NirmaanOne Help
How-toReviewed 2026-09-29

Capture and work a lead

Create an opportunity for a buyer's enquiry on a project, assign it an owner, log the calls, site visits and follow-ups on its timeline, and keep the requirements up to date until it is ready to be priced.

Capture and work a lead

An opportunity is one buyer's enquiry on one project. Create it the moment someone asks, with whatever you know about them and what they want; then work it: give it an owner, log every call and site visit with the next follow-up date, and refine the requirements until you are ready to price a unit. The pipeline moves on its own from there (Lead, Estimate, Approval, Booked); this article covers the Lead stage.

Before you start

  • The project exists (Create a project); you need the View permission on Projects to pick it.
  • To create the lead you need the Create permission on Opportunities: in the default roles the Administrator, the Sales Manager and the Sales Executive. Assigning, logging activities and editing need the Edit permission on Opportunities, which the Front Desk role also has.
  • Optional lookups and masters, each behind its own View permission: Contacts to pick an existing contact (Maintain contacts); Lookups for the Lead source and the activity types (Lookups); Companies for a channel partner (Register a channel partner); Towers, Floors & Units for the preferred tower.
  • The contact type with code LEAD must exist under Lookups (it is seeded); a new person on the form is created as a contact of that type.

Steps

  1. Open Opportunities in the CRM sidebar group and click New opportunity (also offered as "New opportunity" on the dashboard's launcher). The page "New opportunity" opens: "Start a lead: the project, the person asking and what they are looking for." with three sections. See New opportunity.
  2. Under Project & contact ("Which development the enquiry is for and who is asking.") pick the Project. Under Contact choose New person and fill Prefix, First name, Last name, Phone and, if you have them, Email, Alternate phone and PAN; or choose Existing contact and search for the person. If the chosen contact already has a lost opportunity on this project, an amber notice reads "This buyer already has a lost opportunity on this project (lost on <date>: <reason>). If they are back, reopen it instead of creating a new one: its history stays together, and the new estimate starts fresh." with Reopen it and Open the lost opportunity; see Reopen a lost opportunity. It is a warning, not a block.
  3. Under Source & owner ("Where the lead came from, who works it, and any channel partner to credit.") set the Lead source, the owner in Assigned to ("Unassigned" leaves it open), and when a broker brought the lead the Channel partner ("Search channel partners…"; only active companies of the Channel Partner type are listed) and Partner's contact person ("People attached to the chosen partner."). Create new channel partner at the bottom of the partner list opens the "New channel partner" panel (Company name required; Phone, Email, City, RERA agent registration no. and Default commission (%) optional) and Create partner adds it (you see Channel partner "<name>" created.). The partner is what commission is later computed for.
  4. Under Requirements ("What the buyer is looking for; all optional and refined as the conversation goes.") fill Preferred unit type, Preferred tower, Budget from / Budget up to (₹), Carpet area (Mofa) from / Carpet area (Mofa) up to (sqft), Floor from / Floor up to, Parking slots needed (0 to 20), Facing preference, Expected close and Notes. Ranges must be in order: "Must be at least the minimum budget", "Must be at least the minimum area", "Must be at least the lowest floor". These requirements ring the matching units in purple when you price a unit later.
  5. Click Create opportunity. You see "Opportunity for <name> created." and the opportunity opens with the stage badge Lead, the Contact & source and Requirements cards, the Current estimate card reading "No estimate yet. Price a unit for this buyer to move the opportunity forward." and the Activity card with the system entry "Opportunity created for <first name> on <project>".
  6. If nobody owns it yet, click Assign in the header. The dialog "Assign opportunity" opens with Owner ("Unassigned" clears it). Pick the person and click Assign (greyed out until the owner changes). You see "Assigned to <email>." and the header's description shows "owner <email>". The owner list holds the active users who can edit opportunities.
  7. After each call, site visit or meeting, open the Activities tab (or click Timeline on the Activity card) and click Log activity. The panel "Log activity" opens: Type ("Call, site visit, meeting, email or WhatsApp."; the organization's activity types, system types excluded), Summary (for example "Site visit with family, liked 12th floor"), When (defaults to now), Next follow-up ("Optional"), Related estimate ("Optional"; lists this opportunity's estimates) and Details ("Optional"). Click Log activity. You see "Activity logged."; the row joins the timeline (newest first by When, with the system rows locked) and the overview's Activity card shows the latest entry with "Follow up on <date>". The pencil on any row people logged opens "Edit activity" (Save changes); the bin asks "Delete activity?". See Activities.
  8. When the requirements or the source change, click Edit in the header. The page "Edit <name>" reads "Change the source, owner or requirements; only the fields you touch are saved."; the project and contact are fixed ("The project and person are fixed once the opportunity exists; change their details from Contacts."). Change the fields and click Save changes (greyed out until something changes). You see "Opportunity updated." See Edit opportunity.

