Purpose Understand how Lead Management is configured and used across Tenants and Accounts.
This internal reference explains the StructuredAI Lead Management framework, including the fixed lead stages, customizable statuses, Tenant configuration options, Account-level lead workflows, deal management, scoring, freshness, automations, and common support questions.
Overview Understand the difference between Tenant configuration and Account-level daily lead management.
The lead management module is how tenants and their partners track, score, and progress leads through a marketing-to-sales pipeline. There are two distinct experiences to understand:
- Tenants configure the system: They define the rules, scoring, and automation that govern how leads behave across all their partners. Once set up, tenants shift to monitoring reporting and ROI rather than day-to-day lead work.
- Accounts (partners) work leads daily: They manage individual leads, update statuses, track deals, and enrich contact data.
The system uses four fixed stages that cannot be changed:
These stages are fixed intentionally to ensure reporting consistency across every tenant and every partner, regardless of how individual organizations customize their workflow beneath them.
Within each stage, statuses are fully customizable. This is the key distinction: stages are the universal structure; statuses are the tenant/partner-specific workflow steps within that structure.
The expectation is that most tenants will customize these statuses to match their own marketing-to-sales methodology.
Tenant Configuration Review the seven primary configuration areas that control Lead Management behavior across partner Accounts.
When a tenant sets up lead management, there are seven primary areas they configure. For most tenants, the defaults work out of the box. The system ships with industry-standard settings that cover approximately 80% of use cases.
1. Pipeline (Stages & Statuses)
What it is: The progression path a lead follows from first touch to outcome.
How it works:
- The four fixed stages — New, Working, Qualified, and Disqualified — are always present.
- Each stage comes with default statuses. For example, Working includes “Attempting to Connect,” “Contacted,” and “Nurture.”
- Tenants can enable/disable, rename, remove, or add new statuses within any stage.
- Whatever the tenant configures becomes the default pipeline for all their partner accounts.
Why it works this way: Fixed stages ensure the tenant can always report consistently across hundreds of partners, even if every partner uses different status names.
2. Lead Scoring
What it is: A point-based system from 0–100 that quantifies lead engagement and purchase readiness. It is a proxy for how “hot” a lead is.
How it works: Points are awarded based on lead actions:
- Email open: Low points, such as 1–3. Opens are considered less reliable because automated systems and bots can generate them.
- Email click: Higher value, such as 5 points. A click is a stronger indication of genuine interest.
- Form submission: Highest value, such as 15 points. This is treated as the strongest intent signal.
Each action type has a maximum points cap to prevent skewing. For example, a lead who opens 100 emails should not max out their score based on opens alone.
3. Freshness Rules
What it is: A labeling system that tells partners how recently a lead was engaged. This is separate from scoring because freshness measures recency rather than cumulative engagement.
How it works:
- Three labels: Fresh, Warm, and Stale.
- Defaults: Fresh = last 7 days, Warm = 8–15 days, Stale = beyond 15 days.
- Freshness is visible to partners as a column in the lead management table to help prioritize urgent outreach.
4. Inactivity Decay
What it is: Automatic score reduction when leads go quiet. This prevents old high-scoring leads from cluttering reports.
How it works:
- Light decay: For example, -10 points after 30 days of inactivity.
- Moderate decay: A steeper reduction over shorter periods.
- Full reset: The score returns to 0 after a defined period, such as 90 days.
5. Deal Registration Fields
What it is: The fields partners must complete when a deal is created, ensuring the tenant receives data for ROI tracking and CRM integration.
How it works:
- Three default fields are available: deal value, expected close date, and probability.
- Tenants can add custom fields and mark them as optional or required.
- Fixed deal pipeline: Draft → In Progress → Closed Won → Closed Lost.
- If a field is marked required, partners cannot move the deal out of Draft until it is completed.
6. Qualification Tiers (Optional)
What it is: An automated, score-based categorization layer that sits above the pipeline. For example, a tenant might define Silver as 50+ points and Gold as 80+ points.
Why it matters: Because partners can customize statuses, tiers give the tenant a consistent, score-based view for comparing lead quality across different partners regardless of individual workflows.
7. Automations
What it is: Rules that trigger status changes or deal creation automatically based on lead behavior.
How it works:
- Score threshold: For example, score ≥ 60 → move to “Qualified.”
- Specific action: For example, form submission → move to “Contacted.”
- Auto-deal creation: When a lead enters a specific status, the system can automatically create a deal record.
Account (Partner) Experience Understand how partners manage Leads, Deals, Companies, custom fields, and pipeline customization.
Partners interact with three deeply interconnected areas: Leads, Deals, and Companies.
Leads
The primary workspace for partner users. Each lead represents an individual contact.
- Table View: Shows name, status, score, freshness, and assignee.
- Assignees: Leads can be assigned to specific users to ensure accountability.
- Lead Profile: Provides a full activity timeline including emails, forms, status changes, and notes.
Deals
For users focused on revenue outcomes. The Deals view shows the full pipeline.
- Stages: Draft, In Progress, Closed Won, Closed Lost.
- Kanban View: A visual representation of pipeline health.
- Validation: Required fields must be completed before moving out of Draft.
Companies
Best suited for account executives who think in terms of organizations.
- Aggregates all leads and deals associated with a specific company.
- Helps identify which organizations have the most activity and potential.
Custom Fields
Partners can create their own fields, such as budget range or project timeline, across leads, deals, and companies to capture data the system does not collect natively.
Pipeline Detachment
Partners can optionally detach from the tenant’s default pipeline to run their own methodology.
- Warning: Once detached, the partner will not receive future updates if the tenant modifies the default pipeline.
- Reporting: The four fixed stages remain in place for tenant reporting even if a partner detaches.
Common Questions Review common questions about stages, statuses, scoring, freshness, and required deal data.
Q: What’s the difference between a stage and a status?
Stages are the four fixed milestones: New, Working, Qualified, and Disqualified. Statuses are the customizable steps within those stages. Think of stages as chapters and statuses as sections within each chapter.
Q: Why are email opens scored so low?
Automated systems and security scanners trigger false opens constantly. Clicks and form submissions are far more reliable indicators of genuine intent.
Q: What’s the difference between freshness and scoring?
Scoring is cumulative — how engaged the lead is overall. Freshness is temporal — how recently the lead engaged. A lead can be high-scoring but Stale.
Q: What happens if a partner doesn’t fill out required deal registration fields?
The deal stays in the Draft stage. It cannot progress until all required data is provided, ensuring the tenant receives clean data for CRM and ROI reporting.