Lead Management in Ontraport: A Game Changer for Sales Team Performance
If your sales team is struggling to keep track of leads, follow-ups, and performance metrics, you’re not alone!
One of the most common issues for growing businesses is a lack of clarity around their sales pipeline, lead prioritisation, and not to mention, manual sales team processes that slow everything down.
It was the exact problem one of my clients was having recently.
Their biggest complaint?
“We don’t know which leads to focus on, where to find our numbers, or how to track our pipeline properly.”
So what did we do?
We began building a custom Lead Management workflow in Ontraport for their internal sales team, and the transformation has been MASSIVE!
Until now though...
They've been stuck juggling spreadsheets, scattered notes, and disjointed systems that haven't given them a clear picture of what’s actually happening in their sales process.
And without clear data, how can they make smart business decisions?
That’s where Ontraport shines!
Let me walk you through what we’ve implemented and how it’s set to transform the way this sales team works....
Centralised Sales Team Homepage
The first major change was creating a centralised homepage that acts as the control centre for the entire sales team.
This internal landing page includes:
Live counts of all active leads segmented by sales stage
Quick links to high-value, high-ticket sign-up pages
A clean, simple and targeted layout, that requires zero tech skills to navigate
This gives the team a real-time bird’s eye view of where their leads are, how many are in each stage, and what’s moving through the pipeline at any given time.
It’s the kind of clarity that removes 'second-guessing' and allows sales leaders to manage performance proactively.
Dynamic Pages by Lead Owner & Stage
Next, we've built individual views for each sales rep, dynamically filtered to show only their leads.
Each rep has access to:
A summary of their leads by current stage (e.g., Pre-Call, Booked, Held & Invited to Join)
Visibility of their 'last contact date' for every lead
A link to a detailed follow-up page where they can:
See the lead’s past interactions
Log notes
Update the sales stage and any relevant follow-up notes in one click
These pages are game-changing because they eliminate the noise. Sales reps no longer waste time hunting through generic reports or outdated spreadsheets. Everything they need is in one place, and it's tailored to them.
Automations That Power the Entire Sales System
Manual follow-up? Gone.
Guessing when to follow up? Gone.
With Ontraport, we've implemented smart automations which moves leads through the sales journey, based on real-time actions and updates.
Here’s what that looks like:
When a lead books a call, they’re assigned to the appropriate rep as their 'Lead Owner'
When a rep updates the sales stage via their page, that change triggers:
Internal alerts
Follow-up emails or SMS sequences
Task reminders
By tying automation to field updates and behavioral triggers, we’re creating a system that runs with the sales team, not one they have to chase.
Real-Time Reporting with Roll-Up Fields
What gets measured gets managed — and that’s where reporting becomes critical.
We used Ontraport’s roll-up fields to dynamically show each rep:
The number of leads currently in their pipeline
How many are in each sales stage
The ability to know exactly where leads are getting stuck
All of this is visible on their dashboard, with no need to run reports or ask the admin team for an update.
This transparency is POWERFUL, it creates accountability, encourages action, and helps team leaders see performance in real time.
The End Result: No More Missed Leads, No More Confusion
From here, the team will know....
Exactly who to follow up each day
Their numbers at a glance
And they've have confidence that leads will no longer fall through the cracks - HUGE!
This isn’t just about making things look pretty — it’s about building systems that support real sales outcomes.
If your team is still operating with scattered systems, disconnected tools, or no clear lead tracking process — it’s time for an upgrade.
Ready to Streamline Your Sales Process?
Whether you're a solo consultant or leading a team of 10+, getting your lead management system right will save you time, allow you to close more deals, and create a smoother client experience from day one.
This kind of setup is a GAME CHANGER for a sales teams performance.
If you'd like help mapping or building your own lead management flow inside Ontraport, let's chat!
