokers.
Broker Agents	Filters by agents working under a broker.
Projects	Filters leads associated with specific projects.
Broker Projects	Filters leads linked to broker-specific projects.
Tag	Filters by tags or labels applied to the lead.
Age	Filters by age or age group, if collected.
Purpose	Filters by the lead's stated purpose.
Segment	Filters by market segment or demographic group.
Gender	Filters by gender, if collected.
Contact Tools	Filters by contact method used (e.g., phone, email, WhatsApp).
Reply Option	Filters by the lead's preferred reply method.
Assignment Type	Filters by how the lead was assigned.
Budget	Filters by the lead's budget range.
Date Request was created	Filter by the date the lead was originally created (From / To).
Date action was created	Filter by the date an action was logged on the lead (From / To).
Date action is taking place	Filter by the scheduled date of an action (From / To).
Assignment Date	Filter by when the lead was assigned (From / To).
Duplication Date	Filter by when the duplication was detected (From / To).

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Actions You Can Take

Merge

Combine the new information with the existing lead record. For example, if a lead previously listed Cairo as their location but the new entry shows New Cairo, you can merge to update the record with the latest info.

Assign / Reassign

You can assign or reassign the existing lead to a different salesman directly from this screen — without needing to go to the lead's full profile.

Ignore

If the duplicate entry is irrelevant or incorrect, leave it without taking action.

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Filters Available

You can filter duplicated leads by date, source, salesman, and other criteria.

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How to Enable Duplication Detection

Go to Settings → Sales Settings → Add Lead & Duplication and enable the following options as needed:

Option	What It Does
Duplication	Sends duplicate leads to this screen instead of adding them again
Duplication Sign	Adds a visual badge on duplicate lead records
Change Lead Info	Updates the existing lead's info with the new data automatically
Show Duplication Warning on Lead Creation Page	Shows "Number is Duplicated!!" warning when a duplicate mobile is entered manually
Change State	Updates the existing lead's state if the duplicate has a different state
Change Lead ID	Updates the Lead ID if the duplicate carries a different one
Change Creator	Updates the lead's creator when a duplicate comes from a different source

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Key Things to Know

• Duplication is based on mobile number only — same number = duplicate.
• The duplicate record is shown for information purposes — it is not added to the system.
• Regularly reviewing this screen keeps your lead data clean and avoids double-assigning the same contact.

Add / Upload New Lead

Overview

Use this to add a single lead manually into the CRM.

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How to Add a New Lead

1. Go to Sales Module → New Leads → Add New Lead.
2. Fill in the lead details:
   • Name — Full name of the lead. (Required)
   • Mobile — Must include the country code. Example: 201017601513 for Egypt. (Required)
   • Email — If the lead has no email, the system can generate a fake one automatically (see tip below). (Required)
   • Lead ID — Select from the dropdown list. You can also add Lead IDs from the Marketing Module. (Required)
3. Fill in any additional optional or custom fields as needed.
4. Click Add.

💡 No email? Go to Sales Settings → Add Lead & Duplication and enable Generate Fake Email. Set a fake domain (e.g., company.com) so the system auto-fills the email field. This helps distinguish real emails from system-generated ones.

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Submission

Once all required fields are completed:

• Click Submit to save the lead.
• If the Create a Client Profile option is selected, a complete client profile will be created alongside the lead entry.
• If the mobile number is flagged as a duplicate and duplication settings are enabled, the lead will not be saved — it will be sent to the Duplicated Leads screen instead.
• If no email is provided, a fake email will be generated automatically upon submission to ensure the lead entry is complete.

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Adding Custom Fields to the Lead Form

You can add custom fields to the Add New Lead screen to capture additional information specific to your business.

Steps to Add Custom Fields

1. Go to Setup → Fields Setup.
2. Click Add New.
3. Configure the field:
   • System Form — Set to True to make this field appear on the Add New Lead form.
   • Field Name — Enter a name (e.g., Passport Number, Customer Preferences).
   • Data Type — Select the appropriate type (text, number, date, etc.).
   • Set as Unique — Enable this to prevent duplicate entries for that value (e.g., National ID, Passport Number).
4. Save the field. It will now appear on the Add New Lead form for all new entries.

