A shorter response time
Requests no longer wait.
- An alert on a new request
- An owner assigned automatically
- A deadline for contacting
- A report on response time
Part of the Zarina CRM core
Lead management, from the first request to a won client
Requests come into the system from forms, phone, email or campaigns, with the source kept, and are given an owner and a deadline. Every lead has a stage, a history and a reason at closing, and converting it into a client or a quote happens without retyping the data. No request is left unanswered because it reached someone who was on leave.
From $2,900 excl. VATone-time payment, no monthly subscription- Included in the core
- A single register of requests
- The source kept through to the sale
- An owner and a deadline
- Conversion without retyping
Included in the core
A single register of requests
The source kept through to the sale
In short
Lead management in a CRM, from request to client. Requests come into the system from forms, phone, email or campaigns, with the source kept, and are given an owner and a deadline. Part of the Zarina CRM core. A permanent licence, installed on the company’s server, with unlimited users.
Works together with: Messenger and Instagram, Integrated telephony, Partners.
The problem
The situation today, when requests scatter across channels
The cost of a lost request equals the cost of generating it. As a rule it is never noticed.
- Requests arrive on different channels Form, phone, WhatsApp, email, social networks. Without a single point of entry, part of them goes nowhere.
- There is no owner and no deadline A request with nobody assigned belongs to nobody. The client calls a second time or buys from someone else.
- The source is not kept Nobody knows which channel brings requests that turn into sales, so the promotion budget is split on impressions.
- There is no history of the conversations The second contact starts from zero and the client repeats the same information.
- The reasons for losing are not recorded The company loses requests without finding out why: price, response time, a missing feature.
- The data is retyped at conversion When the request becomes a client, the same data is typed again, with the risk of errors.
What the module does
What the lead management module includes
It is part of the application core and feeds the sales pipeline.
01 / 06
Intake from several channels
Requests arrive in a single register.
- Forms on the website
- Phone and email
- Campaigns and social networks
- Manual entry
02 / 06
The source kept on the record
The performance of each channel becomes measurable.
- Channel and campaign
- Attribution data
- Reporting by source
- Through to the commercial result
03 / 06
Stages and an owner
Every request has a path.
- Configurable stages
- An owner assigned
- A deadline for the next step
- Full history
04 / 06
Qualification
Real interest is separated from the rest.
- Your own qualification criteria
- Custom fields
- Conversation notes
- Marking as unqualified, with a reason
05 / 06
Conversion without retyping
Moving to the next step is one click.
- Conversion into a client
- Conversion into a quote
- All the data carried over
- The history stays linked
06 / 06
Bin and restore
Mistakes do not cause permanent losses.
- Deletion to the bin, not permanent
- Restore possible
- Operations recorded
- A clean record
What changes
What changes in the first month after the lead module is switched on
The direct effects of all requests arriving in the same place, with an owner.
No request lost
The register is the only one.
- All channels in one place
- Unanswered requests flagged
- Visibility for the coordinator
- Verifiable by period
The promotion budget, justified
You can see which channel brings sales.
- The source on every lead
- Conversion by channel
- Value won by source
- Allocation decisions
Context at every conversation
The client repeats nothing.
- A history of contacts
- Notes and documents
- The original channel
- Useful at handover
Learning from losses
The reasons become information.
- A reason when disqualifying
- A reason when losing
- Comparison across periods
- Process decisions
Conversion without errors
The data is no longer retyped.
- A client created from the lead
- A quote generated directly
- No differences between records
- Administrative time recovered
In the application
The path of a request, step by step
The same flow for a request from the website and for one that came by phone.
- 1
The request enters the register
From a form, from the phone, from email or from a campaign. The source is marked automatically wherever the channel allows it.
- 2
An owner and a deadline are assigned
The assignment follows the company’s rules, and the deadline for the first contact becomes visible in the owner’s activity.
- 3
The first contact is recorded
The conversation, the observations and the documents stay on the lead, so the second contact starts informed.
- 4
The request is qualified or closed
If there is no fit, the lead is closed with a reason. The information stays useful for reporting and for future campaigns.
- 5
A qualified lead becomes an opportunity
It is converted into a client and, where appropriate, into a quote, with all the data carried over.
- 6
The result is linked to the source
When the deal is won, the value is attributed to the original channel, so the return on promotion becomes verifiable.
Video tour
Lead management, in short, inside the application
Coming soonThe video presentation of the module is being prepared.
Sources
The sources of requests, tracked through to the result
The question that matters is not how many requests a channel brings, but how many sales.
01 / 04
Forms on the website
Requests come straight into the system.
