Lead tracking at
/leads requires Team or Enterprise. Pro does not include it. See the billing FAQ.E-sign beta is Private Preview, available only to the existing beta tester group. Signing up, choosing a paid plan, upgrading, contacting support, or viewing a public demo does not grant access. You can attach an agreement signed through your existing process without using E-sign.
The flow
1
Capture the inquiry
Give inquiries somewhere to land that isn’t your inbox:
- Built-in lead intake: a public booking-request form attached to your organization. See lead intake.
- Portal forms: a branded form built in JotForm or Form.io, embedded on your site. Lead-intake submissions become pipeline leads automatically. See portal forms.
- Manual entry: phone call or referral? Add the lead directly in lead tracking.
2
Qualify it
Work the lead through its stages: New → Qualified → Quoted. Log a note after each conversation so the pipeline stays current. When the booking is firm, convert it to mark the lead Won. If it won’t happen, mark it Lost. Not every inquiry deserves a gig. Convert only when the details are strong enough to book.
3
Convert to a gig
Click Convert to Gig. Lead conversion does four things in one step: creates the gig from the lead’s details, creates (or reuses) the customer record with a primary contact, links the customer to the gig, and marks the lead Won. No re-typing, no orphaned records.The gig can start thin. A name, date, and event type is enough. Location is optional, so an unconfirmed venue doesn’t hold up the booking.
4
Record the agreement
Attach the agreed document to the gig. Existing E-sign beta testers can instead send the contract to the linked customer’s primary contact as the single client signer, then track its status. SignWell opens hosted signing from an emailed link; an embedded signing experience is used only when available. See Contracts — Private Preview.
5
Invite the client to the portal
Once the booking is real, bring the client inside. From the customer’s page, click Invite to portal. The primary contact gets an email invitation into your client portal, where they can review the booking information and updates shared with them. The portal has no message composer; use the contact method agreed with your client for replies. See inviting clients.
6
Collect the details with forms
Need the shot list, the do-not-play list, dietary requirements? Send an event questionnaire through the portal’s Forms area (or a connected portal form). Responses route to the right customer and event instead of a shared inbox. See contracts, invoices & forms.
7
Staff and deliver
From here it’s the standard gig flow: build the team, send invitations, and run the show. See quick gig setup. After the event, the closeout workflow takes it the rest of the way to Settled.
Common pitfalls
I converted a lead too early and the date changed
I converted a lead too early and the date changed
That’s fine. The gig is editable like any other. Change the date and confirmed members are notified. If the booking dies entirely, use Cancel gig. The record is preserved but marked called-off.
The same client books again next year
The same client books again next year
Convert the new lead as usual. Conversion reuses the existing customer record instead of duplicating it, so the client’s gig history accumulates in one place.
The client declined the contract
The client declined the contract
For existing E-sign beta testers, the contract records a decline and the signer’s reason when supplied. Review it with the client. If the terms change, upload the revised PDF through a new contract request; Resend reuses the original PDF. The portal has no separate decline control; hosted signers remain on the signing provider’s confirmation page.
Related
Lead tracking
Work inquiries through your pipeline.
Converting leads
Turn a qualified lead into a gig and customer.
Client portal
What your clients see once they’re invited.
E-sign — Private Preview
Send agreements and track them to signed.