Field Options

• Required Fields — Configure whether the custom field is mandatory before the lead can be submitted.
• Field Behavior — Control whether the field is visible, editable, or used for reporting purposes.

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Key Things to Know

• The Lead ID is selected from a dropdown — the values come from the Marketing Module.
• The mobile number must include the country code .
• After saving, the lead appears in New Leads and can be assigned to a salesman.

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Upload Leads

Overview

Use this to import multiple leads at once using an Excel (.xlsx) or CSV file. This is the most common method when receiving bulk leads from marketing campaigns.

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How to Upload Leads

1. Go to Sales Module → New Leads → Upload Leads.
2. You will see the CRM's field mapping screen — it lists all available CRM fields.
3. Prepare your Excel or CSV file and map each column to the correct CRM field. For example:
   • Your column Client Name → CRM field Name
   • Your column Sales → CRM field Assign
4. Upload the file.
5. The system will process the file and either confirm success or generate an error sheet.

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Critical Field Requirements

These two fields cause the most upload failures — pay close attention:

Salesman Name (Assign field)

• Must be written exactly as it appears in the CRM — same spelling, same capitalization, same spacing.
• Do not use nicknames, abbreviations, or extra spaces.
• How to find the correct name: Check the CRM user list before filling this column.

❌ Wrong	✅ Correct
ahmed	Ahmed Mohamed
Ahmed M.	Ahmed Mohamed
ahmed mohamed (trailing space)	Ahmed Mohamed

Lead ID (Marketing Info)

• This value is generated in the Marketing Module — copy it from there directly.
• The Lead ID is always required — the upload will fail if this column is missing or incorrect.
• How to get it: Go to Marketing Module → find your campaign → copy the Lead ID.

Mobile Number

• Must include the country code with no spaces or symbols.
• Example for Egypt: 201017601513

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Reading the Error Sheet

If your upload has errors, the system automatically downloads an error sheet showing exactly which rows failed and why.

Error	Cause	Fix
Salesman not found	Name doesn't match CRM exactly	Copy name from CRM user list
Lead ID not recognized	Wrong or missing ID	Copy correct ID from Marketing Module
Invalid mobile number	Missing country code or wrong format	Use format: 20XXXXXXXXXX for Egypt
Missing required field	A mandatory column is empty	Fill in all required fields

⚠️ Fix all errors in the file before re-uploading — not just the first one.

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Tips to Avoid Errors

• ✅ Copy the Salesman Name directly from the CRM user list — never type it manually.
• ✅ Get the Lead ID from the Marketing Module and type it exactly as it appears — never guess it.
• ✅ Always include the country code in the mobile number column.
• ✅ Review the full error sheet after each upload and fix everything before re-uploading.

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What Happens After a Successful Upload

• Leads are created in the system and appear in New Leads.
• If a mobile number already exists in the system and duplication settings are enabled, that row will be sent to the Duplicated Leads screen instead of being created as a new lead.
• If no email is provided for a lead, a fake email will be generated automatically if that setting is enabled in Sales Settings.

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Custom Fields in the Upload File

If your admin has added custom fields to the lead form (via Setup → Fields Setup), these fields may also be available as columns in the upload mapping screen. Map them the same way as standard fields — match your Excel column to the correct CRM field name.

My Leads

My Leads

Overview

My Leads is your personal workspace in the CRM. It shows all leads currently assigned to you, organized into tabs based on their state.

If you are a manager, you can also see leads assigned to your team members based on the hierarchy tree.

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Lead Tabs

Tab	Description
Favorite	Leads you marked as favorite for quick access. Cannot be deleted.
Fresh Leads	Newly assigned leads with no state selected yet. Cannot be deleted.
VIP / Urgent	High-priority leads requiring immediate attention.
Pending	Leads awaiting a response or next step.
Following	Leads being actively followed up.
Planned Meeting	Leads with an upcoming planned meeting.
Meeting	Leads currently in or recently had a meeting.
After Meeting	Leads in the follow-up stage after a meeting.
Not Interested	Leads that showed no interest.
Unreachable	Leads that cannot be contacted.
Done Deal	Leads successfully converted to a sale or reservation.
Cancelled	Leads where the deal or interaction was cancelled.
Low Budget	Leads whose budget doesn't match available offerings.
All Leads	Full view of all your leads regardless of state. Cannot be deleted.

