Leads
Follow every enquiry from the first contact to the sale, an exhibition or any other goal: the Leads page, offers, holds and sales from a lead, goals, settings and the Leads report.
Leads: follow every enquiry from first contact to sale
Leads keeps every enquiry in one place — who it is from, which works and artists it is about, who is looking after it and when to follow up — from the first contact to the sale, or to an exhibition, a press feature or any other goal you set. This article describes Leads in WrkLst 10. What a lead is A lead is one conversation with one person about something you want to achieve: selling a work, placing an artist in an exhibition, getting a press feature. It holds the person, the works and artists it is about, who looks after it, when to follow up, and a timeline of everything that happened. Leads come in from many places — a collector writing in, an enquiry from a presentation or your website, a works mail you sent — and you move each one on until it is won or lost. Everything you recorded as interest before is already there, as leads under Long-term. The word on contacts and works has changed with it: the contact's section is now Leads & waitlists, and the action menus of contacts, works and the basket offer Lead. Your leads and everyone's Open Leads in the main menu. It opens on your own leads: the ones assigned to you, the ones you look after as the second person, and the unassigned ones you entered yourself. The Mine / All button beside the view switch shows every lead, and an Unassigned pill tells you when leads are still waiting for someone — a click lists them. Whether a role may see other people's leads at all is set per role in Settings › User Roles; the administrator and full-employee roles always may. Without that right, a person sees only their own leads, everywhere in WrkLst. List, board and calendar The view button switches between three views; search, filters and Mine / All carry over. - List view — by default grouped By contact: each contact shows what is open and for which goals, how many artworks, what the sales are worth and when something last happened, with their earlier leads folded away below. By lead shows one lead per line. Tabs above the list filter by stage — All open, New, In contact, Offer, Hold, Sale, Lost and Long-term — and Order sorts by newest, oldest, recently changed, longest in their stage or most important. - Board view — a column for each stage except Long-term. A lead appears in every column where it has artworks, and each card lists only the artworks at that stage; "+2 in In contact" says where the others are. Drag one artwork by its own handle, all artworks on a card by the card's handle, or use Move to. Each column counts its leads and its artworks and adds up what is in it, per currency. The board is not offered on phones. - Calendar view — a month or a week, and on a phone a day-by-day agenda: what is due for follow-up and what happened when. Overdue follow-ups stand out from those due today, and on today's date the calendar says how many are overdue — one click lists them. A click on a follow-up opens the lead; a click on what happened opens it at that point of its timeline. Filter leads narrows any view to leads Waiting for a reply (new for more than 24 hours), Follow-up due, Follow-up overdue, one person they are Assigned to, one Contact, Artist, Artwork, Exhibition or Presentation, your Tags, a Channel or a Source — where the lead came from, such as From your website or From a presentation. When your account uses more goals than sales, the Goal menu in the toolbar shows one goal, all of them, or all except sales. Creating a lead - On the Leads page with New lead; if your account uses several goals, choose the goal first. - From a contact, a work or the basket with Lead in the action menu — the lead starts with that person, that work and its artist, or all the works in your basket. - From an exhibition, an art fair or a presentation with New lead in its Leads section — the lead is already linked to it. - From an e-mail with a contact, with Make a lead next to the message. - When you send works by e-mail, switch on Record as a lead; in a campaign, Record every recipient as a lead. Each recipient becomes a lead with those works — in Offer when prices are included, otherwise In contact. - By themselves, from enquiries on your presentations and your website, and from requests to purchase on your presentations — see Presentations and Your WrkLst website. In the dialog you choose the Contact, the Artworks and Artists, linked Exhibitions & presentations, who it is Assigned to and who is Also assigned to it, the Channel it came through (Email, Phone, Art fair, Artsy…), a Follow-up date, an Importance from one to five stars, Notes, your own Tags and, if you may, Confidential. For a sale you can also set Offer valid until: once that date has passed, the lead shows Expired. Someone who is not in your contacts yet A lead does not need a contact. Tick Not in my contacts yet and keep their name, e-mail or phone on the lead; enquiries from your presentations and website arrive this way. The lead shows Not linked until you decide: WrkLst suggests a Possible match from your contacts by the same e-mail, phone number or name, and you choose Link to that contact, Link an existing contact… or Create contact. Nothing is ever linked by itself. An enquiry that is plainly spam goes with Delete as spam, and nobody is added to your contacts. Working on a lead Open a lead and the list stays beside it. At the top you see its stage, its goal, how many days it