Note: Lead Tracking is a Team tier feature. Upgrade to the Team plan to access this functionality.
What is a lead?
A Lead represents a potential booking opportunity—an inquiry from someone interested in hiring your services. Leads typically come from:- Website contact forms
- Phone inquiries
- Email requests
- Referrals
- Social media messages
- Networking events
Why track leads?
Never lose an opportunity
Every inquiry is captured and tracked until resolved.Organized follow-up
Know exactly where each lead stands and what action is needed.Pipeline visibility
See your potential bookings at a glance—forecast your upcoming business.Conversion insights
Understand which leads convert and why—improve your booking rate.Team coordination
Multiple team members can work leads without stepping on each other.Lead information
What you track
| Field | Description |
|---|---|
| Contact Name | Who made the inquiry |
| Contact email address | |
| Phone | Contact phone number |
| Event Type | Wedding, corporate, private party, etc. |
| Potential Date | When they want the event |
| Venue | Where the event would be |
| Budget | Expected budget or quoted amount |
| Source | How they found you |
| Notes | Detailed conversation history |
| Status | Current pipeline stage |
Lead statuses
Leads progress through stages:| Status | Meaning |
|---|---|
| New | Fresh inquiry, not yet contacted |
| Contacted | Initial outreach made |
| Qualified | Confirmed as viable opportunity |
| Negotiating | Discussing terms and details |
| Won | Converted to confirmed booking |
| Lost | Did not convert |
The lead pipeline
Visualize your leads as a pipeline:New
- Lead just came in
- No contact made yet
- Action: Reach out within 24-48 hours
Contacted
- Initial response sent
- Waiting for their reply
- Action: Follow up if no response
Qualified
- Confirmed they’re serious
- Budget and date align
- Action: Send proposal or quote
Negotiating
- Terms being discussed
- Contract preparation
- Action: Finalize details
Won
- Booking confirmed
- Convert to gig
- Action: Create event in Soundcheck
Lost
- Did not book
- Record reason for future reference
- Action: Consider follow-up for future events
Managing leads
Creating a new lead
- Navigate to Leads in main menu
- Click + New Lead
- Enter contact information:
- Name, email, phone
- Event details
- How they found you
- Add any initial notes
- Save the lead
Updating lead status
As you work the lead:- Open the lead
- Update the status
- Add notes about the interaction
- Set follow-up reminders if needed
Adding notes
Keep a complete history:- Log every conversation
- Note their preferences
- Track questions and concerns
- Record quotes provided
Converting to a gig
When a lead becomes a booking:- Open the lead
- Click Convert to Gig
- Lead information pre-fills gig details
- Complete gig creation
- Lead is marked as “Won”
Lead views
List view
See all leads in a sortable table:- Sort by date, status, potential date
- Search by name or details
- Filter by status
Pipeline view
Visual kanban-style board:- Columns for each status
- Drag leads between stages
- Quick overview of pipeline health
Stats dashboard
Aggregate lead information:- Total leads by period
- Conversion rate
- Average time to close
- Leads by source
Best practices
Respond Quickly
Respond Quickly
Speed matters in lead conversion:
- Respond to new leads within 24 hours
- Faster response = higher conversion
Capture Complete Information
Capture Complete Information
The more you know, the better:
- Get event details early
- Understand their needs
- Note budget expectations
Use Notes Extensively
Use Notes Extensively
Document everything:
- Call summaries
- Email key points
- Their concerns and priorities
- Special requests
Follow Up Systematically
Follow Up Systematically
Don’t let leads go cold:
- Set follow-up reminders
- Check on quiet leads weekly
- Have a re-engagement strategy
Track Your Sources
Track Your Sources
Know where leads come from:
- Website
- Referral (from whom?)
- Social media
- Event directories
- Word of mouth
Learn from Lost Leads
Learn from Lost Leads
When you don’t get the booking:
- Note why (price, availability, fit)
- Use insights to improve
- Consider future follow-up
Lead workflow example
Day 1: Lead arrives
- Website inquiry for wedding band
- Create lead with all details
- Status: New
Day 1: Initial contact
- Send email response within 2 hours
- Include availability confirmation
- Add notes about interaction
- Status: Contacted
Day 3: Qualification
- Phone call with client
- Confirmed date, venue, budget
- They’re comparing 2-3 bands
- Status: Qualified
Day 5: Proposal
- Send detailed quote and package info
- Include song list and references
- Status: Negotiating
Day 10: Follow-up
- Check in via email
- They’re making final decision this week
Day 14: Decision
- Won
- Lost
- Client confirms booking
- Send contract
- Convert to gig
- Status: Won
Reporting on leads
Key metrics to track
| Metric | What It Tells You |
|---|---|
| Total Leads | Volume of inquiries |
| Conversion Rate | % of leads that book |
| Average Deal Size | Typical booking value |
| Time to Close | Days from inquiry to booking |
| Lead Source Performance | Which channels work best |
| Lost Reasons | Why leads don’t convert |
Using lead data
- Focus marketing on high-performing sources
- Adjust pricing if losing on budget frequently
- Improve response time if leads go cold
- Refine your pitch based on feedback
Integrating with gigs
From lead to gig
When converting a lead:- Contact info transfers to gig
- Event date and venue pre-fill
- Notes become gig notes
- Seamless transition
Tracking full journey
With leads and gigs connected:- See complete client history
- Understand acquisition cost
- Track repeat customers
Tips for success
Quality over quantity
A few qualified leads beat many unqualified ones. Invest time in promising opportunities.Stay organized
Use statuses consistently. A messy pipeline hides opportunities.Be persistent (not pushy)
Following up shows professionalism. Know when to step back, but don’t give up too early.Celebrate wins
When you convert a lead, note what worked. Replicate success.Learn from losses
Every lost lead teaches something. Track reasons and improve.Related guides
- Creating Gigs — Setting up booked events
- Subscription Plans — Feature availability
- Organization Setup — Configuring your organization