Manage Lead

AVAILABLE IN:

Introduction

In Reluna platform, a Lead represents a potential client. The lead creation process ensures that all key details about an individual or organization are captured in a structured way before progressing into account creation.

Before creating a Lead, ensure that the Company is already created in the platform.

🔗 Learn more here on how to create a company.

Key Terminologies

Term (A–Z)	Definition
Account	A finalized and qualified record of a client created after lead screening.
Company	The organization the lead is linked with; must exist before creating a lead.
Documents	Tab where scanned documents and uploaded files related to the lead are stored.
KYC (Know Your Customer)	The set of information and documents required in the platform to verify a lead’s identity, personal details and financial profile, including personal info, identification info, investment info and supporting documents.
Lead	A record representing a potential client in the platform.
Manager	ID of the manager assigned to the lead.
Opportunity Type	Classification of the lead (IMA, EMA, BR, RTL - Internal Management Agreement/Retail). Selected during creation.
Sales Manager	Employee who created the lead in the platform; automatically assigned to the lead.
Status	Current stage of the lead in the platform; possible values: LOST, NEW, QUALIFIED, READY_TO_QUALIFIED, SUSPENDED, UNQUALIFIED, WORKING, WORLD_CHECK
World Check	Lead under compliance or verification checks, including required documents and background checks.

👉 New to some terms? Check out our full Platform Glossary for more.

Permission Requirements

Name on Platform	Permission Level
Accounts	View, Modify, Create
Leads (tab)	View, Modify, Create

Lead Status Flow Overview

A Lead moves through different statuses that reflect its progress in the workflow. The current status appears on the Lead card’s progress bar, with transitions triggered by either the user or the platform.

A lead can progress through all statuses to Qualified (last step) without adding documents.

Lead Status Flow and its Transitions:

Purpose: To help you quickly understand the meaning of each Lead status and how the Lead progresses through the lifecycle.

Lead Status	What It Means	Validated By / Who Updates It	Next Possible Status / Transition
Unqualified	Lead created but incomplete or not yet processed.	Platform	New – once the lead card is saved with initial details.
New	Lead is created and initial communication has been started.	Sales Manager	Working – when document collection or evaluation begins.
Working	Lead is being evaluated; document collection in progress.	Platform (auto validation) + Sales Manager	World Check – once required info is ready for compliance verification. Suspended – if paused.
World Check	Lead under compliance or verification checks, including recommended documents and background checks.	Compliance Analyst	Ready to Qualify – if all checks pass. Working – if corrections needed.
Ready to Qualify	Lead passed checks and ready for account creation.	Platform / Sales Manager	Qualified – once account is created. Working – if additional info needed.
Qualified	Lead successfully converted into a client/account.	Platform	End of lead workflow (Lead > Account).
Suspended	Evaluation/Verification process is temporarily paused.	Sales Manager	Working – if resumed. Lost – if permanently stopped.
Lost	Evaluation permanently stopped; the opportunity is closed.	Sales Manager	End of workflow.

Required Information to Transition to Next Steps:

Purpose: To clarify what exact data is required for status transition or useful for troubleshooting why a Lead didn’t progress.

From Status → To Status	Required Information / Documents
Unqualified → New	Basic details completed: First Name, Last Name, Email, Classification, Company, Lead Source.
New → Working	Sales Manager confirms initial contact or communication with Lead.
Working → World Check	Recommended KYC info: Gender, Birth Date, Citizenship, Residence Address Country of Issuance, ID/Passport Type & Number, Tax ID Income, Net Worth, Source of Income Documents uploaded: ID/Passport, Utility Bill, Source of Funds, Sign Drawing. Uploading documents not mandatory to proceed.
World Check → Ready to Qualify	Compliance verification successfully passed and no missing or invalid KYC data.
Ready to Qualify → Qualified	Lead linked to an approved Opportunity and platform validates data for account creation.
Working → Suspended	Evaluation manually paused by Sales Manager (no specific field requirement).
Suspended → Working	Process resumed manually once pending data or documents are available.
Working / Suspended → Lost	Sales Manager manually closes the Lead when the opportunity is dropped.