has been in that stage, and its facts: e-mail and phone, who looks after it, the follow-up, the channel and source, when it came in and when it was first answered. Below sit its Artworks, its Timeline, earlier leads with the same person, its artists, linked exhibitions and presentations, a linked sale, and the e-mails you have sent that person since the lead came in. The bar at the bottom holds Move to, Create (an offer, hold or sale — see From a lead to an offer, a hold or a sale), Edit lead, Note, Reply, Reject artworks…, Set a follow-up date, Add to waitlist and Delete. Reply writes to the person with the lead's works already attached. When you answer a lead by e-mail from WrkLst, it moves from New to In contact by itself and no longer counts as waiting for a reply. The timeline Every lead has a timeline: who did what and when — created, moved, artworks added or rejected, offers and holds linked, follow-ups set and done, mails sent and kept. To add a note, type a line in Add a note… and press Enter (Shift+Enter starts a new line). You can edit or delete your own notes; a deleted note leaves a line saying who deleted it. Your own mails appear with their subject. When a colleague writes to the contact or keeps a mail with them, every open or long-term lead with that contact says who and when — never what. Follow-ups and notifications Set a follow-up date puts the next step on the lead; Done records it on the timeline. On the follow-up day, WrkLst reminds the person the lead is assigned to, and when a colleague assigns a lead to you, you hear about it right away. These two notices cannot be switched off. Under Settings › Notifications, New leads decides which new leads you are told about: None, Enquiries from your website and presentations, or All new leads. A lead you enter yourself never notifies you. Your Dashboard shows your own open leads with the follow-ups that are due or overdue first, how many leads are waiting for a reply and how many of your follow-ups are due. Lead follow-ups can also go into your calendar app: add a subscription with Lead follow-ups under Settings › Calendar — see Calendar feed. Earlier leads and merging A contact's closed leads — won, published or lost — stay folded away under Earlier leads, with whose they were, so you know what was said before; you find them in the grouped list, on the lead and on the contact. When two open leads of one contact fit together again, the group suggests merging them: Merge shows what moves where, nothing is merged until you confirm, and their artworks, notes, timeline and follow-ups continue as one. Lead data you no longer need Leads with someone who never became a contact are deleted automatically after 24 months without activity, or 24 months after they were lost. Leads linked to a contact are kept as long as the contact exists; when a contact is deleted for good, its leads are deleted too. Still using WrkLst Classic? Classic shows and records leads on contacts and works, but the Leads page, the board, the calendar, stages and follow-ups are part of WrkLst 10. A link to a lead always opens it in WrkLst 10. Related articles - From a lead to an offer, a hold or a sale - Lead goals, settings and the Leads report - Create a New Contact - Holds & Sales - Presentations - Messages - Dashboard
From a lead to an offer, a hold or a sale
A sales lead ends in Sales. You make an offer, a hold or a sale from the lead, or link one you have already made, and from then on the lead follows that record by itself. Artworks the client does not take continue in a lead of their own, and every rejected artwork and every lost lead keeps its reason. This article describes how a lead becomes an offer, a hold or a sale in WrkLst 10. Before you start - Offers, holds and sales belong to leads with the goal Sale. Leads with another goal — an exhibition, a press feature, a loan — are moved by hand; see Lead goals, settings and the Leads report. - The lead needs a contact, because that contact becomes the client. For someone who is not in your contacts yet, first choose Link to …, Link an existing contact… or Create contact on the lead. - New offer is only offered when your account uses offers: Activate offers as a precursor to a hold/sale under Settings › General Account. - Creating an offer, a hold or a sale needs the right to edit Sales; linking one you already made needs access to Sales. Where something is missing, the choice is greyed out and says why, for example needs the right to edit Sales. Create an offer, a hold or a sale Open the lead and choose Create in the bar at the bottom, then New offer, New hold or New sale. The sale form opens with the client, the lead's artworks, the person the lead is assigned to as Facilitator (or you, if the lead is unassigned or you may only see your own sales) and, for a confidential lead, Confidential (if you may make confidential sales) already filled in. A line in the form says Saving links this to …'s lead. Nothing is reserved or sold until you save. Artworks that are no longer available, and artworks the client rejected, are left out; a message tells you how many. When the lead has two or more open artworks, WrkLst first asks which of them go into the offer, hold or sale. Tick them, and the dialog shows which of the others will continue in a new lead with the same person once you save. Artworks that cannot go into the deal are marked, for example Not available — moves to the new lead. Back on the lead after saving, WrkLst asks When is the next step? if the deal took the lead into In contact or Offer and it has no follow-up date yet. The