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TABLE OF CONTENTS

• Managing lead statuses
  • What are lead statuses?
  • Accessing status settings
  • Creating and configuring statuses
    • Creating a new status
    • Status properties
      • Status name
      • Status type
      • Color
    • Default status for new leads
    • Parent status
    • Status actions
    • Editing and deleting statuses
  • Flow | Status groups
    • Creating a flow step
    • Flow step properties
      • Name
      • Color
      • Icon
      • Statuses
    • Benefits of using flow steps
  • Status reasons
    • Creating a status reason
    • Common reason examples
    • Using status reasons
    • Viewing reason statistics
  • Best practices
    • Status design
    • Color coding strategy
    • Flow step organization
    • Status reason strategy
    • Automation and integration
  • Common status workflow examples
    • Sales pipeline workflow
    • Service request workflow
    • Lead nurturing workflow
  • Troubleshooting
    • Wrong default status on new leads
    • Status not showing in dropdown
    • Can't delete a status
    • Flow steps not updating
    • Status reasons not required
  • Summary

What are lead statuses?

Lead statuses represent the current stage of a lead in your workflow. They help you track progress, prioritize work, and automate actions as leads move through your process.

Common use cases:

• Sales pipeline tracking – Track leads from first contact to closed sale
• Service workflow management – Monitor service requests from submission to completion
• Lead qualification – Distinguish between qualified, unqualified, and pending leads
• Follow-up management – Track contact attempts and outcomes (called, no answer, meeting booked)
• Reporting and analytics – Measure conversion rates and identify bottlenecks
• Automation triggers – Trigger emails, SMS, or tasks when status changes

Accessing status settings

Navigate to Campaign Settings → Statuses. This page displays three main sections:

• Statuses – Create and manage individual statuses
• Flow | Status groups – Organize statuses into chronological flow steps
• Status reasons – Track why leads are lost or won

Creating and configuring statuses

Creating a new status

1. Go to Campaign Settings → Statuses
2. Click + New status
3. Enter a Status name (e.g., "New lead", "Called - no answer", "Meeting booked", "Quote sent", "Won", "Lost")
4. Select a Status type from the dropdown (optional, but recommended)
5. Choose a Color using the color picker
6. Click + Create

The new status appears in the status list and is immediately available for use.

Status properties

Status name

The display name shown throughout Hubhus (lead lists, profile pages, filters, reports). Choose clear, descriptive names that everyone on your team understands.

Best practices:

• Use action-oriented names (e.g., "Meeting booked" not "Status 3")
• Be specific about outcomes (e.g., "Called - no answer" vs. just "Called")
• Keep names concise (2-4 words maximum)
• Use consistent naming conventions across similar statuses

Status type

Status types provide predefined context and behavior for common sales and service scenarios. Selecting a type can enable special features or automations.

Available status types include:

• Not handled – Lead has not been processed yet
• Missed call – General missed call status
• 1. missed call, 2. missed call, 3. missed call, etc. – Track number of call attempts
• Quotation sent – Quote has been sent to customer
• Meeting booked / Meeting held / Meeting cancelled – Track meeting status
• Contact later – Scheduled for future follow-up
• In dialogue / In process – Active engagement
• On hold – Temporarily paused
• Partly won / Won – Successful outcomes
• Lost / Closed – Unsuccessful or completed leads
• Contact not achieved / Contact achieved – Contact attempt outcomes
• Not relevant – Lead doesn't fit criteria
• Has follow-up – Follow-up date is scheduled
• Automated message sent – System has sent automated communication
• Doublet / Unwanted / Invalid – Data quality statuses
• Cancelled / Active / Inactive / Expired – Lifecycle statuses
• Awaiting quotation / Awaiting approval / Approved / Not approved – Approval workflow statuses

You can leave status type as "Nothing selected" if none of the predefined types fit your use case.

Color

Choose a color that visually identifies the status. Colors appear in lead lists, status filters, and reports.

Color selection tips:

• Green – Positive outcomes (won, completed, approved)
• Red – Negative outcomes (lost, cancelled, rejected)
• Yellow/Orange – In progress or waiting (in process, awaiting approval)
• Blue – New or initial stages (new lead, first contact)
• Gray – Inactive or on hold (not relevant, expired)

The color picker supports:

• Gradient selection
• Predefined color palette
• Custom hex colors
• Transparency options

Default status for new leads

You can reorder statuses by dragging them in the list.

Parent status

Parent status creates hierarchical relationships between statuses. This is useful for:

• Grouping related statuses for reporting
• Creating sub-statuses that roll up to a main status
• Organizing complex workflows

Example: "Lost - too expensive", "Lost - no budget", "Lost - went with competitor" could all have "Lost" as their parent status.