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How States Work

• When you update a lead, you select a state from the dropdown.
• The lead automatically moves to the matching tab.
• If no state is selected when assigning, the lead goes to Fresh Leads.

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Visibility Based on Hierarchy

• Managers see leads for themselves and all users under them in the tree.
• Regular salesmen see only their own leads.

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Common Features Across All Tabs

Every tab has the same top bar with:

• Search bar — find a lead by name, mobile, or email.
• Bulk State Move — change the state of multiple leads at once.
• Export — download the lead list.
• Show Delayed Leads — filter overdue leads (not available in Fresh Leads tab).
• Sorting options:
  • Old to Recent by Next Action
  • Recent to Old by Next Action
  • Old to Recent by Created Date
  • Recent to Old by Created Date

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Tab Management

• You can delete any tab except Favorite, Fresh Leads, and All Leads.
• Custom states can be added via Setup → List Setup → Add New State.
• Select State Group

Creat State Group

• Setup → State Group → Add New.

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Available Filter Options (All Tabs)

You can filter leads within any tab using the following fields:

Filter	Description
Lead Code	A unique identifier for each lead.
Salesman	Filters by the assigned salesman.
Assigned From	Filters by who the lead was assigned from.
Teams	Filters leads associated with specific teams.
Creator	The user who originally created the lead.
Country	Filters based on phone number country code.
Lead Origin	Where the lead came from (e.g., Add New, Upload, Facebook).
Stage	Filters by current reservation/sales stage.
Campaigns	Filters leads linked to specific marketing campaigns.
Sources	Filters by lead source (e.g., WhatsApp, Facebook).
Leads ID	Filters based on specific marketing info / Lead ID.
Lead Types	Filters by lead type (e.g., Lead, Broker Lead, Broker Request, CIL).
Branches	Filters leads associated with specific company branches.
Broker	Filters leads linked to specific brokers.
Broker Agents	Filters by agents working under a broker.
Projects	Filters leads associated with specific projects.
Broker Projects	Filters leads linked to broker-specific projects.
Tag	Filters by tags or labels applied to the lead.
Age	Filters by age or age group, if collected.
Purpose	Filters by the lead's stated purpose.
Segment	Filters by market segment or demographic group.
Gender	Filters by gender, if collected.
Contact Tools	Filters by contact method used (e.g., phone, email, WhatsApp).
Reply Option	Filters by the lead's preferred reply method.
Assignment Type	Filters by how the lead was assigned.
Budget	Filters by the lead's budget range.
Date Request was created	Filter by lead creation date (From / To).
Date action was created	Filter by when an action was logged (From / To).
Date action is taking place	Filter by the scheduled action date (From / To).
Assignment Date	Filter by when the lead was assigned (From / To).
Duplication Date	Filter by when a duplication was detected (From / To).

Lead Action Filter

Overview

The Lead Action Filter is a monitoring tool that lets managers track what actions their salesmen are taking on leads — who did what, when, and how many actions were completed.

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What It Shows

• Total number of leads in the system.
• Total number of actions taken across all leads.
• A detailed list of each lead with:
  • Lead name, mobile, email
  • Assigned salesman
  • Lead creator
  • Created date
  • Current state
  • Action taken (e.g., WhatsApp, Call, Check-in)
  • Who performed the action
  • When the action was done

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How to Use It

1. Go to Sales Module → My Leads → Lead Action Filter.
2. Apply filters to narrow down results by salesman, date range, action type, or state.
3. Review the action log.

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Key Insight — Actions vs Leads Count

The number of actions can be higher or lower than the number of leads.

