The Leads Overview
Go to Leads in the sidebar to see all your leads in one place. At the top, you will find:
Conversion rate: the percentage of leads that have converted to Won
Status filters: All, New, Contacted, Qualified, Won, Lost, and any custom statuses you have created
Search, date range, sales rep filter, and tag filter for narrowing down the list
Lead Statuses
Each lead moves through a pipeline. The default statuses are:
New: someone just submitted the form, no contact made yet.
Contacted: you have reached out. Still an early stage.
Qualified: they are a good fit, ready for a sales conversation.
Won: converted to a paying client.
Lost: did not convert. Worth keeping for later re-engagement campaigns.
DM from Instagram: track leads from different sources.
However, these are customizable and you can create/add your own status from Settings --> Statuses
Changing a Lead Status
Two ways:
Individually: click the status badge on a lead to open the dropdown and change it.
In bulk: select multiple leads with the checkboxes, click Change Status in the bottom bar, and update them all at once.
Assigning a Salesrep
If you have multiple/other people handling leads, you can assign each lead to a specific sales rep.
You can also:
Select one or more leads with the checkboxes
Click Assign Salesrep in the bottom bar
Pick a coach from the dropdown
Click Assign
You can filter the lead list by salesrep using the All salesreps dropdown at the top - great for seeing “my leads” vs. the whole team’s.
Setting Follow-ups
Do not lose track of leads waiting for a callback or next step.
Select a lead
Click Set Follow-up in the bottom bar
Choose a date for the next touchpoint
The lead shows a reminder when the follow-up date arrives, so you know it’s time to reach out again.
Does the follow-up date create a notification?
When you set a follow-up date on a lead, Coachway stores that date on the lead and shows a reminder in the Leads overview when the date arrives so you know it is time to reach out again.
This is separate from client Tasks (Tasks are personal coach reminders on a client profile - see Use Tasks to Stay on Top of Client Follow-ups).
Using Tags
Tags help you organize leads beyond statuses. For example, by source, program interest, or campaign.
Common for Leads could be:
Instagram: leads from your IG profile
Facebook Ads: leads from paid campaigns
Referral: leads sent by existing clients
Weight Loss / Muscle Gain: their primary goal
Filter by tag at the top to focus on a specific segment.
Adding a Lead Manually
Not every lead comes through the form. For leads from DMs, calls, or referrals, add them manually:
Click + Add lead in the top-right corner
Fill in their details (email is required)
Assign status, salesrep, and tags if needed
Save
Bulk Actions
When you select multiple leads with checkboxes, the bottom bar gives you:
Change Status: move multiple leads through the pipeline at once
Set Follow-up: schedule the same follow-up date for several leads
Assign Salesrep: hand off a group of leads to a specific team member
Delete: remove leads from your pipeline
Recommendations
Use filters to build a daily workflow.
Start your day by filtering to “New + assigned to me” to see who needs first contact. Then “Contacted + follow-up today” for the next step.
Tag by source to track what is working.
If you know which marketing channel each lead came from, you can see which channels convert best - and invest more where it pays off.
Review Lost leads quarterly.
A Lost lead is not dead forever. People who were not ready 6 months ago might be ready now. A quarterly re-engagement campaign to Lost leads often converts 5-10%.