Can multiple agents share a pipeline or does each agent have their own?

Both. Each agent sees their own assigned deals by default. Managers and sales directors can see the full team pipeline, filtered by agent, region or product type. You can also create shared team pipelines for collaborative selling on large C&I deals.

How does lead source attribution work?

Every lead has a required source field. The Lead Source report shows the total leads, deals, revenue and close rate by source over any date range. This lets you compare, for example, the ROI of paid digital leads vs referral leads and adjust your marketing spend accordingly.

Can I set up automatic lead assignment rules?

Yes. CrmLeaf supports round-robin assignment (new leads distributed evenly across agents) and territory-based assignment (leads assigned by region or postcode). Automatic assignment rules are configured in Settings → Lead Assignment.

What is a deal watcher and when should I use it?

A deal watcher is someone who can see all activity on a deal without being the assigned agent. Use it for managers who want visibility on their team's deals, or for a second agent involved in a large commercial deal. Watchers receive notifications on key deal events but do not appear as the deal owner.

TUTORIAL 02 · SALES PIPELINE

How to track solar leads and manage your deal pipeline

This tutorial shows you how to set up a structured solar sales pipeline in CrmLeaf - capture leads from multiple sources, move deals through stages, assign agents, set follow-up tasks and track your close rate by source.

CrmLeaf TeamUpdated July 202612 min readSales managers & sales teams

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STEP 1 OF 4

Configure your pipeline stages

Before capturing leads, define the deal stages that match how your solar sales process actually works. CrmLeaf comes with default stages that you can rename, reorder or add to.

Go to Settings → Pipeline → Deal Stages
Review default stages: New Lead, Contacted, Site Survey Scheduled, Proposal Sent, Negotiation, Won, Lost
Rename stages to match your terminology (e.g. "Site Survey Scheduled" → "Survey Booked")
Add any stages specific to your process (e.g. "Finance Approved" for solar loan deals)
Set stage probability % - used in pipeline value forecasting
Save - your pipeline is ready

Keep your pipeline stages to 6–8 maximum. Too many stages create friction in the sales process - agents stop updating stage if it takes more than one click.

WHAT YOU SEE WHEN DONEDeal stages configured to match your sales process. Pipeline value forecasting enabled.

STEP 2 OF 4

Capture leads from all sources

Set up lead capture from every channel your leads come through - web forms, referrals, walk-ins, door-to-door and direct calls. All leads land in the same pipeline with source tracking.

Leads → New Lead → enter name, contact number, email and enquiry details
Set lead source: Web Form / Referral / Walk-in / Door-to-door / Social Media / Phone
Use the web form embed to capture leads from your website automatically
Add the lead's estimated system size and location if known
Set lead priority: Hot / Warm / Cold based on enquiry quality

Add a lead source to every single lead - even walk-ins and phone calls. After 3 months, the lead source attribution report will show you exactly which channels drive the best close rate. This is one of the most valuable reports in CrmLeaf.

WHAT YOU SEE WHEN DONELead captured with source tag. Automatic follow-up task created. Agent notified.

STEP 3 OF 4

Assign agents and add deal details

When a lead is qualified, convert it to a deal. Assign to a sales agent, add deal value and move through stages as the deal progresses.

Open lead → click "Convert to Deal" (when qualified)
Enter deal value (estimated system value in $)
Set system size, roof type, property type (residential / commercial)
Assign to a sales agent - they are notified immediately
Add a watcher (e.g. sales manager) - they see all deal activity without being assigned
Add deal notes from the qualification call

Make it a habit to update the deal stage after every client interaction. A pipeline with accurate stages is far more useful than a pipeline where everything sits at "New Lead" because nobody bothered to update it.

WHAT YOU SEE WHEN DONEDeal created with value, system size and agent. Manager has visibility. Deal is in the active pipeline.

STEP 4 OF 4

Set follow-up tasks and track close rate

Create tasks on deals to ensure follow-ups happen. Track stage conversion rates to find where deals are stalling in your pipeline.

Open a deal → "Add Task" → set task type (Call / Email / Site Visit / Proposal) and due date
Set task reminder - agent receives notification before the due date
Complete tasks and log outcomes as notes on the deal
Use Pipeline Report to see deals by stage, by agent and by lead source
Close Rate Report shows conversion % at each stage - identify where deals are dropping
Use the Leads by Source report to see which channels deliver the best-quality leads

Review the pipeline with your sales team weekly - 15 minutes to go through deals in "Proposal Sent" stage that have been sitting for more than 5 days. These are your most at-risk deals and often just need a follow-up call.

WHAT YOU SEE WHEN DONEFollow-up tasks set on every active deal. Close rate visible by stage, agent and lead source. Pipeline management becomes data-driven.

You've completed this tutorial

Follow-up tasks set on every active deal. Close rate visible by stage, agent and lead source. Pipeline management becomes data-driven.

Next: Lead to Commissioning

Continue learning

Keep going with the next tutorials in the Solar CRM series.

TUTORIAL