Leads Tracking Overview

The Leads feature in MyCase allows you to easily add and track your leads.

Ben Quagliani avatar
Written by Ben Quagliani
Updated over a week ago

The Leads feature in MyCase allows you to easily add and track your leads. Leads look similar to Contacts, in that you can add their personal information and later choose if they should be made a Contact or not. You can also track information on the potential case by adding a lead to the system. When converted, a new case and contact will be added into your account with the corresponding information.

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To add a Lead, simply click the Leads tab on the top right of your screen.

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Then click Add Lead to create a new lead.

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The lead information screen allows you to fill in pertinent information like the lead's name, email address, and where the lead generated from. This screen also allows you to fill in pertinent information for the lead's potential case.

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Referral sources can be added, edited and deleted for any of your leads. This can be done by clicking the gear symbol on the top right of any screen within the Leads tab and clicking 'Lead Settings'.

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While making changes to your Referral Sources, you are required to keep at least one lead source 'Other' but can otherwise change them to whatever you need.

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If you previously assigned a lead to a Referral Source, and then you change the name of the Referral Source, all leads that are currently assigned to that Referral Source option will receive the new name. If you delete a Referral Source, all leads assigned to that same Referral Source will go back to a blank state.

Potential Case Details

When you select the name of Lead you will be brought to the Potential Case Details page. This is where you can enter specific information based on the your new potential case including: name, status, practice area, value, assigned to, and case description. You also have the ability to enter case notes, apply intake forms, create tasks and uploading documents on this potential case to track important updates on your lead. Information within Potential Case Details will map to the case upon conversion.

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Applying Intake Forms to a Lead:
Within the potential case for a lead you have the ability to apply Intake Forms for your potential clients to fill out details related to their case. To learn more about creating and applying Intake Forms, click here.

Uploading Documents for a Lead:
Within the potential case for a lead you have the ability to upload documents for future reference and share these with other members of the firm. To upload a document for a potential case navigate to the lead that you would like to create the task for. Within the Potential Case Details there will be a subtab for documents, click here and then select Add >> Document. To learn more about uploading documents, click here.

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Please Note: Documents uploaded to potential cases cannot be shared with leads via the client portal.

Creating Tasks for a Lead
Within the potential case for a lead you have the ability to create tasks for items that need to be completed and assign these to member of the firm. To add a task navigate to the lead that you would like to create the task for. Within the Potential Case Details there will be a subtab for Tasks, click here and then select Add Task. To learn more about Tasks, click here.

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Lead Details

After selecting a lead entered into the system you will be brought to the Potential Case Details page. Select Lead Details to see information about your lead including: name, home phone, work phone, cell phone, address, email address, referred by, and lead details. This page will also include all contact custom fields entered into the system as well. You also have the ability to enter lead notes on this lead to track important updates on your lead that will map to your client. Information within Lead Details will map to the client upon conversion.

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Status Tab

Tracking Lead Status [VIDEO]

Once a lead is added, they will be housed under the Status tab. The Status tab allows you to:

  • Drag and drop leads to show whether their status is New, Contacted, Consult Scheduled, or Pending (these can also be updated in your Lead Settings)

  • View basic lead information

  • Edit stage of a lead by dragging and dropping.

  • View details of your lead and potential case by selecting the Details arrow pertaining to that Lead.

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Tasks Tab

The Tasks tab allows you to:

  • Create To-Dos (tasks) for firm users to complete based on your Leads

  • Show Tasks assigned to yourself or all users at the firm and filter by incomplete or complete

  • Mark a to do as complete by selecting the check box on the left hand side

  • Edit a to do by clicking the pencil icon on the right-hand side

  • Delete a to do by clicking on the trash can icon on the right-hand side

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Active Tab

The Active tab shows a list of all active leads that haven't been marked as Did Not Hire or Converted. Here you can:

  • View leads that have not been marked did not hire or converted to client/ case

  • View first and last name, email, phone, source of referral, status, practice area, value, assigned to, details, created date, referred by

  • Convert any lead to a client/ case combo in this list by clicking “Convert to Case” button

  • Edit lead by clicking pencil icon

  • Archive lead by clicking box with the down arrow

  • Click into a lead to get to more detail about that lead

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Did Not Hire Tab

The Did Not Hire tab shows a list of all leads that have chosen not to retain the services of your firm. Here you can:

  • View leads that have been marked Did Not Hire

  • View first and last name, source of referral, reason lost, date of did not hire, practice area, value, details, created at, referred by.

  • Click into a lead to get to more detail about that lead

  • Edit lead by clicking pencil icon

  • Reactivate lead by clicking box with the up arrow

  • Delete the lead by clicking on the trash can icon

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Converted Tab

The Converted tab allows your firm to have a deeper understanding of the leads that you have converted from Lead status. Here you can:

  • Each converted lead record will display the following information about that lead in a table format: Name, practice area, value, assigned to, details, created at, converted at.

  • Export this data to a CSV file (spreadsheet) for further review and customization.

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Lead Insights Tab

The Lead Insights tab shows analytics related to the health of your leads. Here you can:

  • Track how many leads have been converted this month vs. all time

  • Track how many leads have been added this month vs. all time

  • View your top 3 referral sources

  • View the number of leads that are associated with each of your top 3 referral sources

  • View the top 5 reasons for not hiring in the past 30 days vs. all time

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