What happens next

  • The seeded rule "New lead: first call (system)" notifies the Sales Managers ("New lead: <name> for <project>") and opens the task "First call: <name>", due tomorrow, for the owner, or for the least-loaded Sales Executive when the lead is unassigned. It shows on Tasks. The rule "New lead: assign round-robin (system)" can hand unassigned leads to the least-loaded Sales Executive automatically but ships switched off (Rules).
  • Every Monday the rule "Cold leads: weekly nudge (system)" flags opportunities still at Lead or Estimate whose record hasn't been updated for 7 days: a notification to the owner and the Sales Managers ("No update for over a week. Follow up or mark it lost.") and a task "Follow up cold lead: <name>" for the owner. Logging an activity alone doesn't count as updating the opportunity for this rule; editing it or moving it on does.
  • The History tab (Stage history) records "Created → Lead"; the header's clock icon (History) shows who changed which field.
  • The opportunity leaves Lead by itself when its first estimate is saved: Price a unit for a buyer. If the buyer drops out, Mark the opportunity lost with a reason; a Lead with no estimates can also be deleted with Delete ("Delete opportunity?").
  • A lead can also be handed over through the header's Workflows menu with "Hand over to a Sales Executive" (Reason required): the least-loaded Sales Executive gets it and is notified.

If something goes wrong

  • "First name is required", "Enter a phone number (at least 5 digits)" or "Pick a contact": the contact block is incomplete; a new person needs at least a first name and a phone number.
  • "The 'Tenant' contact type is not configured. Ask an administrator to add it under Lookups." on creation: the contact type with code LEAD is missing from your organization's lookups (the message names the wrong type). An administrator adds it under Settings > Lookups. See A required lookup is missing (trouble.admin.required-lookup-missing).
  • "Picking a project needs the Projects permission.", "Needs the Lookups permission.", "Needs the Companies permission to pick or create one.", "Needs the Structure permission." or "Choosing an activity type needs the Lookups permission.": your role lacks the View permission on that module; the rest of the form still works. See Needs the Lookups permission (trouble.masters.needs-lookups-permission) and No permission (trouble.common.no-permission).
  • "That tower does not belong to this project.": the preferred tower is from another project; pick one of the chosen project's towers. See Record not found or does not belong to this project (trouble.admin.record-not-found).
  • "assigned_to must be an active user of this organization": the chosen owner is no longer an active user; pick another.
  • Edit and Assign are missing, or the edit page says "This opportunity is booked; its details are read-only." / "This opportunity is lost; its details are read-only.": a closed opportunity can't be changed. Reopen a lost one first, or open the booking. See Opportunity is booked or lost: its stage decides (trouble.sales.opportunity-cannot-be-deleted).
  • "System activities are written by the application and cannot be added, edited or deleted.": you tried to edit a locked timeline row; only the entries people logged can change.

Related

  • OpportunitiesScreen

    The sales pipeline as a list or a stage board: every buyer enquiry with its stage, owner and current estimate, with filters, search and shortcuts to open, edit, delete or reopen one.

  • New opportunityScreen

    Start a lead: the project, the buyer (a new person or an existing contact), where the enquiry came from, who works it, any channel partner to credit, and what the buyer is looking for.

  • Opportunity (Overview tab)Screen

    One buyer's enquiry on one project: who they are, what they want, the current estimate, the latest activity, documents and tasks, with the pipeline actions (estimate, assign, book, mark lost, reopen) in the header.

  • ActivitiesScreen

    The opportunity's timeline: calls, site visits and meetings logged by the team, alongside the locked entries the system writes for stage changes, estimates and bookings.