lead follows its record From the moment an offer, a hold or a sale is linked, the lead's stage follows it: - an offer puts the lead at Offer, a hold at Hold, a sale at Sale; - when the hold is released or the sale cancelled in Sales, the lead goes back to In contact, and the record stays linked; - when the record is deleted, or its client changed to someone else, the lead goes back to In contact and the link is removed. Hold and Sale are never set by hand: a hold reserves the artwork, so it needs a hold in Sales, and a sale needs a sale record. The Create menu changes with the record. With an offer linked it offers Turn the offer into a hold and Turn the offer into a sale, which open the same record in Sales, where you change its type and save. New separate hold and New separate sale make a new record instead, which the lead then follows. With a hold linked, Turn the hold into a sale takes the next step; the other choices say what to do first. The lead's Linked sale section shows the record — for example "Offer #1043" — with its total and, for a hold, when it expires. Edit in Sales opens it in the sale form, Share as makes its documents from your templates, and Unlink removes the link without changing anything in Sales. The sale in turn shows the lead it came from in its own Leads section. Once a lead follows an offer, a hold or a sale, only people who may see that record in Sales see the lead. Link a record you have already made Made an offer straight from the work, or in Sales, after the enquiry came in? The lead suggests it: an offer, a hold or a sale for the same contact, made since the lead came in, about one of its artworks and not yet linked to another lead, shown as for example "Offer #1043 for Anna Berg, made 12 Oct 2026", with Link it. Nothing is linked until you click. You can also link any of the contact's records yourself. Choose Move to and the stage — Offer, Hold or Sale — and then Link an offer, Link a hold or Link a sale. The list shows that contact's records where the contact is the client. If there is none, the dialog says so, for example This contact has no open hold to link. Moving a sales lead Move to lists every stage. A stage the lead cannot go to right now is greyed out and says why. When nothing needs to be chosen, the move happens at once and the message offers Undo. Otherwise the move dialog asks What to do: - Only change the stage — moves the lead and its open artworks. Nothing is sent, reserved or sold. - Change the stage and … — the step that belongs to the new stage: Create an offer, Create a hold or Create a sale; Link an offer, Link a hold or Link a sale; turn the linked offer or hold into the next record; release or cancel the linked record in Sales; add artworks to it or remove them from it in Sales; or Unlink it. A step that is taken in Sales opens the record there with a short hint, for example "In Sales, set Type to Hold, then save." When a move takes a lead without a follow-up date into In contact or Offer, the dialog asks When is the next step? as well. Artworks that are not part of the deal A lead stays one conversation, but its artworks split at the deal. When the offer, hold or sale covers only some of the lead's open artworks — because you chose them in the dialog, linked a record that holds fewer, or removed a line in Sales — the others continue in a new lead with the same person, the same assignee, follow-up date, tags and notes. An artwork that is on hold or sold in Sales always stays where it is. The message Artworks moved to a new lead with … says how many, with Open the new lead. The new lead's Source reads Split from another lead, its timeline starts with Split off from and the earlier lead, and the entries from before show Before the split, on that lead. You can also split by hand. Move to a new lead… at the foot of the lead's Artworks moves the artworks you tick into a new lead with the same person; this lead keeps the rest and its timeline. Under Goal of the new lead you can give the new lead another goal. Rejected artworks stay, and at least one open artwork always stays. It needs two or more open artworks and a contact. Each artwork's own stage On a lead with two or more artworks, each artwork has its own stage track under its title. On a sales lead the steps are New, In contact, Offer, Hold and Sale, followed by Invoiced, Payments pending and Paid in full — or, at the end, Rejected, Donation or Gift. On the board a lead appears in every column where it has artworks. You set New, In contact and Offer on an artwork yourself, with the arrow on its row; from Hold on, the artwork follows its record in Sales. An artwork set further than its lead takes the lead with it: The lead moved to Offer with this artwork. An artwork that is reserved or sold through another record shows On hold elsewhere, Sold elsewhere, Donated elsewhere or Given elsewhere — never whose. Lines under the artworks point out what needs a decision, for example that an artwork follows another sale (with Open in Sales), or Artworks not part of the hold, with Reject artworks… and Move to a new lead…. Rejecting artworks When the client says no to some of the works, choose Reject artworks… in the bar, or Reject… on one artwork's row. In Rejected artworks, tick what was turned down and choose Why they were rejected. An artwork you untick is open again; Undo rejection on a row does the same at once. - Rejected artworks are left out when you create an offer, a hold or a sale from the lead, and when you Reply. - An artwork that follows its hold or sale cannot be rejected until the record is released