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12. Managing Leads in a Bucket

Once a bucket is created and connected to a project, it becomes an active entry point for incoming leads. Managing leads inside a bucket allows you to monitor registrations, track processing status, identify duplicates, and ensure proper routing into your CRM.

This section explains how leads behave inside a bucket and how to work with them efficiently.

What Is a Lead in a Bucket?

A lead in a bucket represents a new client registration that entered the system through a specific acquisition channel (e.g., affiliate, campaign, API, landing page).

Each lead is automatically:

  1. Linked to a specific Project

  2. Assigned to a Manager

  3. Tagged with the Bucket label

  4. Tracked using the Affiliate ID (if configured)

Buckets act as controlled intake queues before clients become fully processed CRM records.

Viewing Leads in a Bucket

To view leads:

  1. Go to Buckets in the left sidebar.

  2. Click on the desired bucket from the list.

  3. Open the Leads tab (or Leads section inside the bucket view).

You will see a table containing:

  1. Client name / email

  2. Registration date

  3. Processing status

  4. Duplicate status (if applicable)

  5. Project and manager

  6. Source tracking details

The table supports sorting and filtering (depending on system configuration).

Lead Statuses

Leads inside a bucket typically move through defined processing states:

New
The lead has entered the system but has not yet been processed.

Processed
The lead has successfully passed validation and has been created or merged as a client.

Duplicate
The system detected an existing client matching duplicate detection rules.

Rejected / Invalid
The lead did not meet validation criteria.

Status is automatically assigned by the system during processing.

Duplicate Handling in Buckets

If a lead is detected as a duplicate:

  1. The system links it to the existing client record.

  2. The client’s Last duplicate date field is updated automatically.

  3. The lead status reflects Duplicate.

This ensures:

  1. No duplicate CRM records are created.

  2. Duplicate activity is traceable over time.

  3. Managers can monitor data quality trends.

Duplicate detection logic is system-driven and cannot be manually overridden inside the bucket view.

Reprocessing Leads

In certain cases (e.g., configuration changes or temporary API errors), you may need to reprocess a lead.

If the system allows reprocessing:

  1. Select the lead from the list.

  2. Click the action menu (three-dot menu).

  3. Choose Reprocess.

Reprocessing will:

  1. Re-run duplicate checks

  2. Re-apply routing logic

  3. Attempt client creation again

Note: Reprocessing does not bypass duplicate detection rules.

Within the bucket Leads view, you can typically:

  1. Search by email, ID, or name

  2. Filter by registration date

  3. Filter by status (New, Processed, Duplicate)

  4. Filter by manager or project (if supported)

This helps you:

  1. Monitor daily acquisition flow

  2. Identify spikes in duplicate registrations

  3. Prioritize unresolved or failed leads

  4. Analyze campaign-level performance

Only Unassigned Leads (Fast Toggle)

To quickly focus on leads that are not yet assigned to a manager, use the Only unassigned leads toggle located above the leads table.

How it works

  1. Disabled (default) — Displays all leads in the selected bucket.

  2. Enabled — Displays only leads that do not have an assigned manager.

The definition of “unassigned” follows the system’s backend assignment logic and uses the same criteria as the existing routing model.

Location
The toggle is placed:

  1. Above the leads table

  2. Next to the Search field

  3. Outside of the Filters drawer

This control is designed for fast operational access and is not part of advanced filtering.

Per-Bucket Persistence
The toggle state is automatically saved for each bucket separately.

This means:
If enabled in Bucket A, it remains enabled when returning to Bucket A.
Bucket B maintains its own saved state.

The preference is stored locally in the browser under:
localStorage → BUCKETS_FILTERS

If no saved state exists for a bucket, the default is:
Only unassigned leads = OFF

How Leads Become Clients

When a lead is successfully processed:

  1. A client record is created in the Clients module

  2. The client inherits:
    Project

    Manager

    Bucket label

    Affiliate ID (if configured)

     

  3. Action timeline tracking begins

  4. The client becomes visible in all CRM modules

After processing, the lead remains part of the bucket history for audit and reporting purposes.

Operational Best Practices

Review New leads daily
Monitor Duplicate leads weekly
Investigate abnormal duplicate spikes
Keep Affiliate IDs accurate for tracking
Deactivate unused buckets to prevent routing errors

Regular bucket monitoring ensures:

  1. Clean client data

  2. Accurate marketing attribution

  3. Proper onboarding routing

  4. Reduced compliance risks

Important Notes

Editing a bucket does not retroactively change already processed leads.
Duplicate logic is centralized and cannot be modified at the bucket level.
Buckets control routing at intake stage only; client lifecycle management happens in the Clients module.
Deactivating a bucket prevents new leads from entering but does not remove historical data.

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