• A salesman with 5 leads but 10 actions has been actively following up.
• A salesman with 5 leads but 0 actions has not contacted any leads yet.
• If a lead shows in All Leads but not here, it may have been deleted/moved to trash.

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Available Filter Options

Filter	Description
Creator	The user who created the lead.
Current Salesman	The salesman currently assigned to the lead.
Affected Salesman	The salesman affected by the action.
Assigned From	Who the lead was assigned from.
Actions	Filter by specific action type (e.g., call, WhatsApp, check-in).
Tag	Filter by tags applied to the lead.
Leads Creator	The original creator of the lead.
Lead ID	Filter by specific marketing info / Lead ID.
Sources	Filter by lead source.
Lead Types	Filter by lead type.
Reply State	Filter by the reply status of the action.
Broker	Filter by broker linked to the lead.
Broker Agents	Filter by broker agent.
Assignment Type	Filter by how the lead was assigned.
State	Filter by current lead state.
Lead Origin	Filter by where the lead came from.
Date Request was created	Filter by lead creation date (From / To).
Date action was created	Filter by when the action was logged (From / To).
Date action is taking place	Filter by the scheduled action date (From / To).
Assignment Date	Filter by when the lead was assigned (From / To).

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Available Options

• Sort by different criteria to organize the action log.
• Export the action report for external use or reporting.
• History button on each lead — shows the full interaction log for that specific lead.
• Search bar — find specific leads or actions quickly.

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Key Things to Know

• This tab is primarily used by managers and team leaders for performance monitoring.
• It is useful for identifying inactive leads or salesmen who haven't logged any actions.
• Use it alongside the Dashboard for a full picture of team performance.

Dashboard / My Calender

Dashboard

Overview

The Dashboard gives you a real-time overview of your sales team's performance and lead activity for the current day and month.

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What You'll See on the Dashboard

Daily Report

Shows a summary of leads and their states for today. It displays how many leads are in each state and which ones require an action today.

• If you are a manager/parent, you can see leads for all users under you in the hierarchy tree.
• If you are a regular user, you will only see your own leads.

💡 Only States that have a Next Action Date set will appear highlighted. States without a next action date will not show up in the daily view.

Monthly Report

Same as the daily report but calculated from day 1 to day 30 of the current month.

• If you are a manager/parent, you can see leads for all users under you in the hierarchy tree.
• If you are a regular user, you will only see your own leads.

Request Per Country

Shows where your leads are coming from geographically — for example, Egypt, Kuwait, and so on.

Delayed Leads Section

Displayed at the bottom of the dashboard. Shows which salesmen have delayed leads — leads that are overdue for action.

• If you are a manager/parent, you can see delays for all users under you in the hierarchy tree.
• If you are a regular user, you will only see your own delays.

You can click on any state in the dashboard to be taken directly to that filtered view automatically.

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Key Things to Know

• The dashboard is read-only — you cannot take actions directly from here.
• Use it as a daily check-in to spot overdue leads and team performance at a glance.
• Clicking on a state card will redirect you to My Leads with an automatic filter applied.

My Calander

Overview

My Calendar gives you a visual timeline of your scheduled lead actions — upcoming tasks, follow-ups, and any delays — organized by date.

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Calendar Tabs

The calendar has three tabs:

Tab	Description
Leads	Shows scheduled next actions for your assigned leads.
Tasks	Shows any tasks assigned to you across the system.
Broker	Shows broker-related activities. This tab only appears if you have activity in the Brokerage Module — if you have no broker activity, it will not show up.

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What You Can See

• Upcoming actions — lead follow-ups and tasks scheduled for future dates.
• Past actions — what was scheduled previously, including any overdue items.
• Delayed leads — leads where the next action date has passed without being completed.

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How to Use It

1. Go to Sales Module → My Calendar.
2. Browse by month, week, or day to see what's scheduled.
3. Click on any item to go directly to that lead.

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Key Things to Know

• The calendar is based on the Next Action Date set on each lead.
• If a lead has no next action date set, it will not appear in the calendar.
• Use the calendar as a daily planning tool to prioritize which leads to contact.