  • Edit opportunityScreen

    Change an opportunity's lead source, owner, channel partner or requirements; the project and the buyer stay fixed, and only the fields you touch are saved.

  • Stage historyScreen

    Every move of an opportunity through the pipeline, newest at the top: the stage it left, the stage it entered, when, and the note that explains why.

  • ContactsScreen

    The master list of every person your organization deals with, with a panel to add, edit, deactivate or delete a contact and see who changed the record.

  • CompaniesScreen

    The master list of legal entities you deal with: promoter entities, channel partners, vendors and contractors, with search, filters and shortcuts to open, edit or delete a company.

  • LookupsScreen

    The dropdown lists every form draws on: contact types, lead sources, activity types, company types, bank account purposes, parking types, amenities, unit types and unit configurations.

  • TasksScreen

    Follow-ups for you and your team: add tasks by hand or let workflow rules raise them, link each to the record it is about, assign it, and mark it done.

  • RulesScreen

    Every automation rule in your organization, system and custom, with filters, the switch that turns each rule on or off, and shortcuts to edit, test, clone, see the run history of or delete a rule.

  • Price a unit for a buyerHow-to

    Create the first estimate on an opportunity: pick the unit on the availability grid, any parking slots, a unit pricing plan or hand-added charges with overrides and GST, set the validity and save it as a draft.

  • Mark an opportunity lostHow-to

    Close a buyer's enquiry with a reason when they drop out: every live estimate is cancelled, the unit and parking slots held for them go back to stock, and the opportunity can be reopened if they return.

  • Reopen a lost opportunityHow-to

    Bring a lost buyer back as a Lead with their history intact, from the opportunity, the list or the new-opportunity notice, and price a fresh estimate on a unit that is free now.

  • Add, edit and retire contactsHow-to

    Keep the master list of people up to date: add a contact with their type, correct their details, retire a person who is no longer dealt with, and delete only a record nothing refers to.

  • Register a channel partner and its peopleHow-to

    Register a broker or channel partner as a company with its RERA agent registration and default commission, attach the people you deal with there, and record the payout account its commissions are paid into.

  • Opportunity stages, lead sources and system activitiesConcept

    An opportunity moves through Lead, Estimate, Approval and Booked (or Lost) only through the actions taken on it; every move is written to its stage history and its timeline, where locked system activities sit beside the calls and visits the team logs.

  • Contacts, companies and company typesConcept

    A contact is a person; a company is a legal entity with people attached. The company type decides which registrations the form asks for (promoter, channel partner, vendor, contractor), and a channel partner's default commission feeds the commissions on the bookings it brings.

  • Channel partner commissionsConcept

    Brokerage owed to the channel partner who sourced a booking: accrued from the booking with a basis percent or a gross amount, GST and TDS under 194H, approved to post the accrual journal, and paid out singly or through a Commissions payout run.

  • Opportunity cannot be deleted, marked lost, reopened or worked: its stage decidesTroubleshooting

    Only a Lead with no estimates can be deleted; anything further along is marked lost instead. A booked opportunity is closed only by cancelling its booking, a lost one must be reopened before it can be priced or booked, and a buyer who comes back is reopened rather than entered again.

  • "The 'Tenant' contact type is not configured": a lookup or component the app relies on is missingTroubleshooting

    A form refused to save because a standard lookup value (a contact type such as Tenant, Customer or Lead) or the GST charge component the app looks up by itself is no longer in your organization; an administrator adds it back under Lookups or Charge Components and the form saves.

  • "No access" or "You do not have permission": your role lacks a permissionTroubleshooting

    Every screen, button and picker is gated by a permission on a module; your role decides which you hold, so a missing one shows as a No access card, a refused action, a greyed-out button with a hover reason, or a picker that explains which permission it needs.

  • "That item could not be found" or "does not belong to this project": the record is gone, elsewhere or staleTroubleshooting

    A record that was deleted, belongs to another organization, or is linked from a stale page answers "not found"; a tower, stage, parking slot, estimate, tenant, ledger or bill picked from the wrong project, opportunity or set of books is refused as not belonging there.

  • SellGuide

    The sales flow from lead to handover: readiness, opportunities, estimates and payment plans, approval, booking, termsheet, schedule changes, possession, and email campaigns.