LeadPulse

1. Getting started

You will receive an email invitation. Open it, choose a password, and you are in. If you did not get an invitation, ask your administrator to send one from Users.

Signing in

Go to the sign-in page and enter your email address and password.
If your organisation requires two-factor authentication, you will be asked for a 6-digit code from your authenticator app. You can tick Trust this device to skip that step for 30 days on your own phone or laptop.
Forgot your password? Use Forgot password on the sign-in page and follow the email.

Install it on your phone

Open the site in Chrome on Android, tap the browser menu and choose Add to home screen. It then opens like an app, full screen, and keeps working when you lose signal.

Allow location access. The first time you capture a lead, your phone will ask for permission to use your location. Tap Allow. Without it, leads are saved without a map pin and some forms will refuse to submit.

2. Who can do what

Your role decides what you see. Nobody can see another organisation's data.

Role	What they can do
Field agent	Capture leads on forms, see only the leads assigned to them or created by them, log calls and visits, schedule their own follow-ups, send WhatsApp and SMS, see their own numbers.
Sales manager	Everything an agent can do, plus see the whole team's leads, reassign leads, override the stage, manage everyone's follow-ups, and run all reports and exports.
Administrator	Everything a manager can do, plus build forms, invite and manage users, configure the pipeline, assignment rules, territories, integrations, retention and privacy settings.
Auditor	Read-only. Can view records, history and reports but cannot change anything.
Super admin	Runs the platform itself: creates organisations, watches system health, reviews the global audit log. Does not browse individual organisations' lead data.

3. Capturing a lead in the field

This is the part your field team uses all day. Keep it quick.

Tap Capture in the bottom bar (the big button in the middle).
Choose the form for what you are doing, for example a business prospect visit or a site inspection.
Fill in the short first screen: business name and phone are usually all that is required.
Check the location badge at the top of the form. Green means an accurate fix, amber means approximate, red means no fix yet. Wait a moment outdoors, or drop the pin on the map yourself if the form allows it.
Open More details for the optional questions. Some questions only appear once they become relevant, for example the challenges question only shows if you answered that the business already uses a system.
Add photos, a voice note or a signature if the form asks for them.
Choose the outcome category, then tap Save.

No signal? Keep working. The form saves onto your phone and shows a “pending sync” badge. As soon as you are back on data or Wi-Fi it uploads by itself, photos included. Do not reinstall the app or clear its data while anything is still pending.

What happens after you save

The lead is created with your GPS position, the time, and your name on it.
It is assigned automatically according to your organisation's rules, or stays with you.
If you chose a follow-up outcome, the follow-up appears in your queue on the chosen date.
Managers see it appear on their dashboard immediately.

4. Working the pipeline

Every lead moves through stages, for example New, Contacted, Qualified, Proposal, Negotiation and then Won or Lost. Your administrator can rename these to match how you sell.

The three views

List — filter and search everything, select several leads at once to reassign, tag or export them.
Kanban — drag a card from one stage to the next.
Map — see where your leads actually are, as pins, clusters or a heat map, with territory boundaries and each agent's route for a chosen day.

The lead page

Open any lead to get its full working area:

Overview — contact details, the answers from the form, and the map pin.
Timeline — every call, visit, message, photo and change, in order.
Follow-ups — what is scheduled next.
History — who changed what, and when. Nothing is ever quietly edited: every change keeps the old value next to the new one.

Logging a call or a visit

Use Log activity on the lead. Pick the type, the outcome and add a note. If you are at the client's premises, your location is captured with it, so a site visit can be verified later. The first time anyone contacts a lead, the response time is recorded automatically and feeds the response-time report.

5. Follow-ups

The follow-up queue is the daily to-do list for field staff.

Today — what is due now.
Overdue — what was missed. Managers can see this per agent.
Upcoming — the next days and weeks.
Completed — the record of what was done.

Completing a follow-up asks for the outcome and notes, captures your location, and writes an activity on the lead in one step. If the client is not ready, use Reschedule rather than leaving it overdue.

Reminders reach you in the app, by email, and as a phone notification. You choose which channels you want under Profile → Notifications. If you connect your Google or Microsoft calendar under Profile, follow-ups appear there too, and moving the appointment in your calendar moves it in LeadPulse.

6. Calls, WhatsApp and SMS

If your organisation has connected WhatsApp Business or an SMS provider, you can message a lead from its page and the conversation is kept on the timeline. Replies come back into Messages and are matched to the lead by phone number. Anything that cannot be matched waits in the Unmatched tab, where you can link it to an existing lead or create a new one.