Sales Settings

Add Lead & Duplication

Overview

This settings page controls how leads are created and how the system handles duplicate entries.

Add Lead Settings

Duplication Settings

Listed in order as they appear in the system:

Other Settings on This Page

State Action

Overview

This page controls how lead states behave — what fields are required, when check-ins are needed, and how state changes work.

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Settings Reference

Setting	Description
Done Deal State	Defines which states are considered eligible to mark a lead as Done Deal.
Done Deal Line Mandatory to Reservation Phase	When ON, a lead must be in Done Deal state before it can move to reservation.
Keep Reassigned Leads in the Same State	When ON, reassigned leads stay in their current state. When OFF, they go back to Fresh Leads.
States That Don't Require Time and Date in Next Action	For these states, the salesman can log a next action without setting a date/time.
States Require Check-in	A check-in must be logged when the lead is in one of these states.
States That Require Contact Tool Field	The contact method field (call, WhatsApp, etc.) is mandatory in these states.
States That Require Reply Option Field	A reply option must be selected in these states.
States That Require Segment Field	The segment field is mandatory in these states.
States That Require Age Field	The age field is mandatory in these states.
States That Require Purpose Field	The purpose field is mandatory in these states.
States That Require Gender Field	The gender field is mandatory in these states.
Select State Require Feedback	Feedback is mandatory when moving a lead to these states.
Set Next Date Limitation	Configures date constraints for next actions in selected states.
Show Reply Options in Next Action	When ON, reply options appear in the next action form for selected states.
States for Setup Meetings Location and Contact Guests	These states allow setting a meeting location and adding guest contacts.
Set No-Action State Visible	When ON, the "No-Action" state becomes visible to users.
Require Check-in Before State Move	When ON, a check-in must be completed before changing a lead's state.
Show Lead Info in Call Center Export	When ON, lead details are included in call center export files.
Lead Sorting Method	Sets the default sorting order for leads across tabs.

     

Notifications

Overview

This page controls when and how the system sends email and in-app notifications related to leads.

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Notification Settings

Setting	Description
Send Email on Lead Creation	Sends an email automatically whenever a new lead is created.
Notify Time Before (in hours)	Sets how many hours in advance a reminder notification is sent before a scheduled action.

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Delay Notifications

Delay notifications alert managers when a lead has gone too long without action.

⚠️ How Delay and Withdraw work together: The delay timer starts first — once a lead becomes delayed (no action taken within the configured hours), the system begins sending delay notifications. After that, the Withdraw timer kicks in and the lead gets pulled from the salesman and moved to Lead Stock. In other words, delay notifications are the warning, and withdraw is the consequence. Make sure the delay hours are set to less than the withdraw hours in Withdraw Settings so the salesman gets notified before the lead is taken away.

Setting	Description
Delays (Notification Triggers)	Select which lead states trigger a delay notification.
Delays (Email Notifications)	Select which states trigger a delay email notification.
Within (hours)	How long a lead can be inactive before the first notification is sent. Default: 1 hour.
Notification to Managers After (hours)	How long before the manager is also notified. Default: 2 hours.

💡 Delay notifications repeat every 30 minutes. If set to 2 hours, the system sends 4 notifications total before stopping.

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Sales Assignment Email Notifications

Trigger	Who Gets Notified
New lead assigned	Salesman + their manager
Assigned salesman completes an action	Manager only
Another user takes action on the lead	Salesman + their manager

Rotation

Overview

The Rotation feature automates how leads are distributed across the sales team. Instead of manually assigning each lead, the system can rotate leads evenly or based on conditions.

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Rotation Options

Option	Description
Rotation All Users	Rotates leads among all active salesmen.
Rotation Management	Rotates leads to specific users only (selected manually). To configure which users are included, go to Setup → Rotation Management.
Rotation 24 Hours	Runs the rotation continuously, 24/7, including outside working hours.

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Lead Rotation Types

Type	Description
Rotate Unassigned Leads	Automatically assigns leads that have no salesman assigned.
Rotate Withdrawn Leads	Reassigns leads that were withdrawn back into the sales pipeline.
Rotate New Leads	Distributes newly created leads evenly among the team.

