How to capture, track and convert leads

Leads let you keep track of potential clients who haven't booked with you yet - e.g. someone who filled in an enquiry form on your website.
Capture their details, follow up by email, SMS, or phone, and convert them into a client the moment they're ready to book.

A lead is a lightweight profile for someone who hasn't become a client yet. It holds their name, contact details, how they heard about you, any tags you've added, and your own notes.

Because a lead isn't a client yet, they can't log into the Pogozo App or access any client-facing features. That only happens once you convert them.

Go to Leads in the sidebar.

This opens the leads list, showing each lead's name, email, phone, source, tags, when they were created, and when you last contacted them.

Use the search box to find a lead by name, email, or phone number.

Click any row to open that lead's profile, or use the action menu next to a lead to View lead, Edit, Convert, or Delete.

Go to Leads and click Add lead.

Enter the lead's First name and Last name - both are required.

Enter an Email and/or Phone - you need at least one, otherwise there's no way to reach them.

Choose an option under How did you hear about us? if you know their referral source.

Add any Tags you'd like to categorise the lead with, and jot down a Note if there's context worth keeping.

Click Add lead to save.

Pogozo doesn't force you into a fixed pipeline - instead, tags let you track a lead's progress in whatever words suit your business. Many practices create tags like New, Contacted, Quoted, and Ready to book and apply them as a lead moves along, giving you the same at-a-glance view a pipeline would.

You can add or change tags from the Add lead / Edit dialog, or straight from the lead's profile.

The Last contacted date on the list and profile updates automatically whenever you send an email or SMS, or log a call - so you can see who's gone quiet at a glance.

Click on a lead from the list to open their full profile.
​

The Details panel shows their email, phone, referral source, marketing consent status, when they were created, and when they were last contacted.

When a lead comes in through a website lead form, their form answers are appended to the Notes box automatically. You can also add further information manually if needed.

The communications section lets you Send Email, Send SMS, or Log communication for calls, in-person chats, or anything else worth recording.

Every email, SMS, and logged interaction appears in the Communication Logs table below, giving you a full history for that lead.

Lead forms let visitors on your website enquire directly - every submission automatically creates a lead in Pogozo, no manual entry needed.

Go to Settings, then Documents & Templates, and select Lead capture forms.

Click + New form.

Give it a Form name - this is for your reference, not shown to visitors.

Choose which Fields appear on the form. First name, last name, and email are included by default - tick or untick the standard fields. You can mark any field as Required to make it mandatory.

Optionally, you can add further questions of your own by clicking the Add a custom question text.

Customise the Submit button text and Button colour, as well as the Thank you message shown to visitors after they submit.

Under Assign to lead after filling in form, set a default Referral source, Tags to apply, and which team member to Assign to - these are applied automatically to every lead the form creates.

Then click Create form.

From the Lead capture forms list, open the action menu on your form and choose Get embed code.

There are two options for sharing your form

Once a lead is ready to book, open their profile or use the action menu on the leads list and click Convert.

Confirm in the dialog that appears - this creates a client record from the lead's details and sends them a welcome email, just like adding a client manually.

Once converted, the lead comes off your Leads list and appears in Clients as normal, with full access to the Pogozo App.

For one-to-one follow-up, use the Send Email, Send SMS, and Log communication buttons on the lead's profile.
​
For follow-up at scale, build a lead audience.

Go to Settings, then Communications & Marketing, and select Audiences.

Click + Add new audience.

Select the Must match all bucket, then Leads. You can filter by Lead form and/or Tags to target the right group of leads.

Click Create new audience to save the audience.

You can then use that audience to send a one-off bulk email or SMS to every matching lead - checkout our How to send a mass communication guide for more information.