Leads & Pipeline

Raya runs two connected lead systems. A public lead capture form collects the prospect's details; the moment they submit, Raya creates a CRM lead in your sales pipeline. This page builds the form first, then works a real enquiry from New to Won.

Worked example (used throughout): the distributor Meridian Supplies finds your Get a Quote page, asks for 8 MT (8,000 kg) of LDPE Film, and hits submit. We'll build the form that captured them, then push the lead through the pipeline to an order.

:::info Two systems, one flow

System	Where	Who uses it
Lead Capture Forms	Marketing → Lead Forms	Marketing — public forms, landing pages, ad campaigns
CRM Leads	Marketing → Leads (Alt + L)	Sales — the internal pipeline worked to closure

Every form submission automatically becomes a CRM lead in status New. :::

Part 1 — Build a lead capture form

Go to Marketing → Lead Forms → + New Form. The builder has four sections: identity, fields, behaviour, and publishing.

How to fill it — step by step

1. Form name (internal) — what your team sees in the list, e.g. Get a Quote — Packaging Films. Prospects never see this.

2. Title and subtitle (public) — the heading on the live page, e.g. title "Get a Quote", subtitle "Tell us what you need and we'll price it within a day."

3. Branding — logo and colours. These default to your tenant brand; override the accent colour or swap the logo if the form sits on a partner's microsite.

4. Add fields — drag field blocks into the form. Mark the ones you can't work a lead without as required:

   Field	Type	Meridian's answer	Required?
   Company	text	Meridian Supplies	Yes
   Contact name	text	Priya Nair	Yes
   Work email	email	priya@meridian.example	Yes
   Phone	phone	+91 98xxxxxx	Yes
   Product interested in	dropdown	LDPE Film	Yes
   Estimated quantity	number	8000 (kg)	No
   Requirement notes	textarea	"8 MT, recurring monthly if rate works"	No
   Spec sheet	file upload	—	No

   Available field types: text, email, phone, number, dropdown, multi-select, date, textarea, file upload.

5. Thank-you message — shown after submission, e.g. "Thanks, Priya — your enquiry #{id} is in. A specialist will call you within one business day."

6. Notification settings — pick which users are emailed when a submission arrives, so a fresh prospect is picked up quickly.

7. Expiry & limits (optional) — set a valid-until date and/or a maximum submission count, e.g. close the form after the festive campaign ends or after 500 entries. Past the limit, the form politely stops accepting.

8. Publish. Raya returns three ways to share it:

   • a public URL — e.g. yourco.raya.app/lead/get-a-quote;
   • an embed code to drop into your website;
   • a QR code for print — catalogues, stall banners, product cartons.

:::tip Put the QR on the carton Because the QR resolves to the same form, a distributor scanning a printed catalogue and a visitor clicking the website link both land in the same pipeline — with the source recorded so you can tell which channel actually produced deals. :::

Submissions & form analytics

Every submission appears under Lead Forms → [form] → Submissions, and each one:

• captures all field values exactly as entered;
• records the source URL, IP address and timestamp;
• auto-creates a CRM lead in status New, tagged Source = Website.

The form also tracks clicks and submissions, so you can see how many people viewed the form versus how many completed it — a simple conversion read on each channel.

:::note What isn't tracked Form-level view/click/submission counts are available. Email open and click tracking on campaigns is not — gauge campaign engagement from replies in the Inbox, not opens. :::

Part 2 — Work the lead through the pipeline

Meridian's submission is now a lead in New. Open Marketing → Leads (Alt + L) to find it. Leads move left-to-right through the pipeline, with Lost and On Hold as off-ramps:

New → Qualified → Proposition → Won

Stage	What it means	Meridian's moment
New	Captured; no contact made yet	The form just landed
Qualified	You've spoken to the prospect and confirmed a real opportunity	Rep calls Priya, confirms 8 MT is genuine and recurring
Proposition	A quotation has been sent	The ₹120/kg quote PDF goes out
Won	Quote accepted and converted to a Sales Order	Meridian confirms; a Sales Order is created
Lost	Prospect declined — record a lost reason	(e.g. "went with incumbent on price")
On Hold	Waiting on the customer or a pending decision	Buyer paused pending a spec approval

You advance a lead by opening it and moving it along the pipeline stepper, or by setting the stage on the Overview tab.

:::note Stepper, not drag-and-drop Raya's pipeline is a stepper / list view, not a drag-drop Kanban board. Advance a lead by opening it and stepping it forward — every stage change is written to the activity timeline. :::

Score, assign and prioritise

Fill these on the lead's Overview tab so the right rep works the hottest deals first:

1. Lead score — a numeric score that surfaces the strongest opportunities at the top of the list. Meridian scores high: known distributor, clear quantity, recurring intent.
2. Owner — assign a sales rep; the lead then appears on their dashboard. Assign Meridian to the packaging-films rep.
3. Expected value & probability — e.g. ₹9,60,000 at 60% once qualified. These feed the pipeline forecast by stage.
4. Source — pre-filled Website from the form (others: Campaign, Referral, Manual) — powers source-attribution reporting.
5. Contact link — link the lead to an existing customer/contact record, or let the later conversion wizard create one. See Contacts.

The lead detail page — five tabs

Tab	What lives here
Overview	Contact, company, source, owner, score, expected value & close date, custom fields
Interactions	Every call, meeting, note and message — see Activities & Calendar
Follow-ups	Scheduled next steps with reminders
Quotations	Quotes sent, with status and version history — see Quotations
Documents	Brochures, spec sheets, signed quotes and other attachments

Never miss a follow-up

From the lead, schedule a follow-up with a due date and time, an assignee (defaults to the lead owner), and a reminder by email and portal notification before it falls due. For Meridian the rep sets "Call back Tue 11:00 AM — walk through revised rate." Open follow-ups due today also surface on the owner's Today dashboard widget.

:::tip Next step = follow-up, automatically When you log a call and fill in a Next step + due date, Raya creates the follow-up for you — no separate step. See Activities & Calendar. :::

What happens next

Meridian is now Qualified with a follow-up booked. The rep logs the negotiation call (the ₹115/kg ask) on the Activities tab, then raises the Quotation that moves the lead to Proposition.

Related

• Activities & Calendar — log the calls that qualify a lead.
• Quotations — price and send the proposal.
• Accounts — link a lead to a customer or contact record.
• Lead-to-Cash — the full lead-to-cash cycle.