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Rotation Conditions

You can add custom conditions to control how leads are rotated:

Condition	Description
Type	The category or type of lead to rotate.
Item Value	The specific value to match.
Salesman	Which salesman receives these leads.
Role	Rotate based on user role.
Quota	How many leads each salesman receives per rotation cycle.
Interval	Time interval between each rotation assignment.

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Working Days

Configure which days of the week rotation is active to match your team's schedule.

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Key Things to Know

• Rotation runs automatically based on the rules you configure — no manual action needed.
• Leads go to the salesman's Fresh Leads tab after rotation.
• Use Rotation Management if you want to control exactly who receives which leads.

Withdraw

Overview

The Withdraw settings control when leads are automatically taken back from a salesman due to inactivity. Withdrawn leads move to Lead Stock and can be reassigned.

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Main Switch

Setting	Description
Withdraw Leads	Master ON/OFF switch for the entire withdraw feature.
Working Days	Which days of the week the withdraw rules apply (e.g., Sunday–Thursday).
Working Hours	The time window during which withdraw rules are active (e.g., 11:00 AM – 10:00 PM).

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Withdraw Settings

Setting	Description
Withdraw by Call Center	When ON, allows the call center team to manually withdraw leads from salesmen.
Fresh Leads (in hours)	How long a lead can sit in Fresh Leads without action before being withdrawn.

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Withdraw by State

Set specific withdrawal timeframes per lead state. Leave blank to disable withdrawal for that state.

💡 Only states that have a Next Action Date set will appear here. States without a next action date will not show up in this section.

💡 Only states that have a Next Action Date set will appear here. States without a next action date will not show up in this list.

State	Setting
Planned Meeting	Hours of inactivity before withdrawal.
Pending	Hours of inactivity before withdrawal.
Unreachable	Hours of inactivity before withdrawal.
After Meeting	Hours of inactivity before withdrawal.
Low Budget	Hours of inactivity before withdrawal.
Following	Hours of inactivity before withdrawal.
Meeting	Hours of inactivity before withdrawal.

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Exceptions

Setting	Description
Exceptions Lead IDs	Leads with these Lead IDs will not be withdrawn, even if inactive.
Exceptions Sources	Leads from these sources will not be withdrawn automatically.

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Ticket-Related Withdraw

Setting	Description
Withdraw Ticket	When ON, leads associated with a support ticket can be withdrawn.
Remove Ticket Assignment After (hours)	How long before the ticket assignment is removed automatically.

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How Withdraw Works with Delay Notifications

The system follows this sequence:

1. Lead becomes inactive (no action taken).
2. Delay notifications start firing — alerting the salesman and manager (configured in Notifications Settings).
3. Once the withdraw timer expires, the lead is automatically withdrawn and moved to Lead Stock.

💡 Set your delay hours to be less than your withdraw hours so the salesman gets a warning before the lead is taken away.

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Key Things to Know

• Withdrawn leads move to Lead Stock — they are not deleted.
• From Lead Stock, they can be reassigned manually or via Rotation.
• Withdraw rules only apply during the configured working days and hours.
• Use Exceptions to protect important lead sources or campaigns from being auto-withdrawn.

CIL

Overview

CIL (Client Information Letter) settings control how and when CIL reminders are sent to clients and brokers.

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CIL Settings

Setting	Description
Resend CIL Reminder	When ON, the system automatically resends CIL reminders.
Resend CIL Reminder States	Select which lead states trigger a CIL reminder resend.
Resend CIL Reminder Time (in hours)	How many hours after the original CIL before the reminder is resent.
Internal CIL Log Mail	Sends an internal email log when a CIL is issued.
Broker CIL Conditions	Defines the conditions under which a CIL is sent to brokers.

Sales Reports

Sales Reports

Sales Reports

Overview

The Sales Reports section gives managers a detailed view of team performance, lead distribution, and sales activity. All reports can be exported for external use.

