Leads and tasks

Overview

Leads tracks people who have asked about your services, from first enquiry to becoming a client. Tasks is a simple list of follow-ups your team needs to do, with an owner, a priority and a status. Both are for Administrators and Provider Admins. Staff Members cannot open either screen.

Common tasks

Add a lead

1. Open Leads. You see the lead list with filters from New through to Converted.
2. Click New Lead and fill in the details.
3. Save. The lead appears in the list with the status “new”.

Assign a lead to someone

1. Open Leads and click the lead.
2. Find Assignment. A new lead shows Unassigned.
3. Open the dropdown. It lists only people who can log in to Cura, shown by full name. Workers without a login are not offered.
4. Pick a person and click Update Assignment.
5. A message reads “Lead assigned to” followed by their name. The dropdown now shows that person, even after you reload.
6. To remove the assignment, choose Unassigned and click Update Assignment. A message reads “Lead unassigned”.

Add a note to a lead

1. Open the lead.
2. Type in the Add a note box and click Add Note.
3. A message reads “Note added”. The note appears with the author’s full name and the time. The heading counts your notes, for example Notes (1).

Everyone who can open Leads can read all notes and activity on every lead.

Read the activity history

1. Open the lead and look at the Activity panel.
2. It lists what happened, newest first, such as “Assigned” with who did it and when. If someone removed the assignment, you see “Assignment removed”.
3. A brand new lead shows “No activity yet.”

Turn a lead into a client

1. Open the lead and click Accept.
2. The add-client wizard opens with the lead’s name and email already filled in on Personal Details once you choose a funding type.
3. Back on the lead, its status is now Approved, with a banner saying client creation is in progress. Accept, Decline and Refer are hidden so a colleague cannot start the same conversion.
4. Finish the wizard. The lead then shows a green converted banner with a View Client Profile link.
5. To back out, use the cancel option in the wizard. The lead goes back to New and Accept returns.

If someone opens the wizard for a lead that is already a client, the page says “This lead has already been converted to a client.” and links to the existing client.

Add a task

1. Open Tasks. The heading reads “Manage workflow tasks and follow-ups”.
2. Click New Task. A side panel opens.
3. Fill in Title, Description, Category and Due Date. Choose a Priority: Low, Medium, High or Urgent.
4. Under Assigned to, pick a team member. It starts as Unassigned.
5. Click Create Task. The panel closes and the task appears in the table with the status Pending.

Work a task through

1. Click a task row to open its details.
2. On a Pending task, click Start. The status becomes In Progress.
3. Click the row again and choose Mark Complete. The status becomes Completed.
4. To stop a task, click Cancel Task.

Change who owns a task

1. Open the task.
2. Use the Owner dropdown to choose a different team member, or Unassigned.
3. Click Save. The Owner column in the table updates.

Find tasks

1. Use the status filter: All, Pending, In Progress, Completed or Cancelled.
2. Use the priority filter: All, Low, Medium, High or Urgent.

Tips

• The assignment list on a lead only includes people with a Cura login. If someone is missing, they probably do not have one.
• A task can be moved to Completed or Cancelled from Pending or In Progress. There is no way to reopen it afterwards. Create a new task instead.
• The task Owner list is everyone with a Cura login in your organisation, including admins who are not support workers.
• Tasks are not linked to clients or workers from this screen, and Cura does not send reminders about them.
• An Approved lead that someone abandoned part-way through the wizard stays Approved until someone resumes it and either finishes or cancels.

Troubleshooting

A Staff Member cannot see Leads or Tasks. That is intended. These screens are for Administrators and Provider Admins only.

A person is not in the Assignment dropdown. Only people who can log in are listed. Give them a login first.

The lead shows an “Accepted” banner but nobody is working on it. Someone started the wizard and left. Open the lead, follow the banner link and either finish or cancel.

I cannot reopen a completed task. There is no reopen. Add a new task.