WhatsApp only allows free-form replies within 24 hours of the customer's last message. Outside that window you must pick an approved template; the message box will tell you.

7. Building your own forms

Administrators can create a form for any campaign without writing code.

Go to Forms → New form and start blank or from a template.
Drag the question types you need onto the canvas: text, numbers, dropdowns, yes/no, dates, ratings, location, photos, signature, voice note, file upload.
Click a question to set its label, whether it is required, and its options.
Use the Logic tab to show or hide questions based on earlier answers, for example only ask about current problems if the answer to “do you already use a system” was yes.
Use Settings to decide whether location is required, who the lead is assigned to, who is notified, and what the person sees after submitting.
Preview it on a phone-sized screen, then Publish.

Changing a live form is safe. Publishing creates a new version. Leads captured on older versions keep their answers exactly as they were recorded, and you can view any previous version. You can add, rename, reorder and hide questions at any time.

8. Public links and website forms

Any published form can also collect leads from outside your team:

Share a link — send the public URL or its QR code to customers, or print it on marketing material.
Put it on your website — copy the embed snippet from the form's settings and paste it into your site. You can restrict which websites are allowed to show it.

Public submissions arrive as leads with the source recorded, are protected against spam robots, and can capture a consent statement that is stored with the record for data-protection purposes.

9. Reports and exports

Reports are under Reports and can be filtered by date, agent, form, stage, source and territory.

Report	Answers
Executive weekly summary	The one-page picture of the week, also emailed as a PDF every Monday.
Pipeline funnel	How many leads sit at each stage and where they stall.
Response time	What share of new leads were contacted within 24 hours.
Agent performance	Interactions, qualified leads, closes and follow-up compliance per person.
Follow-up compliance	What was due, done, missed, and by whom.
Source attribution	Which channels actually produce business.
Lead aging	Leads going cold that nobody has touched.
Geo coverage and field trail	Where the team worked, and the route each agent covered on a given day.
Custom report	Pick your own columns, including your own form questions, then save or schedule it.

Every list and report can be downloaded as CSV, Excel or PDF, and location data can also be exported as GeoJSON or KML for mapping tools. Large exports are prepared in the background and you are notified when the download is ready. Saved reports can be emailed to you automatically each day, week or month.

10. Admin settings

Users — invite people, set their role, suspend someone who has left, reset two-factor authentication.
Pipeline — rename stages, reorder them, set how long a lead may sit in a stage.
Assignment — decide how new leads are shared: round robin, balanced by workload, by territory, or manually.
Territories — draw areas on the map and attach agents to them.
Integrations — connect WhatsApp Business, SMS, email, file storage and push notifications.
Retention and privacy — how long deleted records are kept before they are erased, and the tools to export or erase a person's data on request.
Audit log — every sign-in, export and settings change.

11. Mobile and offline use

Everything works from the phone browser once added to the home screen.
Leads, activities, follow-ups and photos captured without signal are queued on the device.
The sync indicator in the top bar shows how many items are still waiting.
Uploads resume by themselves and do not need the app to stay open.
If the same lead was changed on a phone and on a computer at the same time, the most recent change wins and the conflict is recorded so a manager can review it.

Battery tip: the app asks for location only while a form is open, not continuously in the background.

12. Platform administration

For Twinfusion Ltd staff running the platform itself, under /admin:

Create and configure client organisations, their limits and which features they get.
Watch system health: response times, error rate, storage, background jobs and sync activity.
Review the global audit log across all organisations.
Step into an organisation to help them, which is always recorded and shows a banner while active.

13. Troubleshooting

The form will not let me submit because of location.: That form requires a position. Step outside or near a window, wait for the badge to turn green, or use the map to drop the pin manually if the button is offered.
I cannot see a lead a colleague mentioned.: Field agents only see their own leads. Ask your manager to reassign it to you.
My photos have not uploaded.: Check the sync indicator. Photos upload separately from the rest of the record and retry on their own. Stay on data or Wi-Fi for a few minutes.
I lost my authenticator phone.: Use one of the recovery codes you saved when you switched two-factor on, or ask your administrator to reset it for you.
A number in a report looks wrong.: Check the date range and filters first, as they carry over between reports. Dates follow your organisation's time zone.
Something is broken.: Note the page, the time and what you were doing, and send it to your administrator. The system keeps a full history, so nothing you entered is lost.