or cancelled in Sales. - An artwork rejected while it is still on the linked offer stays on it until you remove it in Sales; the lead points this out, with Edit in Sales and Review…. - When every artwork is rejected and none is on hold or sold, the lead becomes Lost: Every artwork was rejected, so the lead is now Lost. Undo one rejection and the lead is open again. Each rejected artwork is counted, with its reason, in Works declined in the Leads report. Why a lead was lost Moving a lead to Lost always asks Why it was lost: Price, Bought elsewhere, No reply, Not available or Other reason. Confirm with Mark as lost. - With an offer linked, the lead is closed as Lost and the offer stays linked, as the record of what was offered. - With a hold or a sale linked, release the hold or cancel the sale first: Release … in Sales or Cancel … in Sales opens it there, and when you come back, WrkLst asks why the lead was lost. A lost lead gets no follow-up reminders and is never marked Expired. If the client comes round after all, move the lead back with Move to; if every artwork had been rejected, they are open again. What a lead is worth A lead has no amount of its own. Its value is the total of its linked offer, hold or sale, in that record's currency, never converted, and it appears on the lead's row and on its card on the board. Board columns add up their values per currency, and the list grouped by contact shows each contact's Sales value. A lost lead counts only the offer it declined; a released hold, a cancelled sale, a donation or a gift counts nothing. In Reports & Analytics, the Leads tab converts the values to your account's currency. Still using WrkLst Classic? Classic has no Leads page, so offers, holds and sales are made from a lead in WrkLst 10. An offer, a hold or a sale you change in Classic still moves the lead that follows it, and one you make there for the lead's contact can be suggested on the lead with Link it. Related articles - Leads: follow every enquiry from first contact to sale - Lead goals, settings and the Leads report - Holds & Sales - Invoices: numbered invoices, e-invoices and DATEV export - Reports & Analytics
Lead goals, settings and the Leads report
A lead does not have to end in a sale. Its goal says what you want to achieve — a sale, an exhibition, a press feature, a loan — and each goal has its own steps, in its own words. This article describes lead goals, Settings › Leads, the role rights for leads, the Leads tile on the Dashboard and the Leads report in WrkLst 10. The goals Sale is the default goal, and it is always on. A sales lead goes from New and In contact to Offer, Hold and Sale, and only sales leads carry offers, holds and sales, an Offer valid until date and a value — see From a lead to an offer, a hold or a sale. Every other goal runs from New and In contact through three steps of its own, and you move it on by hand: - Exhibition — Proposed, Shortlisted, Confirmed - Press — Proposed, Agreed, Published - Representation — Proposed, Negotiating, Represented - Loan — Requested, Approved, Signed - Application — Submitted, Shortlisted, Accepted - Acquisition — In review, Approved, Acquired Exhibition and Press are switched on from the start; the others you switch on under Settings › Leads, where you can also add goals of your own. Every goal can end as Lost or be parked as Long-term. A lost sales lead asks Why it was lost with Price, Bought elsewhere, No reply, Not available or Other reason; the other goals offer Not selected, Timing, No reply, Not available and Other reason, and Acquisition also Price. On a lead with several artworks, each artwork has its own step. A lead of another goal reaches its last step once every open artwork has: until then it says, for example, The lead stays at Shortlisted until every artwork is Confirmed. Choosing and changing a goal With more than one goal on, New lead first asks which goal the lead is for. In the lead's dialog, Goal shows the goal and lets you change it while you edit. Each step keeps its place: an Offer becomes Proposed, and a lead changed to Sale goes from Proposed or Agreed to Offer. The goal stays fixed while a sale is linked (Unlink the sale first to change the goal.) and once a lead is closed (A closed lead keeps its goal.). As soon as a lead you can see has a goal other than Sale, a Goal menu appears in the Leads toolbar: All goals, Sale, Other goals or one goal, each with the number of leads. The stage tabs then use the words of that goal. The board always shows one goal at a time. Settings › Leads Settings › Leads, in the group WrkLst account, is open to everyone whose role may change the General Account settings. - Goals WrkLst brings lists the built-in goals with a switch, their steps and how many leads have them. Sale is Always on. Switch a goal off and new leads can no longer take it; leads that have it keep it, and you can still filter and report on them. - Your own goals is for anything else a lead can aim at — a gallery representation, an art fair, a prize. Add goal, give it a Name and, if you like, your own word for each of its last three steps; an empty field uses the general word, shown as "Default: Proposed". Drag the goals into the order you want. Archive a goal to stop offering it: its leads keep it. An account can have up to 30 goals of its own, archived ones included. - A goal that leads have or had cannot be removed — archive it instead. Your own goals have no icon and use the general reasons for a lost lead. Choose Save changes when you are done. If a colleague saved the goals while you had the page open, WrkLst