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Available Reports

1. Salesmen According to States

Shows how many leads each salesman has in each state (Fresh, Pending, Following, Planned-Meeting, Meeting, After Meeting, Not-Interested, Unreachable, Done-deal, Cancelled, Low Budget).

Also shows:

• Closing Ratio — percentage of leads converted to Done Deal.
• WithDraw — total leads withdrawn from each salesman.
• Two views: Salesmen with Permission (your tree only) and All Salesmen (Tree View).

Filters: Date Request was created, Date action was created, Date action is taking place, Assignment Date, Assignment Type, Salesman, Lead Types, Broker, Teams.

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2. Salesmen According to States (Graph)

Same data as the report above but displayed as a horizontal bar chart — one bar per salesman, color-coded by state.

You can select a specific state to highlight on the chart using the State dropdown, then click Show on Chart.

Filters: Date range, Salesman, Teams.

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3. Salesmen According to Salesman

A detailed action-level report showing what each salesman did and when — filtered across multiple date types and assignment info.

Filters: Date Request was created, Date action was created, Date action is taking place, Assignment Date, Assignment Type, Salesman, Lead Types, Broker, Teams.

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4. Salesmen Leads States According to Lead ID

Shows lead state distribution per Lead ID (campaign/source) — useful for tracking which campaigns are generating quality leads.

Columns: Salesman, Fresh, Pending, Following, Planned-Meeting, Meeting, After Meeting, Not-Interested, Unreachable, Done-deal, Cancelled, Low Budget, All, Closing Ratio.

Filters: Lead IDs, Date range (From/To), Salesman, Lead Types, Broker, Teams.

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5. Salesmen Actions According to States

Shows the total number of actions each salesman took per state — not lead count, but action count.

Useful for measuring how actively salesmen are engaging with leads in each stage.

Filters: Time range, Teams, Salesman, Contact Tools, Reply Options, App Links, Created/Token Place, Assignment Type, Assignment Date, Lead Types, Broker.

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6. Salesmen Actions According to Contact Way

Breaks down each salesman's actions by contact method — Phone, Email, WhatsApp, Visit, INS, or Without Contact Tool.

Also shows Reply Options used per contact method (e.g., Replied, Switched Off, No Answer, Wrong Number).

Filters: Time range, Teams, Salesman, Contact Tools, Reply Options, Lead Types, Broker.

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7. Salesmen According to Unit Steps

Tracks each salesman's leads across the reservation pipeline stages: Hold → Reservation → Confirm Reservation → Down Payment → Confirm Down Payment → Contract → Delivery → Total.

Filters: Date range, Salesman, Teams.

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8. Salesmen According to State Groups

Groups leads into Qualified vs Uncategorized buckets across salesmen — with a Grand Total (GT) per group.

💡 Default view is the current month. Use filters to extend the date range.

Filters: Date range, Salesman, Lead Types, Broker, Teams.

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9. Branches Summations

Shows a financial summary per branch — useful for multi-branch operations.

Columns include: Calls, Refund Count, Refund, Reservation Count, Paid/Unpaid Reservation, Reservation total, Down Payment Count, Paid/Unpaid Down Payment, Down Payment total, Contract Count, Paid/Unpaid Contract, Contract total, Down Payments & Contracts total.

Filters: Time range (From/To), Teams, Salesman.

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10. Salesmen Summations

Same financial summary as Branches Summations but broken down per salesman instead of per branch.

Shows total Down Payments and Contracts count and value at the top, with per-salesman breakdown below.

Filters: Time range (From/To), Teams, Salesman.

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11. Salesmen According to Salesman (Detailed)

A granular report showing each salesman's lead activity — how many leads they have, actions taken, and performance metrics broken down per salesman.

📋 Screenshot not available — content based on report name and navigation.

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12. Salesman Performance

Tracks overall performance metrics per salesman over a selected time period — useful for periodic reviews and KPI tracking.

📋 Screenshot not available — content based on report name and navigation.

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13. Salesman Call Logs

A log of all calls made by salesmen — showing who called, which lead was contacted, when the call happened, and the outcome.

📋 Screenshot not available — content based on report name and navigation.