Status actions

Status actions automate tasks when a lead enters a specific status. Click + Add action next to any status to configure:

• Send email or SMS
• Assign to person or team
• Create calendar event or task
• Update field values
• Trigger webhook or integration
• Add to automation flow

Actions are processed immediately when the status is set.

Editing and deleting statuses

To edit a status:

1. Click the orange edit icon next to the status
2. Modify name, type, or color
3. Click Save

To delete a status:

1. Click the red delete icon next to the status
2. Confirm deletion

Flow | Status groups

Flow steps group statuses into chronologically ordered stages. This provides a visual representation of your workflow and helps with reporting.

Creating a flow step

1. Scroll to the Flow | Status groups section
2. Click + New flow step
3. Enter a Name (e.g., "Initial contact", "Qualification", "Proposal", "Closed")
4. Choose a Color for the flow step
5. Optionally add an Icon (Font Awesome class, e.g., fa-phone)
6. Set Icon CSS style if you want custom inline styling
7. Select which Statuses belong to this flow step (use Select All / Deselect All for bulk selection)
8. Click Create or Save

Flow step properties

Name

The display name for this stage of your workflow. Common flow step names:

• New / Initial contact
• Qualification / Discovery
• Proposal / Quotation
• Negotiation
• Closed / Won
• Closed / Lost

Color

Visual identifier for the flow step. Use consistent colors to show progression (e.g., blue → yellow → green for early → middle → final stages).

Icon

Optional Font Awesome icon to represent the flow step visually. Examples:

• fa-phone – Initial contact
• fa-search – Qualification
• fa-file-text – Proposal
• fa-handshake-o – Negotiation
• fa-check-circle – Won
• fa-times-circle – Lost

See available icons at Font Awesome cheatsheet (links provided in the interface).

Statuses

Select which statuses belong to this flow step. A status can only belong to one flow step at a time. Use the multiselect dropdown to check multiple statuses.

Example flow step structure:

Flow step 1: Initial contact

• New lead
• Called - no answer
• 1. missed call
• 2. missed call

Flow step 2: Qualification

• In dialogue
• Meeting booked
• Meeting held

Flow step 3: Proposal

• Quotation sent
• Awaiting approval

Flow step 4: Closed

• Won
• Lost
• Not relevant

Benefits of using flow steps

• Visual workflow representation – See where leads are in your process at a glance
• Better reporting – Analyze conversion rates between stages
• Pipeline management – Identify bottlenecks and areas for improvement
• Team alignment – Create shared understanding of the sales/service process
• Simplified filtering – Filter leads by flow step instead of individual statuses

Status reasons

Status reasons capture why a lead reached a specific status, particularly for closed, lost, or won statuses. This data helps you identify patterns and improve your process.

Creating a status reason

1. Scroll to the Status reasons section
2. Click + New reason
3. Select the Status this reason applies to (e.g., "Lost", "Won", "Not relevant")
4. Enter a Reason name (e.g., "Too expensive", "No longer relevant", "Went with competitor", "Budget constraints")
5. Click + Save reason

Common reason examples

For "Lost" or "Closed - Lost" status:

• Too expensive
• No budget
• Went with competitor
• No longer interested
• Wrong timing
• Missing features
• Service area not covered

For "Won" or "Completed" status:

• Best price
• Best features
• Existing relationship
• Urgent need
• Referral

For "Not relevant" status:

• Wrong industry
• Company too small/large
• Outside service area
• Duplicate lead
• Not decision maker

Using status reasons

When a user sets a lead to a status that has associated reasons, they can select the appropriate reason from a dropdown. This data is then:

• Stored with the lead for historical tracking
• Available in reports and analytics
• Displayed in the status reasons table with current counts
• Used to identify trends (e.g., "30% of lost leads cite 'too expensive'")

Viewing reason statistics

The status reasons table shows:

• Status – Which status the reason is associated with
• Reason – The reason name
• Current count – How many leads currently have this status with this reason

Use the Hide counts dropdown to toggle count visibility.

Best practices

Status design

• Keep it simple – Start with 5-10 statuses; add more only as needed
• Use clear names – Everyone on the team should understand what each status means
• Follow lead flow – Order statuses chronologically from initial contact to closed
• Distinguish outcomes – Separate positive (won, completed) from negative (lost, cancelled) outcomes
• Track attempts – Use numbered statuses for multiple contact attempts (1. missed call, 2. missed call, etc.)

