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            Managing lead statuses

            Modified on Mon, 24 Aug at 9:17 AM

            Managing lead statuses

            Statuses track where leads are in your sales or service process. Group them into flow steps, assign colors, add reasons for outcomes, and trigger automations on status changes. Permissions cannot lock individual statuses to specific user groups.

            TL;DR

            Access: Campaign settings → Statuses. Create statuses with name, color, type (active/inactive/won/lost), and default for new leads. Group into flow steps. Add status reasons and status actions. There is no per-status permission: either users can edit statuses, or they cannot. For field users, set edit statuses to Forbidden and move status via action button / automation instead.

            4 things to configure

            1

            Statuses

            Go to Campaign settings → Statuses → + New status. Configure: Name (e.g. "New", "In progress", "Won"), Color (for visual identification in the lead list), Type (Active = lead in process, Inactive = lead closed/archived, Won, Lost), Default (set as default for new leads — usually "New" or similar). Edit/delete statuses via the edit/trash icons. Note: deleting a status removes it from all leads that had it.

            2

            Flow steps (pipeline stages)

            Flow steps group statuses into logical pipeline stages (e.g. "Prospect", "Qualified", "Proposal", "Closed"). These appear in the flow bar on the lead profile page. Create via + New flow step: set name, color, and assign statuses to the step. Set step order by dragging. Benefits: team sees where each lead is in the overall pipeline at a glance, and Playlist can use flow steps for prioritization.

            3

            Status reasons

            Reasons provide sub-categorization for why a lead has a given status. Create via Campaign settings → Statuses → Status reasons section → + New reason. Examples: "Lost: Price", "Lost: No budget", "Won: Referral", "Inactive: Already customer". Users set reasons when changing status. Use reason statistics to track trends — e.g. how many deals were lost due to price vs. competition. Filter leads by reason in the lead list.

            4

            Status actions

            Attach automations directly to a status — they fire whenever any lead gets that status. Configure via the Actions button on a status row. This is a shortcut equivalent to creating an automation trigger "Status set to X". Use for status-driven workflows like: set status "Won" → send congratulations email + notify manager.

            Read more⌄

            Who can change which status?

            Hubhus does not support permissions per status (e.g. technicians may set "Completed" but not "Invoiced"). User tags cannot unlock or hide individual statuses in the status picker.

            • Edit statuses under Account → Users → Permissions is all-or-nothing (Allowed / Forbidden)
            • If Forbidden: the user cannot change status in the UI, but status can still change indirectly when they use an action button (or form/flow) that runs an automation / status action
            • Options → Hide these statuses only filters the lead list view - it does not restrict the status dropdown per user group

            See also: How do I control what users can see and do? · How do I use action buttons?

            Complete status type reference

            Predefined status types activate special categorization and behavior in Hubhus. Use the type that best matches the lead's situation — or leave as "Nothing selected" if none apply.

            • Not handled
            • Missed call
            • 1. missed call / 2. missed call / 3. missed call (and more — tracks call attempts)
            • Quotation sent
            • Meeting booked / Meeting held / Meeting cancelled
            • Contact later
            • In dialogue / In process
            • On hold
            • Partly won / Won
            • Lost / Closed
            • Contact not achieved / Contact achieved
            • Not relevant
            • Has follow-up
            • Automated message sent
            • Doublet / Unwanted / Invalid
            • Cancelled / Active / Inactive / Expired
            • Awaiting quotation / Awaiting approval / Approved / Not approved

            Workflow examples

            Sales pipeline

            1. New lead (blue) — default for incoming leads
            2. Contacted (blue) — initial outreach made
            3. Qualified (yellow) — meets criteria and is interested
            4. Quote sent (yellow) — proposal delivered
            5. Negotiation (orange) — discussing terms
            6. Won (green) — deal closed
            7. Lost (red) — add reasons: "Price", "No budget", "Chose competitor"

            Service request workflow

            1. New request (blue) — service request received
            2. Assigned (blue) — assigned to technician
            3. Scheduled (yellow) — appointment booked
            4. In progress (orange) — work started
            5. Completed (green) — service finished
            6. Cancelled (red) — customer cancelled

            Flow step icon examples (Font Awesome class names):

            • fa-phone — Initial contact
            • fa-search — Qualification
            • fa-file-text — Proposal
            • fa-handshake-o — Negotiation
            • fa-check-circle — Won / Completed
            • fa-times-circle — Lost / Cancelled

            Troubleshooting

            Wrong default status on new leads

            • The first status in the list is always the default — it is not a checkbox you toggle
            • Drag your intended default status to the top of the status list, then save

            Status not appearing in dropdowns

            • Refresh the page after creating the status
            • Confirm you are in the correct campaign
            • Check that the status was not accidentally deleted

            Can't delete a status

            • All leads currently using that status must be moved to another status first
            • Check if the status is referenced in automations or filter rules
            • Consider renaming instead of deleting to preserve reporting history

            Flow step changes not visible after saving

            • Confirm statuses are actually selected in the flow step multiselect (not just highlighted)
            • Click Save explicitly after assigning statuses to the step
            • Refresh the page after saving

            Common searches

            lead status • status management • flow steps • pipeline stages • status reasons • edit statuses Forbidden • status permissions • status actions

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