Tracking Lead Activities (Calls, Meetings, Emails)

Every interaction with a lead matters. BuilderMate's activity tracking gives you a chronological timeline of every call, meeting, email, and text — so nothing falls through the cracks and anyone on your team can pick up where someone else left off.

Who Can Access This

• Admin and Team Member — Full access to all tabs and activity logging.
• Field User — Can view and log activities on the Summary tab only. Other tabs (Projects, Quotes, Files) are not accessible.

Getting to the Lead Detail Page

1. Navigate to Leads from the sidebar.
2. Click on any lead row to open their detail page.

You'll land on the Summary tab, which is where all activity tracking lives.

The Summary Tab at a Glance

The Summary tab is your command center for a lead. Here's what you'll find:

• Notes section — An inline-editable notes field at the top. Use it for general context about the lead that doesn't fit into a specific activity.
• Activity log — A chronological timeline of all logged interactions.
• Upcoming appointments — Displayed with quick links so you can see what's scheduled.
• Action buttons — "Create Project", "Add Activity", and "New Appointment" are always available at the top.

Logging an Activity

1. From the lead detail page, click "Add Activity".

2. Fill in the fields:

   • Activity Type — Choose from:

     • Call
     • Meeting
     • Email
     • SMS

   • Outcome (for calls) — Select the result:

     • No Answer
     • Wrong Number
     • Completed

   • Date — Defaults to the current date and time. You can set it to a past date if you're logging something that already happened.

   • Description — Your notes about the interaction. What was discussed? What was the outcome? What are the next steps?

3. Click Save.

The activity appears immediately in the timeline.

Reading the Activity Log

Activities are displayed in reverse chronological order (newest first) and are paginated with 5 entries per page. Each activity entry shows:

• Type icon — Visual indicator for call, meeting, email, or SMS
• Outcome — For calls, shows whether it was completed, no answer, etc.
• Date and time — When the interaction took place
• Description — Your notes
• Who logged it — The team member who recorded the activity

Editing Activities

Click the edit icon on any activity to modify it. Only the original creator of the activity can edit it — this keeps your activity history accurate and trustworthy.

Notes Section

At the top of the Summary tab, there's a separate notes field that's always visible. This is designed for ongoing, general notes about the lead — things like "Prefers to be contacted in the evening" or "Budget is flexible but timeline is tight."

The notes field is inline-editable: just click into it, make your changes, and they save automatically.

Pro Tip: Use the notes field for standing context about the lead, and use activities for specific interactions. This way, anyone on your team can quickly read the notes to get up to speed, then scroll through the activity log for the full history.

Navigating Between Leads

Use the Previous/Next arrows at the top of the lead detail page to move between leads without going back to the list. This is handy when you're working through a batch of follow-ups.

Other Tabs on the Lead Detail Page

Beyond the Summary tab, the lead detail page includes:

• Projects — All projects created from this lead/client.
• Quotes — Every quote generated for this client.
• Files — Upload and manage documents related to the lead (photos, plans, permits, etc.).

These tabs are available to Admin and Team Member roles. Field Users see the Summary tab only.

Related Articles

• Adding and Managing Leads
• Creating Appointments
• Setting Up Lead Status Automations