- Your own forms, on the company’s domain
- The data sent into the CRM
- The source marked automatically
- No copying out of email
02 / 04
Campaigns and social networks
Prospects from ads are no longer downloaded by hand.
- Forms from the Meta platforms
- Attribution by campaign
- Immediate handling
- Through the dedicated module
03 / 04
Phone and email
The classic channels enter the same record.
- A lead from a call, straight from the call window
- A lead from an incoming message
- The source recorded
- A shared history
04 / 04
Controlled import
Existing lists come in cleanly.
- CSV or XLSX import
- A check before saving
- No duplicates
- The team owner is respected
Rights
Who sees and who works on leads
The visibility rules prevent both chaos and internal disputes.
- A consultant sees what is assigned to them Their own leads and, depending on the configuration, those of the team and the unassigned ones.
- The coordinator sees the team A sales manager has the full picture of the team they lead.
- Conversion respects the rights A user converts only the leads they are entitled to edit, and the rule applies both at interface level and at data level.
- Reassignment stays recorded Moving a lead from one consultant to another is logged, with the author and the date.
- Export respects the selection and the rights An export with an incorrect selection does not return the whole database, and the operation stays recorded.
- Data on the company’s server The leads and the history stay in your own installation.
Automations
What happens automatically
Mechanisms that shorten the response time, without sending inappropriate messages.
Assignment by rules
The request reaches someone, immediately.
- Rules by source or by criteria
- Distribution across the team
- A default owner
- A notification on assignment
Confirmation to the person who wrote
The client knows the request has arrived.
- An automatic message on registration
- Configurable text
- By email or on another active channel
- It can be switched off
Follow-up sequences
Leads without an answer are not abandoned.
- Scheduled follow-ups
- They stop at the first reply
- Excluding the ones marked as tests
- A log of what was sent
An alert on deadlines
Requests left untreated are flagged.
- A lead with no contact within the deadline
- A notification to the coordinator
- A list of requests waiting
- A report on deviations
Deduplication at intake
The database stays clean.
- A check on email and phone
- Duplicates flagged
- A controlled merge
- The history kept on merging
Scheduled reports
The picture reaches management.
- Requests by source
- Conversion by channel
- Response time
- Export attached
Who sees what
Prospect data, handled correctly
A lead is a person who is not your client yet. The way their data is handled is stated explicitly.
- Consent recorded at intake The forms include the necessary notice, and the moment it was given stays logged.
- The right to refuse is respected A prospect who refuses communications receives no automatic sequences. The rule applies in all modules.
- Test leads trigger no communications Trial submissions from the platforms’ testing tools are recognised and excluded from automations.
- Access by role Contact details are seen by the users entitled to them, not by the whole company.
- Requests about personal data Search, export and anonymisation cover leads, including closed ones.
- Protected forms The public pages have measures against automated submissions, so the database is not polluted.
What you need
What needs preparing to switch the lead module on
We do the configuration at implementation, on your real channels.
01
The intake channels
They decide where the system connects.
- Forms on the website
- Phone and email
- Active campaigns
- Existing lists to import
02
The stages and the qualification criteria
The flow follows real practice.
- The stages actually used
- Qualification criteria
- Reasons for disqualification
- Agreed together
03
The assignment rules
Who takes it and within how long.
- Distribution across the team
- A default owner
- A deadline for first contact
- Agreed internally
04
The communication texts
The confirmations are written once.
- A confirmation of receipt
- Messages by stage
- The company’s signature
- Reviewable later
05
An email server configured
The communications go out through it.
- An active sending account
- A domain with its reputation configured
- A log of what was sent
- Checked at implementation
06
The personal data policy
Compliance is settled beforehand.
- The notice text
- The retention period
- The deletion procedure
- Agreed at implementation
What it does not do
The limits of the lead module, stated explicitly
The module organises the requests you already have. It does not generate interest and does not guarantee conversions.
- It does not generate new requests The module puts them in order. Generating requests is done through promotion, campaigns and communication channels.
- It does not qualify prospects automatically Qualification stays a human decision, on your criteria. For assisted ranking there is the AI analysis module, with its own limits.
- It does not guarantee a response time The system assigns, flags and reports. The reaction stays with the team.
- It shows only what is recorded A request received by phone and not logged does not appear in the records.
- It does not send bulk messages Communications to lists are sent from the marketing modules, with their own rules on consent and unsubscribing.
- Channel attribution has technical limits Some channels do not pass attribution information. Where the data does not exist, the source is filled in manually.
CRM implementations
Companies that have trusted Zarina CRM
Who it is for
When this module makes sense and when it does not
We prefer to say from the start in which situations the module is not worth its cost, so the sales conversation does not begin with the wrong expectations.
