UJ-S-012: Receive and Manage Directory Leads

Sponsor receives and manages leads from directory inquiries

Journey Overview

Attribute	Value
Journey ID	UJ-S-012
Actor	Sponsor Admin
Goal	Receive and follow up on member inquiries
Trigger	Member contacts company through directory
Outcome	Lead captured and processed

Preconditions

• Sponsor has directory listing
• Lead capture enabled for listing
• Sponsor portal access

Journey Flow

Detailed Steps

1. Receive Lead Notification

   When member contacts company:

   Email Notification:

   Subject: New Lead from Member Directory
   
   Hi Acme Team,
   
   You have a new inquiry from a member:
   
   Name: John Smith
   Email: [e-mail]
   Phone: [phone]
   Company: ABC Corporation
   
   Subject: Request Quote
   Message: "We're interested in your consulting 
   services for our digital transformation project..."
   
   [View Lead in Portal]
   [Reply to Lead]
   
2. Access Leads Dashboard

   Navigate to Leads:

   ┌─────────────────────────────────────────────────────────────┐
   │ Directory Leads                                    🔔 3 New │
   ├─────────────────────────────────────────────────────────────┤
   │                                                             │
   │ Filter: [All Status ▼] [This Month ▼] [All Sources ▼]      │
   │                                                             │
   │ ┌─────────────────────────────────────────────────────────┐ │
   │ │ 🔵 NEW                                                  │ │
   │ │ John Smith • ABC Corporation                            │ │
   │ │ Subject: Request Quote                                  │ │
   │ │ Received: 2 hours ago                                   │ │
   │ │ [View] [Quick Reply] [Mark as Read]                     │ │
   │ └─────────────────────────────────────────────────────────┘ │
   │                                                             │
   │ ┌─────────────────────────────────────────────────────────┐ │
   │ │ 🟡 IN PROGRESS                                          │ │
   │ │ Sarah Johnson • XYZ Inc                                 │ │
   │ │ Subject: Partnership Opportunity                        │ │
   │ │ Received: 2 days ago • Last contact: Yesterday          │ │
   │ │ [View] [Update Status]                                  │ │
   │ └─────────────────────────────────────────────────────────┘ │
   │                                                             │
   │ ┌─────────────────────────────────────────────────────────┐ │
   │ │ 🟢 CONVERTED                                            │ │
   │ │ Mike Chen • Tech Solutions                              │ │
   │ │ Subject: General Inquiry                                │ │
   │ │ Received: 1 week ago • Converted: 3 days ago            │ │
   │ │ [View]                                                  │ │
   │ └─────────────────────────────────────────────────────────┘ │
   │                                                             │
   └─────────────────────────────────────────────────────────────┘
   
3. View Lead Details

   Click to view full lead:

   ┌─────────────────────────────────────────────────────────────┐
   │ Lead Details                                                │
   ├─────────────────────────────────────────────────────────────┤
   │                                                             │
   │ Contact Information                                         │
   │ ──────────────────                                          │
   │ Name: John Smith                                            │
   │ Email: [e-mail]                                     │
   │ Phone: [phone]                                         │
   │ Company: ABC Corporation                                    │
   │ Position: Operations Manager                                │
   │ Location: Sydney, NSW                                       │
   │                                                             │
   │ Inquiry Details                                             │
   │ ───────────────                                             │
   │ Subject: Request Quote                                      │
   │ Received: March 15, 2025 at 10:30 AM                        │
   │ Source: Member Directory                                    │
   │                                                             │
   │ Message:                                                    │
   │ ┌─────────────────────────────────────────────────────────┐ │
   │ │ We're interested in your consulting services for our    │ │
   │ │ digital transformation project. We're a mid-sized       │ │
   │ │ company looking to modernize our operations. Could we   │ │
   │ │ schedule a call to discuss?                             │ │
   │ └─────────────────────────────────────────────────────────┘ │
   │                                                             │
   │ Member Profile                                              │
   │ ──────────────                                              │
   │ Membership: Professional (Active since 2022)                │
   │ Interests: Digital Transformation, Operations               │
   │ Events Attended: 5                                          │
   │ [View Full Profile] (if permitted)                          │
   │                                                             │
   │ Status: [New ▼]                                             │
   │ Notes: [Add notes...                              ]         │
   │                                                             │
   │ [Reply via Email]  [Export to CRM]  [Archive]               │
   │                                                             │
   └─────────────────────────────────────────────────────────────┘
   
4. Update Lead Status

   Track lead progress:

   Status	Description
   New	Unread lead
   Read	Viewed but no action
   In Progress	Being followed up
   Contacted	Outreach made
   Meeting Scheduled	Call/meeting booked
   Proposal Sent	Quote provided
   Converted	Became customer
   Lost	Did not convert
   Archived	No longer active

5. Respond to Lead

   Reply options:

   Via Platform:

   • Click “Reply via Email”
   • Compose response
   • Sent from sponsor email (or system)

   Externally:

   • Copy email address
   • Reply from company email
   • Update status manually
6. Export to CRM

   Push lead to external CRM:

   • Salesforce integration
   • HubSpot integration
   • CSV export
   • Manual entry with copied details

Lead Analytics

┌─────────────────────────────────────────────────────────────┐
│ Lead Statistics - March 2025                                │
├─────────────────────────────────────────────────────────────┤
│                                                             │
│ Total Leads: 28                                             │
│ ┌─────────────────────────────────────────────────────────┐ │
│ │ ████████████████░░░░ 80% Response Rate                 │ │
│ └─────────────────────────────────────────────────────────┘ │
│                                                             │
│ By Status:                                                  │
│ • New: 3                                                    │
│ • In Progress: 8                                            │
│ • Converted: 12                                             │
│ • Lost: 5                                                   │
│                                                             │
│ Conversion Rate: 42.8%                                      │
│ Avg Response Time: 4.2 hours                                │
│                                                             │
│ [Download Report]                                           │
│                                                             │
└─────────────────────────────────────────────────────────────┘

Related Entities

• Company Profile
• User/Member

Related Journeys

• UJ-M-021
• UJ-S-014

Acceptance Criteria

Frontend

• Leads dashboard with filtering
• Lead detail view
• Status management
• Reply functionality
• Notes/activity log
• Lead analytics
• Export options
• Real-time notifications

Backend

• GET /api/sponsor/leads - List leads
• GET /api/sponsor/leads/{id} - Lead details
• PUT /api/sponsor/leads/{id} - Update status
• POST /api/sponsor/leads/{id}/notes - Add note
• POST /api/sponsor/leads/export - Export leads
• Email notification service

Permissions

• Sponsors can only see their own leads
• Lead data respects member privacy settings

Business Rules

• New lead notification sent immediately
• Response time tracked
• Lead data retained per policy
• Member consent honored

Error Handling

• Email send failures logged
• CRM sync failures notified