says so and offers Reload; your changes are not saved. When the exhibition is the outcome For Exhibition and Loan leads, the exhibition itself can be the outcome. When you move such a lead to one of its last two steps — Shortlisted or Confirmed, Approved or Signed — the move dialog offers Link the exhibition. Pick the exhibition under Search exhibitions: the artworks on its checklist move to that step, and the lead's other open artworks continue in a new lead with the same person. The dialog shows both groups before you confirm, and says so when the exhibition lists none of the artworks yet. The timeline then shows, for example, Outcome: Confirmed with the exhibition. Splitting off the other artworks needs a contact on the lead. Who sees which leads In Settings › User Roles, each role has a Leads card with four rights: - View — see leads: the Leads page, the leads on contacts, works, exhibitions and presentations, the Leads tile on the Dashboard, the Leads report and lead follow-ups in a calendar subscription. - Edit & delete — create, edit, move and delete leads, add notes and set follow-up dates. Without it there is no New lead, no Move to and no dragging on the board. - Read and edit confidential leads — see leads marked Confidential, and mark them. - See every lead, not only your own (…) — leads of colleagues too. Without it, a person sees only the leads assigned to them, the ones where they are the second person, and the unassigned leads they entered themselves — everywhere in WrkLst — and the Mine / All button is not shown. The administrator and full-employee roles have all four. Roles that could already see leads when Leads arrived were given the last one as well; you can take it away per role. A few rights from other areas matter too. Creating or linking offers, holds and sales needs Sales, and a lead that follows an offer, hold or sale is seen only by people who may see that record. Artworks on a lead need access to Works; Reply needs Messages and a connected mailbox; Add to waitlist needs access to waitlists and the right to edit contacts. A lead can only be assigned to someone who may see it. If you may see only your own leads and assign one to a colleague, WrkLst warns you first: You will no longer see this lead. The Leads tile on the Dashboard The Leads tile sits at the top left of your Dashboard, unless you moved it, while something is waiting for a reply or you have an open lead of your own. At the top are two numbers, each a click away from the list behind it: - Waiting for a reply — leads that have been New for more than 24 hours, counting every lead you may see. - Follow-up due — your own leads due today or earlier. Below them are up to 20 of your own open leads, long-term ones included: overdue follow-ups first, then the next follow-ups, then the leads changed most recently, each with its goal, stage, follow-up date and a picture. Your leads opens the list. The Leads report Reports & Analytics has a Leads tab. It opens for everyone who may see leads, and it counts only the leads you may see. Choose the Goal, View by (Weekly, Monthly, Quarterly or Yearly) and the Year. - Open leads — right now, by stage, whatever the period; Long-term leads are shown apart, as they are not counted in the funnel. - By goal — with several goals: for each goal its open leads, new, won and lost leads in the period, its Win rate and the median time to won or lost. - New leads — by source, such as From your website or From a presentation. - Won or lost — with the Win rate, won ÷ (won + lost). Rates of different goals are never added together. - Sales value — what the offers, holds and sales of sales leads are worth: In offers and On hold right now, Won in the period, converted to your account's currency as on the Sales tab. - Channel and Assigned to — new, won and lost leads per channel and per person, with the Won sales value. - By contact — the 25 contacts with the most leads, with their Open sales value. - Why it was lost — the lost leads, by reason. Works declined — every artwork a contact said no to, counted one by one with its reason. - Reply and close times — First reply (median), the time to a lead's first move out of New, also per source, and To won or lost (median). Sales leads and all money figures need the right to see sales reports, which the administrator role has from the start. Without it, the tab shows the other goals only. Waitlists A waitlist holds the artists a collector is waiting for. It belongs to the contact, not to a lead, and you find it in the contact's Leads & waitlists section. When a lead turns out to be a wish for later, Add to waitlist on the lead opens the contact's waitlists with the lead's artists already added at the top; nothing changes until you choose Save changes. Your own lead settings Two settings are your own. Under Settings › Notifications, New leads decides which new leads you hear about: None, Enquiries from your website and presentations or All new leads. Follow-up reminders and the notice that a lead was assigned to you always arrive; there is no switch for them. Under Settings › Calendar, a subscription with Lead follow-ups puts the follow-up dates of the leads assigned to you into your calendar app. Still using WrkLst Classic? Goals, Settings › Leads and the Leads report are part of WrkLst 10; Classic has no Leads report. Related articles - Leads: follow every enquiry from first contact to sale - From a lead to an offer, a hold or a sale - Users, roles and permissions - Dashboard - Reports & Analytics - Exhibitions - Calendar feed: your WrkLst dates in your calendar