Tracking Communications

Every interaction with a lead matters. This guide shows you how to log and track all communications in LeadsFollow.

Why Track Communications?

Tracking communications helps you:

• Maintain complete history - Never forget what was discussed
• Follow up effectively - Know what was said last time
• Team collaboration - Team members see full context
• Build relationships - Remember personal details and preferences

Types of Communications

LeadsFollow tracks several communication types:

Calls

• Phone conversations
• Duration tracking
• Summary of discussion
• Call notes

Emails

• Email exchanges
• Subject line
• Content summary
• Sent/received tracking

Meetings

• In-person meetings
• Video calls (Zoom, Teams, etc.)
• Meeting duration
• Attendees and notes

SMS/Text

• Text message exchanges
• Quick communications
• Brief notes

Notes

• General notes about interactions
• Internal observations
• Important context
• Trip-specific notes (stored as Activity records with type "NOTE")
• Appear in both Timeline and Notes section of Overview tab

Logging a Communication

Method 1: Quick Log Activity Button (Recommended)

The fastest way to log communications:

1. Open the lead detail page
2. Click "Log Activity" button in the lead header
3. Select communication type:
   • Call - Phone conversations
   • Email - Email exchanges
   • SMS - Text messages
   • Meeting - In-person or video meetings
   • Note - Internal notes
4. Enter your notes/description
5. Click "Log Activity"

The activity is immediately logged and appears in the Timeline.

Method 2: From Communications Tab

1. Open the lead
2. Go to Communications tab
3. Click "Log Communication"
4. Select communication type
5. Fill in details
6. Save

Communication Details

Required Information

Type - Select from:

• Call
• Email
• Meeting
• SMS
• Note
• Other

Date and Time - When the communication occurred

• Defaults to now
• Can set past dates
• Time is tracked

Summary/Notes - What was discussed

• Key points
• Decisions made
• Next steps
• Important information

Optional Information

Subject (for emails)

• Email subject line
• Helps identify specific emails

Duration (for calls/meetings)

• How long the communication lasted
• Track time spent

Direction

• Inbound - They contacted you
• Outbound - You contacted them
• Both - Two-way communication

Linked Trip (if applicable)

• Associate with specific trip
• Organize by trip context

Communication Best Practices

What to Include in Notes

For Calls:

• Main topics discussed
• Questions asked
• Answers provided
• Decisions made
• Next steps agreed upon
• Personal details mentioned
• Preferences expressed

For Emails:

• Subject and key points
• Attachments mentioned
• Action items
• Follow-up needed

For Meetings:

• Meeting agenda
• Discussion points
• Decisions reached
• Action items
• Attendees present

Logging Frequency

Log immediately - Don't wait, do it right after:

• Hanging up a call
• Sending an email
• Finishing a meeting

Be consistent - Log all communications, not just important ones

Be detailed - More context is better than less

Viewing Communications

Communications Tab

In the lead detail page:

• Chronological list - Most recent first
• Filterable - By type, date, direction
• Searchable - Find specific communications
• Detailed view - See full communication details

Timeline View

Communications appear in the timeline:

• Integrated view - See communications with other activities
• Context - Communications alongside tasks, notes, status changes
• Complete picture - Full activity history

Communication Cards

Each communication shows:

• Type icon - Visual indicator of type
• Date and time - When it occurred
• Summary - Key points or subject
• Author - Who logged it
• Duration - For calls/meetings
• Actions - Edit or delete options

AI-Powered Suggestions

If AI features are enabled:

Follow-up Suggestions

• Recommended next actions
• Suggested communication timing
• Based on communication history

Communication Templates

• Pre-written email templates
• Call scripts
• Meeting agendas

Smart Recommendations

• When to follow up
• What to discuss next
• Topics to cover

Communication History Benefits

For You

• Remember details - Never forget what was discussed
• Follow up effectively - Know exactly what to say next
• Track time - See how much time spent with each lead
• Build relationships - Remember personal details

For Your Team

• Context sharing - Team sees full history
• Seamless handoffs - Anyone can pick up where you left off
• Consistent experience - Clients get coherent service
• Knowledge sharing - Learn from each other's interactions

Communication Workflow Example

1. Call - Initial conversation with lead

   • Log call immediately
   • Note: Interested in Italy, budget $5-8k, prefers spring

2. Email - Send initial quote

   • Log email: "Sent Italy quote - 10 day itinerary"
   • Subject: "Italy Travel Quote"

3. Call - Follow-up call

   • Log call: "Discussed quote, has questions about hotels"
   • Create task: "Answer hotel questions"

4. Email - Send additional information

   • Log email with hotel details

5. Meeting - Final consultation

   • Log meeting: "In-person meeting, booked trip!"
   • Update lead status to BOOKED

Tips for Effective Communication Tracking

1. Log immediately - Right after the interaction
2. Be detailed - More context is better
3. Use consistent format - Same style each time
4. Link to trips - Associate with specific trips when relevant
5. Include action items - Note what needs to happen next
6. Tag team members - Mention colleagues if relevant
7. Review regularly - Check communication history before next contact

Related Guides

• AI-Powered Suggestions - Using AI for follow-ups
• Communication History
• Creating Tasks - Turn communications into tasks

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Next: Learn about AI-powered follow-up suggestions →