Color coding strategy

• Use consistent color logic across all campaigns
• Reserve green for success (won, completed, approved)
• Reserve red for failure (lost, rejected, cancelled)
• Use yellow/orange for waiting (pending, in process, on hold)
• Use blue for initial stages (new, first contact)
• Use gray for inactive (archived, not relevant, expired)
• Avoid overly bright or clashing colors

Flow step organization

• Create 3-5 flow steps for most workflows (more becomes hard to track)
• Name flow steps based on activities not outcomes (e.g., "Qualification" not "Qualified")
• Ensure every status belongs to a flow step
• Order flow steps chronologically to match your actual process
• Use icons to make flow steps visually distinct

Status reason strategy

• Create reasons for closed/terminal statuses (won, lost, cancelled, not relevant)
• Use specific, actionable reasons (e.g., "Too expensive" not "Pricing issue")
• Limit reasons to 5-10 per status (too many makes selection confusing)
• Review reason data monthly to identify trends
• Update your process based on common loss reasons
• Add new reasons as patterns emerge (don't try to anticipate everything upfront)

Automation and integration

• Use status actions for immediate responses (send confirmation email when status = "Quote sent")
• Set up automations to change status automatically based on lead behavior
• Trigger notifications when leads enter critical statuses (e.g., notify sales manager when status = "Won")
• Use status in Playlist prioritization (prioritize "Meeting booked" over "1. missed call")
• Filter reports by status to measure performance

Common status workflow examples

Sales pipeline workflow

1. New lead (blue) – Default status for incoming leads
2. Contacted (blue) – Initial outreach made
3. Qualified (yellow) – Lead meets criteria and is interested
4. Quote sent (yellow) – Proposal delivered
5. Negotiation (orange) – Discussing terms
6. Won (green) – Deal closed successfully
7. Lost (red) – Deal lost (with reasons)
8. Not relevant (gray) – Lead doesn't fit criteria

Service request workflow

1. New request (blue) – Service request received
2. Assigned (blue) – Assigned to technician
3. Scheduled (yellow) – Appointment booked
4. In progress (orange) – Work started
5. Awaiting parts (orange) – On hold for materials
6. Completed (green) – Service finished
7. Cancelled (red) – Customer cancelled

Lead nurturing workflow

1. New lead (blue) – Lead enters system
2. Automation sent (blue) – Welcome series started
3. Engaged (yellow) – Lead clicked email or visited site
4. Hot lead (orange) – High engagement, ready for sales
5. Cold lead (gray) – No engagement, continue nurturing
6. Converted (green) – Became customer
7. Unsubscribed (red) – Opted out

Troubleshooting

Wrong default status on new leads

If new leads are getting the wrong default status:

• The first status in your list is always the default
• Drag your desired default status to the top of the list
• Save and test by creating a new lead

Status not showing in dropdown

If a status doesn't appear in status dropdowns:

• Verify the status was successfully created (check the status list)
• Refresh the page
• Check if the status has been deleted
• Ensure you're in the correct campaign

Can't delete a status

If you can't delete a status:

• Check if leads are currently using this status (you may need to move them first)
• Verify you have admin permissions
• Check if the status is referenced in automations or filters
• Consider renaming or hiding instead of deleting

Flow steps not updating

If changes to flow steps don't appear:

• Refresh the page after saving
• Verify statuses are assigned to flow steps (check the multiselect)
• Ensure you clicked Save after making changes
• Check browser console for errors

Status reasons not required

If you want to require a reason when setting a status:

• This must be configured in the status action settings
• Consider using form validation or automation requirements
• Train users to always provide reasons for closed/lost statuses

Summary

Lead statuses track where leads are in your workflow and enable automation, reporting, and pipeline management. Access status settings in Campaign Settings → Statuses to create and manage statuses, organize them into flow steps, and configure status reasons. Create statuses by clicking + New status, entering a name, selecting an optional status type from predefined options, and choosing a color. The first status in your list becomes the default for new leads. Use status types like "Missed call", "Meeting booked", "Won", "Lost", and many others to enable special features and behaviors. Organize statuses into flow steps to create a visual workflow with chronological stages. Each flow step has a name, color, optional icon, and contains multiple statuses. Flow steps simplify reporting and provide better pipeline visualization. Add status reasons to track why leads are lost or won. Create reasons by selecting a status and entering a reason name like "Too expensive", "No budget", or "Went with competitor". View reason statistics in the status reasons table with current counts. Use status actions to automate tasks when status changes, like sending emails or creating calendar events. Follow best practices: keep it simple with 5-10 statuses, use clear names, maintain consistent color coding (green for success, red for failure, yellow for waiting), organize into 3-5 flow steps, and create specific reasons for closed statuses. Review reason data monthly to identify trends and improve your process. Configure automations and Playlist to leverage status data for workflow optimization.

? Common searches

status • lead status • status management • workflow • flow steps • status reasons • pipeline stages • sales stages

? Also known as

lead stage • sales pipeline • workflow stage • lead state • process status • deal stage • opportunity stage

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