LotWize Help Center — Lead Tracking Guide
_Last updated: May 2026_
LotWize Help Center — Lead Tracking Guide
Last updated: May 2026
This guide covers tracking, scoring, and managing sales leads in LotWize.
What Is a Lead?
A lead is anyone who has shown interest in LotWize but hasn't signed up for a paid plan yet:
- Signed up for a free tool on our marketing site
- Downloaded a resource (guide, calculator result)
- Started a trial but didn't convert
- Filled out a contact form
- Attended a demo webinar
- Came from a referral
Lead Sources
Leads are automatically tagged by how they found LotWize:
| Source | Description |
|---|---|
| Free Tools | Used a calculator or generator on lotwize.com |
| Organic Search | Found us via Google/Bing search |
| Paid Ads | Clicked a Google Ad, Facebook Ad, etc. |
| Social Media | Came from Reddit, LinkedIn, Twitter/X, etc. |
| Referral | Referred by an existing customer |
| Content | Read a blog post or guide |
| Direct | Typed lotwize.com directly |
| Event | Met us at a trade show or webinar |
UTM tracking: All sources include UTM parameters for detailed attribution.
Lead Dashboard
Overview
Go to Admin → Leads to see:
- Total leads (last 30 days)
- Conversion rate (leads → trials)
- Trial-to-paid rate
- Average time to convert
- Revenue from leads
Lead Table
The main lead table shows:
| Column | Description |
|---|---|
| Name | Lead's name or "Anonymous" |
| Contact email (if provided) | |
| Source | How they found us |
| Tool/Content | Which free tool or page they used |
| Score | Hot / Warm / Cold |
| Status | New / Contacted / Qualified / Trial / Won / Lost |
| Last Activity | Most recent action |
| Assigned To | Sales rep (if assigned) |
Lead Scoring
Leads are automatically scored based on behavior:
Hot Leads (Score 80-100)
- Started a trial
- Used multiple free tools
- Visited pricing page 3+ times
- Spent 10+ minutes on site
- Downloaded a premium resource
- Action: Contact within 1 hour
Warm Leads (Score 50-79)
- Used one free tool
- Visited pricing page
- Spent 5+ minutes on site
- Signed up for newsletter
- Action: Add to nurture sequence
Cold Leads (Score 0-49)
- Single page visit
- Bounced quickly
- No email provided
- Action: Retarget with ads or content
Scoring Factors
| Action | Points |
|---|---|
| Start trial | +50 |
| View pricing | +20 |
| Use 2+ tools | +15 |
| Spend 5+ min | +10 |
| Provide email | +10 |
| Return visit | +10 |
| Download guide | +10 |
| Bounce immediately | -10 |
Lead Status Workflow
New → Contacted → Qualified → Trial → Won/Lost
Status Definitions
| Status | Meaning | Next Action |
|---|---|---|
| New | Just entered the system | Auto-score and route |
| Contacted | Sales reached out | Wait for response |
| Qualified | Confirmed interest and budget | Schedule demo |
| Trial | Started free trial | Support onboarding |
| Won | Converted to paid | Onboard to success |
| Lost | Chose not to buy | Add to long-term nurture |
Automated Status Changes
- Trial started → Status auto-changes to "Trial"
- Payment received → Status auto-changes to "Won"
- Trial expires without payment → Status changes to "Lost"
- Email bounces → Status changes to "Invalid"
Managing Leads
Assigning Leads
- Select one or more leads
- Click "Assign"
- Choose a sales rep
- The rep gets notified via email and in-app
Auto-assignment rules:
- By geography (region-based reps)
- By plan tier (Pro/PMC → senior rep)
- By source (free tool leads → junior rep)
- Round-robin (equal distribution)
Contacting Leads
Email sequences:
- Go to Leads → Sequences
- Create or edit a sequence:
- Day 1: Welcome email
- Day 3: Tool recommendation
- Day 7: Case study
- Day 14: Trial invitation
- Day 21: Last chance
- Enroll leads in sequences automatically or manually
Manual outreach:
- Click a lead's email
- Choose template or write custom message
- Track opens and clicks
Lead Notes
Add notes to any lead:
- Phone call summaries
- Objections raised
- Decision timeline
- Budget information
- Competitor mentions
All notes are visible to assigned rep and admins.
Lead Analytics
Conversion Funnel
Visual funnel showing:
- Visitors → Leads
- Leads → Trials
- Trials → Paid
Benchmarks:
- Visitor to lead: 3-5%
- Lead to trial: 15-25%
- Trial to paid: 30-50%
Source Performance
Which sources bring the best leads?
| Metric | What It Tells You |
|---|---|
| Lead volume by source | Where to invest marketing |
| Conversion by source | Which channels convert best |
| CAC by source | Cost to acquire per channel |
| LTV by source | Long-term value per channel |
Sales Rep Performance
For teams with multiple reps:
- Leads assigned
- Contact rate (% contacted within 24h)
- Qualification rate
- Trial conversion rate
- Revenue generated
- Average deal size
Integrations
CRM Integrations
Connect LotWize leads to your CRM:
- HubSpot — Bi-directional sync
- Salesforce — Lead push and status sync
- Pipedrive — Deal creation and tracking
- Zapier — Connect to 5000+ apps
Email Marketing
Sync leads to:
- Mailchimp — Audience segments
- Klaviyo — Behavioral triggers
- ConvertKit — Creator-focused sequences
Next Steps
Need help setting up lead scoring? Contact support@sanafai.com.
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