When a prospective client submits their intake portal, the lead lands in your Leads list. You can review everything they shared, hand the lead to a colleague, and ask them for anything that is missing before you decide whether to take them on.
š The Leads List
Click Leads in the icon rail on the far left. The list opens on the Submitted tab, which holds the leads waiting for your firm.
Use the tabs to work through leads by stage. Each tab shows a count.
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In progress: started but not submitted, plus leads you have asked for more details.
Submitted: ready for your review.
Converted: now matters. Click Open matter to go straight to the matter.
Declined: leads your firm decided not to take on.
All: every lead.
The list shows each lead's name and email, Type, Status, Assigned to, Intake (how many portal steps they have completed, for example 1 of 7) and Received. The In progress tab also shows Last reminder. Leads are grouped by when they arrived: Today, Yesterday, Earlier this week and Older.
To narrow the list, click Probate, Estate Planning or Trust Administration in the Leads panel, or type a name or email into Search by name or email. Hover over a Declined or Details requested status to see the reason or your note.
š How to Review a Lead
Click anywhere on a lead's row to open it.
The Details card shows their Name, Email, Phone, Address, Matter type, the Intake link it came from, when it was Received, their Last reminder, and who it is Assigned to.
Below, each portal step is shown in the same tables you use to review client portals: for example Questionnaire, Estate Files, People of the Estate, Assets of the Estate, Debts of the Estate and Expenses. A tick beside a step shows the prospective client has marked it complete.
Click any item to open it, and use the arrows to page through the other items in that step. Click a file to preview it, or download it.
Reviewing a lead is read-only. There is nothing to approve or add yet, because nothing is written to Clio until you convert the lead. Once converted, everything they shared waits for you in the usual review flow.
š¤ How to Change Who a Lead Is Assigned To
On the lead, click the name beside Assigned to in the Details card.
Choose a member of your firm, or Unassigned.
The person a lead is assigned to receives every email about it.
š¬ How to Request More Details
You can ask for more information on a lead with the status Submitted.
On the lead, click Request more details.
Under What do you need from them?, write your note. They will see exactly what you write here.
Click Send request.
EstateMin emails the prospective client your note and shows it in their portal above the Submit button. The lead's status changes to Details requested and it moves to the In progress tab until they submit again. Your note shows on the lead under Waiting on more details.
When they submit again, the lead returns to Submitted and your firm is emailed. Earlier requests are kept on the lead so you can check everything was covered.
š” Good to Know
The number on Leads in the icon rail is the number of submitted leads waiting for review.
Prospective clients can keep adding to their portal after they submit, until your firm converts or declines the lead. Anything new shows on the lead page.
Keep notes to 2,000 characters or fewer.
When you are ready to decide, see How to Convert a Lead to a Matter or How to Decline, Reopen, or Delete a Lead.
š¬ Need Help?
Use the chat bubble in the lower-right corner of EstateMin or email [email protected] for support.