Build a CRM & Lead Tracker

Build the working shape of an internal CRM and lead tracker for [BUSINESS NAME], which sells [SERVICES OR PRODUCTS] to [TYPE OF CUSTOMER].

This is an internal work tool, not a public marketing site. Create a Today home screen, a leads list, one full lead page and a quick-add lead form. Use only clearly labelled example data in this step because team login is added next.

The Today screen shows new example leads, follow-ups due today, overdue follow-ups and leads with no next action. The leads list can search by name, contact detail or company and filter by owner, stage, source and next follow-up date.

The quick-add form asks only for name, one contact method, what they are interested in, source, current stage, owner, next action and follow-up date. Make [OPTIONAL FIELDS] available on the full lead page but do not force them during quick entry.

Add three invented example leads with obviously fake names and contact details. Do not use real people, real customer information, stock photos or generated customer images.

Design for speed rather than decoration. Keep the main actions visible, use readable text, make the leads list compact without becoming cramped and make quick-add comfortable on a phone. I should be able to add one lead in under [TARGET ENTRY TIME, e.g. 30 seconds].

Do not add team accounts, a public website form, pipeline movement, reminders or reports yet. When finished, tell me which fields are required and why each one is necessary at first contact.

Add team accounts, protected access and real lead capture to this CRM.

Use the platform's built-in account system. There are [TEAM ROLES]. I am the owner and can manage users, sources and all leads. A staff member can see [ALL LEADS / ONLY LEADS ASSIGNED TO THEM] and may [STAFF ACTIONS]. Customers and public visitors never receive CRM accounts and can never open the Today screen, leads list or lead details.

Keep the manual quick-add form from step 1 and make it available from every internal screen. Add a public enquiry form for my website using [PUBLIC LEAD FORM FIELDS]. Keep it short. When someone submits it successfully, create one new lead with source [WEBSITE SOURCE NAME], stage [FIRST STAGE], an unassigned or chosen owner and a clear received time.

The public form may create a lead but must never read, search or display any lead information. Protect it against repeated automated submissions and show the visitor a calm confirmation that says [PUBLIC CONFIRMATION MESSAGE]. Do not promise a response time unless I provide one.

Before saving a manual, website or imported lead, check for a likely duplicate using email, phone and [OTHER MATCHING FIELD]. If a possible match exists, show it to the team member and offer to add new information to the existing contact or create a separate lead. Never merge people automatically.

Add an optional import for my existing spreadsheet export. First show me how each spreadsheet column maps to a CRM field, which rows have missing required information and which look like duplicates. Let me test with a small copy before importing the full file. Do not delete or change my original spreadsheet.

Test one website submission, one manual lead, one likely duplicate and a small invented spreadsheet import. Then test the CRM address while signed out and as the ordinary staff account.

Add my sales pipeline and contact history to the CRM.

Use these stages in this order: [YOUR PIPELINE STAGES]. For each stage, show [WHAT MUST BE TRUE TO ENTER IT]. Only I can rename, reorder, add or remove stages. Changing the stage setup must not erase the history of existing leads.

Add a pipeline board and keep the leads list. A team member can move a lead to another stage from either view. Before saving a move, ask for [STAGE-SPECIFIC INFORMATION, e.g. reason lost when moving to lost]. Record who moved it, when, the old stage and the new stage.

On each lead page, show one interaction history in date order. A team member can quickly log a call, email, meeting or note with the date, a short summary, outcome and next action. Keep entry fast and allow [OPTIONAL INTERACTION DETAILS] without making them required.

Show the person's contact details, interest, source, current stage, assigned owner, next action and follow-up date above the history. Let a team member correct a mistaken interaction while keeping a visible note that it was corrected. Do not silently rewrite the past.

When two records really are the same person, let the owner merge them only after showing what will be kept. Preserve every interaction, source, stage change and reminder, and record which records were merged. Never merge records just because the names look similar.

Do not claim emails or calls are logged automatically. This version uses fast manual logging. If I later choose [EMAIL OR PHONE CONNECTION], tell me exactly what separate connection and permission are required before adding it.

Test one lead moving through [THREE TEST STAGES], with a call, an email, a meeting note and one corrected interaction.

Add follow-up reminders and turn the Today screen into my daily action queue.

Every active lead can have one clear next action, due date, optional time and responsible team member. After someone logs an interaction, make setting the next action easy but do not force a meaningless date when no follow-up is appropriate.

On the Today screen, show sections for overdue, due today, upcoming, new and active leads with no next action. Sort overdue items by oldest first and make the lead name, last interaction, next action, due time and owner visible without opening each record.

Let a team member complete, snooze or reschedule an action in one or two taps. Completing an action records who did it and when, then offers a new next action. Snoozing requires a new date and must not erase that it was previously overdue.

Send [IN-APP / EMAIL / BOTH] reminders at [REMINDER TIMING]. Send them only to the responsible person and include [SAFE REMINDER DETAILS]. Never send the same reminder twice for one due action. Do not send reminders for completed actions or leads in [CLOSED STAGES].

Add an owner-only view of unassigned leads, overdue actions by team member and leads untouched for [STALE LEAD PERIOD]. If a staff account is removed, warn me about their open leads and reminders and let me reassign them.

Test one reminder due soon, one overdue action, one snooze, one completed action, one closed lead and one removed test staff account. Tell me what happened in each case.

Add a simple owner report and finish the daily workflow without adding unnecessary fields.

For a chosen date range, show leads received by source, leads currently in each stage, leads won and lost, the percentage that moved from [START STAGE] to [SUCCESS STAGE], and [OTHER DECISION I NEED TO MAKE]. If the required information is missing, say the number is incomplete instead of estimating it.

Let me open any number to see the leads behind it. Keep featured or large numbers consistent with the actual filtered leads. Do not claim that a source caused a sale; report only the source saved on the lead and explain that tracking is only as accurate as the team's entries.

Keep the Today screen as the normal starting point. Put quick-add, log interaction, complete follow-up and move stage within easy reach. Show new unassigned leads first, then overdue work, then today's actions. Do not turn the home screen into a wall of charts.

Add a simple data-health section for possible duplicates, active leads without a next action, missing sources and leads not updated since [STALE LEAD PERIOD]. Let me fix each one from the list.

Add a weekly usage check showing how many leads were added, how many active leads received an interaction and how many follow-ups were completed. This is not an employee score. Its purpose is to reveal whether the CRM is being kept current or whether the workflow is too slow.

Preserve the fast quick-add form from step 1. Do not make any new reporting field required during first entry. Re-run the website capture, staff access, duplicate, stage, history and reminder tests after these changes.