Airtable

How to set up Airtable to track sales leads?

Discover how to effortlessly set up Airtable for tracking sales leads. Step-by-step guidance and practical tips included to help you enhance your sales management strategy.

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Overview

Managing sales leads effectively is vital for any business's success, and Airtable provides a flexible solution for doing just that. Setting up Airtable to track sales leads involves creating a structured base with key fields like lead name, contact information, status, and next steps. You can also customize it by adding fields such as lead source, lead score, and potential value. Using Airtable's features like views, filters, and automation will help streamline the process, making everything so much simpler. This guide will walk you through the step-by-step setup to maximize your sales lead management.

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How to set up Airtable to track sales leads?

Step 1: Create a New Base

  1. Log in to Airtable.
  2. Click on the "Add a base" button.
  3. Choose "Start from scratch," and give your base a name, like "Sales Leads Tracker."

Step 2: Set Up Tables

  1. Click on “+ Add a table.”
  2. Name the table “Leads.”
  3. For the default table, rename and set up this table according to the different data types you need (e.g., “Contacts,” “Companies”).

Step 3: Customize Fields for the Leads Table

  1. Rename the first column from "Name" to "Lead Name."
  2. Add additional fields:
    • "Contact Person" (Single line text)
    • "Email" (Email)
    • "Phone Number" (Phone number)
    • "Company" (Single line text)
    • "Status" (Single select: Options can be 'New', 'Contacted', 'Qualified', 'Closed Won', 'Closed Lost')
    • "Lead Source" (Single select: Options can be 'Website', 'Referral', 'Cold Call' etc.)
    • "Notes" (Long text)
    • "Follow-Up Date" (Date)
    • "Deal Value" (Currency)

Step 4: Link Tables for Better Organization

  1. Add a new table called "Companies."
  2. In the "Leads" table, change the "Company" field to a "Linked record" pointing to the "Companies" table.
  3. In the "Companies" table, add fields such as:
    • "Company Name" (Primary field, Single line text)
    • "Industry" (Single select: Options based on your focus industries)
    • "Website" (URL)
    • "Phone Number" (Phone number)
    • "Address" (Single line text)

Step 5: Set Up Views

  1. In the "Leads" table, create different views:
    • "All Leads" (Displays all leads)
    • "New Leads" (Filter by "Status" is "New")
    • "Follow-Up Today" (Filter by "Follow-Up Date" is today)
    • "Closed Deals" (Filter by "Status" is "Closed Won" or "Closed Lost")
  2. Customize each view by grouping, sorting, and hiding fields as per your needs.

Step 6: Set Up Automations

  1. Go to the "Automations" tab.
  2. Click "Create a custom automation."
  3. Add a trigger such as "When record matches conditions" (e.g., "Status" is "New").
  4. Add an action like "Send email" to notify the assigned salesperson or yourself.
  5. Set other automations for follow-up reminders or updating the status.

Step 7: Import Existing Leads

  1. Click the “+ Add or import” button in the "Leads" table.
  2. Choose "CSV import" if you have an existing spreadsheet with lead data.
  3. Map your CSV columns to the Airtable fields appropriately.

Step 8: Collaborate and Share

  1. Invite team members by clicking on the "Share" button.
  2. Define their permission levels (e.g., "Editor" for editing capabilities, "Commenter" for comments only).
  3. Share specific views if you need to provide limited access to certain stakeholders.

Step 9: Utilize Integrations

  1. Explore Airtable's integration options to connect with other tools such as Slack, Gmail, or Zapier.
  2. Set up integrations to automate tasks like creating new leads from form submissions or syncing with your CRM.

Step 10: Monitor and Iterate

  1. Regularly review your Airtable base for any needed adjustments.
  2. Update fields, views, and automations to better fit evolving sales processes and team feedback.

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