Leads
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Leads are potential clients who have contacted your firm but have not yet signed a retainer. CaseBright's lead management tracks them from first contact through to retention (or non-retention).
Navigate to Leads in the left sidebar.
1. What is a Lead?
A lead represents a prospective client. Every new inquiry, consultation request, or referral starts as a lead. Leads have their own workflow (separate from case workflows) and their own status pipeline.
2. Lead Statuses
Leads move through a defined pipeline:
| Status | Meaning |
|---|---|
| New | The lead has just been created; initial contact has not been made |
| In Progress | Your team is in contact and the consultation is ongoing |
| Open Deal | A retainer agreement is being negotiated or has been sent |
| Retained | The client has signed and paid; the lead converts to a case |
| Not Retained | The lead did not convert (not qualified, no answer, etc.) |
Sub-statuses
Each status has sub-statuses for more granular tracking:
New
- Attempted to Contact
- Meeting Rescheduled
- Waiting for Client Availability
In Progress
- Follow Up
- Long-term Follow Up
- Pending Client Action
- Business Searching
- Business Plan / Project Development
- Sponsor Searching
Open Deal
- Retainer Sent
- Retainer Signed
Not Retained
- No Answer
- Unqualified
3. Creating a Lead
- Navigate to Leads.
- Click New Lead (top right).
- Fill in the lead details:
- Name — the prospective client's full name
- Email and phone — contact information
- Lead type / workflow — select the appropriate lead workflow (e.g., "EB-2 NIW Intake")
- Priority — Low, Normal, High, or Urgent
- Assigned to — which team member is responsible
- Click Create.
4. Managing a Lead
Open a lead by clicking its name in the list.
Updating status and sub-status
- Use the Status dropdown in the lead detail to move the lead through the pipeline.
- Select a Sub-status for more detail.
Adding notes
Use the notes/comments section to log any communications, observations, or next actions. Notes are timestamped and attributed to the team member who wrote them.
Adding follow-ups
Click Add Follow-up to schedule a reminder call, email, or meeting. Follow-ups appear on your Calendar and in the Follow Ups section.
Working through steps
If the lead has a Lead Workflow attached, you will see a list of steps (e.g., "Send Consultation Confirmation Email", "Conduct Consultation Call"). Work through these the same way as case steps.
Attaching forms
Assign a form to the lead (e.g., a consultation intake form) that the prospective client can fill out via a link before the consultation.
5. Filters and Search
Use the filter bar on the Leads list to narrow down what you see:
| Filter | Description |
|---|---|
| Search | Search by lead name |
| Status | Filter by lead status |
| Priority | Filter by priority level |
| Assigned to | Filter by the responsible team member |
| Date range | Filter by creation date or due date |
6. Converting a Lead to a Case
When a lead is retained:
- Update the lead status to Retained.
- Click Convert to Case (or this may happen automatically depending on your workflow configuration).
- Select the case workflow to use for this client.
- CaseBright creates a new Client record and a new Case automatically, carrying over the relevant information from the lead.
The lead will show as Retained and a link to the new case will appear on the lead detail page.