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Common Features Across All Reports

• Export button — available on every report to download data as Excel.
• Filter + Reset Filter buttons — apply or clear filters.
• Time-based filters — most reports support filtering by date the lead was created, date the action was taken, or date the action is scheduled.
• Team filter — see data for a specific team only.
• Salesman filter — drill into a single salesman's numbers.
• Default view is the current month — use the date filter (From / To) to extend or change the date range.

General Settings

Overview

General Settings is where the system-wide configuration lives — company identity, communication providers, notification rules, backup settings, and shared lookup values used across modules.

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Company Identity

Setting	Description
Site Name	The name of the CRM instance — appears in system emails and the browser tab.
Company Address	The company's registered address.
Logo	The company logo displayed in the system and on generated receipts. Must be an image file.
Tab Icon	The browser tab favicon. Must be a 16×16 px image file.

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Document Fonts

Setting	Description
Download Documents Font Regular	The regular weight font used when generating downloadable documents (contracts, reservation forms, etc.).
Download Documents Font Bold	The bold weight font used in generated documents.

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SMS Configuration

Setting	Description
SMS Provider	The SMS gateway provider to use for outgoing messages. Options: No SMS, Vodafone, Unifonic, Epush, SMSmisr, VictoryLink, TekEgy, SmartEgypt.
SMS Breakline	The line break character used by your SMS provider. Ask your provider which to use — common values are \r\n or %0a.
SMS Sender Name	The name that appears as the sender on outgoing SMS messages.
SMS Unifonic AppSid	The AppSid credential for the Unifonic provider (only required if Unifonic is selected).

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Email (SMTP) Configuration

Setting	Description
SMTP Host (Outgoing Server)	The outgoing mail server address (e.g., smtp.gmail.com).
Encryption Type	The encryption method for SMTP. Options: No Encryption, SSL, TLS.
SMTP Port	The port number for the outgoing mail server (e.g., 465 for SSL, 587 for TLS).
Email Address	The email address used to send system emails.
Email Password	The password for the email account.

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Notifications & Credentials

Setting	Description
Send User/Password to Client via Email	When ON, the system automatically sends login credentials to clients by email when their profile is created.
Send Username/Password to Broker	When ON, the system automatically sends login credentials to broker companies when their profile is created.
WaterMark On Media	When ON, a watermark is applied to all media files (images/videos) uploaded to the system.

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Branches

A list of company branches that can be assigned to leads, tickets, and users. When Make Branches Required when create lead is ON, the branch field becomes mandatory on the Add New Lead form.

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Client Requests Department

A list of departments used when creating client requests — used to route the request to the correct team (e.g., Sales, Customer Service, Accounting).

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Campaign Lookup Values

These values populate dropdowns in the Marketing module when creating campaigns:

Setting	Used In
Campaign Type	The type of marketing campaign.
Campaign Purpose	The goal or purpose of the campaign.
Campaign Area	The geographic area targeted by the campaign.

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Map Configuration

Setting	Description
Map API Key	The Google Maps API key used to enable map features in the system (e.g., location pinning on units and projects). See the video guide on how to get an API key.

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Backup & Storage

Setting	Description
Backup CRM & Database Every Week	When ON, the system automatically creates a weekly backup.
Backup CRM & Database Every Day	When ON, the system automatically creates a daily backup.
Dropbox Authorization Token	The Dropbox token used to connect the system to a Dropbox account for cloud backup storage.
Backups in Dropbox	When ON, backups are saved to Dropbox instead of locally. Enabling this deletes all existing local backups.
Remove Old Backups in Dropbox	When ON, old backups stored in Dropbox are automatically deleted.

⚠️ Enabling Backups in Dropbox will permanently delete all existing local database backups — make sure you have a copy before switching.

Dropbox Integration

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Sync Records

The CRM has a mobile app available on both iOS and Android. The Sync Records feature is specific to Android — it syncs the call log from the Android device and attaches call records to the relevant leads in the CRM.

💡 iOS users have access to the mobile app but call log sync is Android only. If call records are missing on a lead or appear out of date, use Sync Records to force a manual update.