How to Change a Lead Status in LeadLocate

The status is the one word on a lead everyone reads. Change it from the row, and the pill, the list and the reports move with it.

1. Open the lead list

   Click Leads in the main menu on the desktop CRM. Each row shows the lead's current status as a pill, with the status dropdown beside it. Use the filter at the top of the list if you need to narrow to New leads or one status.

2. Open the status dropdown

   On the lead's row, open the dropdown that reads Change. The list carries the built in statuses such as New, Contacted, Working a Deal, Sale Pending, Sold, On Hold and Lost, followed by any custom statuses your store added.

3. Pick the new status

   Choose the status that matches where the lead is now. The pill on the row changes immediately, and the list, the filters and the reports read the new status from that moment.

4. Handle the two special picks

   Choosing Lost opens the Mark Lead As Lost popup, which asks for a Reason before the status is saved. Choosing Report to QC opens a request to the Quality Control team instead of changing the status directly. Both are covered in their own guides.

5. Do the same on the phone

   In the LeadLocate mobile app, tap a lead in Leads to expand it and use the status dropdown in the expanded row. The same list, including your custom statuses, is there, and the Lost and Quality Control popups open the same way.

Any user who can open a lead can change its status; there is nothing to turn on and no manager approval in the way. What is worth agreeing on before the floor starts is what each status means at your store, because the status list is shared by every user in the account. A store where one rep uses Contacted to mean a voicemail and another uses it to mean a conversation gets a report that means nothing.

If the built in list does not fit, add your own. At the top of Leads, open the status filter and use the add control at the bottom of the list to type a new status name and save it. It appears in the dropdown on every lead for every user right away. Keep the list short enough that reps use it. The Custom Lead Statuses, Tags and Row Colors page explains the thinking behind statuses, tags and colors and which one to use for what.

The moment you pick a status, the pill on the row shows the new word. Filter the list by that status and the lead is in it. On the mobile app the same lead shows the new status the next time the list refreshes, because the phone and the desktop read one record.

Statuses also feed the numbers. Open Reports and the By Status and Status Breakdown views count leads by the statuses your team set, which is why the meaning of each one matters. The reports dashboard page shows what else those reports carry.

Two things happen without a rep touching the dropdown. A custom source feed can drop every new lead from that source into a chosen status: open Lead Feeds Manager, open the feed and set Default Status for New Leads. And a step in Follow Up Processes can move the lead when it runs, using Change to status on the step, so a lead that finishes a drip without a reply can end in a Final Status of your choosing. The Follow Up Processes page covers the steps.

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You picked Lost and the status did not change. A lead is not moved to Lost until the Mark Lead As Lost popup is completed with a reason and saved. If you closed the popup, the dropdown resets to Change and the lead keeps its old status. Pick Lost again, choose a reason and save.

The status changed back on its own. Check whether the lead is in a Follow Up Process. A running process with Lead status changes to set on a step will move the lead when that step fires. Either edit the process or take the lead out of it.

A custom status is missing from the dropdown. Custom statuses are per account, so a status added on one store in a dealer group does not appear on another. Add it on each account that needs it, or check that whoever added it saved the name rather than closing the filter.

The pill shows Report to QC and the dropdown will not move it. The lead is with the Quality Control team. The status returns to New if the request is rejected, or moves to Bad Lead if it is approved; wait for the outcome.

Marking a lead lost has its own guide because of the reason popup, and so does reporting a bad lead. The lost reason tracking page explains what happens to the reason after you save it, and the lead replacement review page explains what the Quality Control team does with a report. Every guide for the CRM is in the Help Center, and the LeadLocate CRM page shows how the lead list, the inbox and the calendar fit together.

Change the status the moment the thing happens, from whichever screen you are on, rather than at the end of the day from memory. Use a custom status for a real stage your store has and nothing else; a status called Left Voicemail is a note, not a stage. And let the feed defaults and follow up steps do the routine moves for you, so the dropdown is for the decisions a person actually makes.

Who can change a lead status?

Any user who can open the lead, on the desktop CRM or in the mobile app. There is no approval step, which is why agreeing on what each status means matters.

Can we add our own statuses?

Yes. Open the status filter at the top of Leads and use the add control at the bottom of the list. The new status appears in the dropdown on every lead for every user in the account.

Why does picking Lost open a popup?

A lead is not moved to Lost without a reason. The Mark Lead As Lost popup collects the reason and an optional note, and the status changes when you save it.

Can a status change automatically?

Yes. A custom source feed can set a Default Status for New Leads, and a Follow Up Process step can change the status when the step runs.

Custom statuses are part of every LeadLocate CRM plan, month to month. Schedule a live training session and a specialist sets up your store's list with you on your own account.

Prefer to talk right now? Call or text 844-376-2274.