It makes sense if
The situations in which the module pays for itself quickly.
- You receive requests from several sources and do not know which brings clients
- Requests sit for hours or days with no owner
- It happens that two colleagues call the same client
- You want to measure conversion by source, not just volume
It does not make sense if
The situations in which we recommend not buying it now.
- All requests come to a single phone, answered by one person
- You receive fewer than a handful of requests a week
- You sell only to existing clients, with no new requests
- You have nobody to assign the requests to
How to buy
How the lead module is licensed
It is part of the mandatory core, so it is included in every configuration.
Included in the core
It is not bought separately and is available in all packages.
What the core includes
Users and roles, clients and contacts, leads and the sales pipeline, custom fields and 15 interface languages.
Together with the pipeline
Qualified leads feed the sales pipeline.
Pricing and configurations
Package composition and prices by edition are on the pricing page.
Price, warranties and implementation
Lead management: what it costs and what you get
You pay once. Everything that follows is written here, not in hidden conditions.
The price
Included in the Zarina CRM core — $2,320 excl. VAT, one-time payment. The core is part of every tier below, so the function is available in any configuration.
Cheaper in a bundle. The tiers group several packages at a price lower than their sum:
- Start2 packages + core$2,900−19%
$3,570 - Pro5 packages + core$3,480−34%
$5,280 - Business8 packages + core$4,640−38%
$7,460 - Enterprise13 packages + core$6,970−31%
$10,080
List prices, excl. VAT, one-time payment, unlimited users. The struck-through price is the sum of the packages bought individually. Current offers apply on the pricing page.
Subscription or licence
What you pay over time for a subscription CRM
Over 3 years, the subscription costs $10,480; the Zarina Start licence costs $2,900, once.
An indicative comparison: enter the subscription price you pay now. The licence does not grow with the number of users.
What you get
- A lifetime licence, with no subscription and no per-user charge
- Unlimited users, on the same licence
- 6 months of warranty on correct operation: fixing errors and inconsistencies
- Implementation, configuration and team training, included in the price
- The licence is verified locally, on your own server: the application does not depend on our servers to work
How long it takes and what is needed
- 48 hours in the standard configuration; up to 14 working days with customisation around the company’s workflow
- Your own server or web hosting with cPanel, with an SSL certificate
- PHP 7.4 or newer (8.x recommended) and MySQL / MariaDB
- The PHP extensions mysqli, json, mbstring; curl, gd and zip for integrations, PDF and exports
- One cron task, for reminders and automations
Where data lives
- The data stays on your server and does not pass through ours
- Roles and rights per user, two-factor authentication
- An audit trail and limits on login attempts
- Consents and data subject requests, managed in the application
- Digitally signed updates and backups from the application
Frequently asked questions
Questions about lead management
Do the requests from the website forms come in automatically?
Yes. The forms can be hosted on the company’s domain and send the data straight into the CRM, with the source marked, with no copying out of email.
How are leads assigned?
By the rules you set: by source, by criteria or by distribution across the team. The owner gets a notification, and the deadline for first contact becomes visible.
Is it kept which campaign the request came from?
Yes, wherever the channel passes that information. The attribution stays on the record through to the commercial result, so the return on the channel is measurable.
What happens to unqualified leads?
They are closed with a reason but stay in the records. The information is useful for reporting and for adjusting campaigns.
Can a deleted lead be recovered?
Yes. Deletion goes through the bin and restoring is possible. The operations stay recorded.
How are duplicates avoided?
At intake the email address and the phone number are checked and duplicates are flagged. Merging is done in a controlled way, keeping the history.
Does a consultant see colleagues’ leads?
Only if the structure of roles and teams allows it. By default they see their own leads and, depending on the configuration, the unassigned ones.
Are messages sent to prospects automatically?
The confirmation of receipt can be sent automatically, and the follow-up sequences are optional. Anyone who refused communications receives nothing.
Do test leads from campaigns create real communications?
No. Trial submissions from the platforms’ testing tools are recognised and excluded from automations.
Is it included in the price or bought separately?
It is part of the mandatory core, so it is in every configuration, at no extra cost.
Product sheet
Get the complete product sheet by email
A six-page document with everything you need to know before a sales conversation. No obligation and no sales call.
- The platform core and the 13 module packages, with what each one contains
- The features and modules of the edition you choose, plus available integrations
- Full pricing and what it includes: installation, training, data import, warranty
- The native integrations available and the situations where the platform is not a good fit
No monthly subscription
Take control of your operations, once
We install Zarina CRM on your hosting, configure it around your own workflow and train your team. From that moment on, the application is an asset of your company, not a recurring expense.