Lead Intake & Handling Guideline
Department
Summary
How Marketing receives leads, adds them to the CRM, and hands off to Sales: add lead to CRM (portal.kiluth.com/app/lead/new), create one Asana task per lead with lead URL only (no PII), assign to Sales. Sales then qualifies per Lead Qualification Guideline.
Table of Contents
Purpose
This guideline defines how Marketing at Kiluth receives potential leads, adds them to the CRM, and hands off to Sales for qualification. The goal is consistent lead handling, clear ownership, and a clean handoff so Sales can qualify using the CRM.
| Outcome |
|---|
| Every lead is in the CRM, has one Asana task with the lead URL only (no PII), and is assigned to Sales. Sales then qualifies the lead; see Lead Qualification Guideline. |
Prerequisites
Before using this guideline, review:
| # | Document | Purpose |
|---|---|---|
| 1 | Onboarding Guideline | How Kiluth uses Asana, Google Workspace, and other core tools |
| 2 | Privacy & Data Handling Guideline | No PII or personal identifiable information in Asana task cards. Lead and contact details live in the CRM (or other secure storage); Asana holds only the lead URL (link to the lead in the CRM). |
Scope
This document covers:
| This document covers | |
|---|---|
| 1 | Who handles incoming leads: social media admin, call center, sales representative on the marketing side, etc. |
| 2 | Adding potential leads to the CRM: e.g. portal.kiluth.com/app/lead/new |
| 3 | Creating one Asana task per lead: lead URL only in the task; no PII (no names, email, phone in the card) |
| 4 | Assigning the task to Sales so Sales can qualify |
This document does not cover:
| This document does not cover | |
|---|---|
| 1 | Lead qualification (Sales opens the lead via the link and qualifies; see Lead Qualification Guideline) |
| 2 | Scope estimation, proposal creation, or delivery (see Scope Definition & Price Assessment and delivery guidelines) |
Roles & Responsibilities
| Role | Responsibility |
|---|---|
| Marketing | Handle incoming leads; add potential leads to the CRM; create one Asana task per lead with lead URL only (no PII); assign the task to Sales |
| Business Executive | Escalation when needed (case-by-case) |
Definitions
| Term | Definition |
|---|---|
| Lead | A potential client inquiry (inbound or outbound) that may become an opportunity |
| Opportunity | A qualified lead being pursued; created when moving to scope definition. View at portal.kiluth.com/app/opportunity, create at portal.kiluth.com/app/opportunity/new. |
| CRM | The system where lead data and contact details are stored (e.g. ERPNext; employees see list at portal.kiluth.com/app/lead, submit new at portal.kiluth.com/app/lead/new) |
| Potential lead | A lead that has been received and added to the CRM but not yet qualified; status may be Potential or Unqualified |
| PII (personal identifiable information) | Data that can identify a person (e.g. full name, email, phone). Must not be stored in Asana task cards; store in CRM or secure storage and link only |
| Checkpoint | A required completion point before proceeding to the next step |
| Handoff | The Asana task with the lead URL only; contact details remain in the CRM; Sales opens the lead via the link |
Operating Model
| Operating model | |
|---|---|
| 1 | CRM is where lead data and contact details live (e.g. portal.kiluth.com/app/lead, portal.kiluth.com/app/lead/new). |
| 2 | Asana is for work tracking: one task per lead with lead URL only (no PII in the task card). |
| 3 | Use checkpoints: do not proceed until the step is done. |
| Outcome |
|---|
| At any time we can answer: what is the current state of the lead, who owns it, and what is the next action. |
Process Walkthrough
Marketing owns all three steps in this guideline. When done, Sales qualifies the lead (see Lead Qualification Guideline).
| Step | Who | What |
|---|---|---|
| 1 | Marketing | Lead comes in; Marketing owns it for intake |
| 2 | Marketing | Add the potential lead to the CRM (e.g. portal.kiluth.com/app/lead/new) |
| 3 | Marketing | Create one Asana task: paste the lead URL (link to the lead in the CRM); use an actionable title; no PII in the task card; assign Sales |
Step 1: Incoming lead (Marketing)
What you do: Receive the lead and own it for intake.
Who handles incoming leads: Social media admin, call center, sales representative on the marketing side, or other designated Marketing roles.
| Outcome |
|---|
| The lead is received and owned by Marketing for intake. |
What happens next: Proceed to Step 2: Add lead to CRM.
Step 2: Add lead to CRM (Marketing)
What you do: Add the potential lead to the CRM so it has a single record and contact details are stored in a secure, access-controlled place.
Process:
| Action | |
|---|---|
| 1 | Open the lead submission page (e.g. portal.kiluth.com/app/lead/new) or equivalent CRM entry point |
| 2 | Enter the lead; set qualification status to Potential or Unqualified as appropriate |
| 3 | Ensure the lead has a stable URL or ID so you can link to it from Asana |
Checkpoint: Proceed only when the lead exists in the CRM and has a linkable URL/ID.
| Done when |
|---|
| Lead exists in the CRM. |
What happens next: Proceed to Step 3: Create Asana task and assign Sales.
Step 3: Create Asana task and assign Sales (Marketing)
What you do: Create one Asana task for the lead. Put only the lead URL (link to the lead in the CRM) in the task—no PII (no names, email, phone in the task card). Assign the task to Sales so they can qualify.
Process:
| Action | |
|---|---|
| 1 | Create one Asana task using the template below |
| 2 | Set an actionable title (e.g. “Qualify lead: [Lead ID or short identifier]“) |
| 3 | In the description, paste only the lead URL (link to the lead in the CRM). Optional: add “Contact details: see [link to lead in CRM].” Do not put names, email, or phone in the task |
| 4 | Assign the task to Sales (the salesperson who will qualify) |
| Asana Card Template | |
|---|---|
| Title | Qualify lead: [Lead ID or short identifier] |
| Assignee | Sales |
| Description | Lead URL (required): [paste link to lead in CRM] Contact details: see [link to lead in CRM]. Do not add names, email, or phone in this task. |
Privacy rule: No PII in the Asana task card. Lead and contact details stay in the CRM (or other secure storage); the task holds only the lead URL.
Checkpoint: Proceed only when the task is created, the lead URL is in the card, and Sales is assigned.
| Done when |
|---|
| Task created; lead URL in the card; Sales assigned. |
What happens next: Sales qualifies the lead. See Lead Qualification Guideline.
Checklist (Marketing)
Use this checklist to confirm each step is complete.
| Checklist | |
|---|---|
| 1 | ☐ Lead added to CRM |
| 2 | ☐ Asana task created with lead URL only (no PII in the task) |
| 3 | ☐ Sales assigned to the task |
Related / Next
| Document | Purpose |
|---|---|
| Lead Qualification Guideline | Sales qualifies the lead using the CRM (open via link in Asana), updates qualification status, and if qualified continues to Scope Definition. |
| Scope Definition & Price Assessment | After the lead is qualified, Sales runs scope definition, proposal, contract, and project handoff. |