Create a Lead

Go to Accounts module > Find Leads tab.
Click on + icon to create a new record.

Learn here on how to manage a lead using an existing entry.

Fill in the required information in the form, using the table below as a reference.

Detailed Fields Table Here:

Field Name	Definition / What to Fill In	Field Type	Validation / Rules
First Name	Enter the lead’s first/given name	Text	Mandatory
Last Name	Enter the lead’s surname/family name	Text	Mandatory
Date of Appearance	Platform-generated date when lead is created (can be modified)	Date Picker	Auto-filled with current date, editable
Birthday	Enter the lead’s date of birth	Date Picker	Mandatory, must be a valid past date
Email	Enter the lead’s valid email address	Text (Email format)	Must follow email format
Phone Number	Enter the lead’s phone number	Text & Dropdown for country code	Mandatory, must follow phone number format
Company	Select the company associated with the lead	Dropdown (from existing Companies in platform)	Company must already exist in platform
Passport Number	Enter passport number	Text	Optional, must follow passport format
Passport Country of Issuance	Select the country that issued the passport	Dropdown (Countries)	Optional, required if passport number is provided
National ID	Enter national ID number	Text	Optional
National ID Country of Issuance	Select the country that issued the ID	Dropdown (Countries)	Optional, required if national ID is provided
Citizenship	Select the citizenship of the lead	Dropdown (Countries)	Optional
Opportunity Type	Select lead type (IMA, EMA, BR, RTL)	Radio Button	IMA = Internal Asset Management EMA = External Asset Management BR = Brokerage RTL = Retail (individual)

🔗 Learn more here on how to create an opportunity.

Click Save, creating a lead assigns it the status “Unqualified”.

Add Managers and Documents to Lead

Once a Lead is created, additional tabs such as Managers and Documents become available for you to complete and submit the required details.

Managers Tab

Detailed Tab Information Here:

Go to Managers tab.
Click + New to add or it automatically assigns to the lead record and the added manager will see the lead.

Select Manager and Role (choose from: SALES_MANAGER, COMPLIANCE, CLIENT_ADMINISTRATOR) from the dropdown.
Click Save to confirm or Cancel to undo the changes.

Documents Tab

Detailed Tab Information Here:

In the Documents tab > Click + icon to add.

The following pop up appears. Choose/Drag the file and click Save.

The added Documents, appears on the list. You can add multiple documents to the lead.

Manage Lead

Locate the existing or newly created lead in the Leads list.
Use the three-dot menu to Edit or Delete the lead.

The lead’s current status is shown at the top with a progress bar.
Statuses can include Lost or Suspended, if applicable.

Table Fields Explained Here:

Field Name	Definition
Lead Name	Full name of the lead, typically a combination of first and last name.
First Name	Lead’s first name.
Last Name	Lead’s last name.
Email	Lead’s email address.
Phone	Lead’s contact number.
Date of Appearance	Date when the lead was first added to the platform.
Date of Update	Date when the lead’s information was last updated.
Manager	ID of the manager assigned to the lead.
Status	Current status of the lead. Possible values: LOST NEW QUALIFIED READY_TO_QUALIFIED SUSPENDED UNQUALIFIED WORKING WORLD_CHECK Check here for more detailed information on Lead Statuses.

Once edits are complete, click Save & Next to advance the lead to the next status, or click Save to stay on the current status.

Loose/Suspend Lead Request

Detailed Information Here:

Suspend First (if applicable):

Click Loose or Suspend option in the corner.
Select Suspended tab and fill in details for Date of Suspended (*) and Comment (*) fields.
Then, click Save to confirm or Cancel to go back.

Once saved, the following change appears.

Mark as Lost (final closure):
- After Suspended, click on Lost tab and fill in details to add Comment (*).
- Then, click Save to confirm or Cancel to go back.

Once saved, the following change appears.

Reopen the Request (if needed)

You can reopen a closed request if required by selecting the appropriate option from the request status controls.

Convert Lead Into Account

After successful screening, the platform will suggest creating an Account.
- Click Create to confirm or Cancel to undo the changes.
- The status changes into Qualified post creation.

Now, find it under Accounts tab, in All Accounts.