Leads

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Overview

Leads is your firm’s front door for prospective clients. Every firm has a public lead form that works with zero setup — share its link or embed it on your website, and every submission becomes a card on the Leads pipeline with the prospect’s screening answers attached. The prospect gets a branded acknowledgement, your team gets a notification, and when you hire them, one click converts the lead into a client and case — with the answers they already gave carried into their profile and reused across their intakes later. Find the pipeline under Leads in the console sidebar. Your form’s link is waiting for you on Settings → Lead form — see configuring the form.

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The lead form

Prospects walk through a short, step-by-step form:

• Contact details — name, email and/or phone (one is required), and preferred language.
• Case type — the prospect picks from the case types your firm offers, and “I’m not sure yet” is always an option.
• Screening questions — five case types come with a tailored question bank: marriage-based family, family petition, naturalization, affirmative asylum, and EB-2 NIW. Every other case type asks the basics plus a short free-text summary.

A few things to know:

• Languages. The form can be offered in English, Spanish, Turkish, and Arabic — you choose which on the settings page. It opens in the visitor’s browser language when your firm offers it (English otherwise), and the language switcher sits in the form header on every step, not just the first.
• Nothing is saved until Submit. Refreshing or closing mid-fill loses the answers, by design — there are no partial-lead drafts. If the submit itself fails, the answers stay on screen with a Retry.
• The acknowledgement email. After submitting, the prospect gets a branded acknowledgement in the language they filled the form in (English, Spanish, Turkish, or Arabic; anything else falls back to English). It deliberately carries no links or case detail. A prospect who left only a phone number gets no email.
• Repeat submissions. A prospect who already has an open lead and submits again is added to that lead — no duplicate card, and no second acknowledgement.
• Confirmation. The final screen thanks the prospect and shows your firm’s name and a link to your website.
• Spam protection is invisible to prospects, and submissions are rate limited.

An unknown, regenerated, or switched-off link shows one indistinguishable “form no longer available” state — a visitor can’t tell which, on purpose. A prospect mid-fill when the link changes sees the same message without losing what they typed.

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Share and embed

The hosted link lives on Settings → Lead form, next to a copy-paste embed snippet for your website. The snippet is a mount <div> plus a small inline script — nothing external to load. It builds the form’s iframe at runtime so it can:

• Forward campaign parameters. utm_source, utm_medium, and utm_campaign from the page the visitor is on are passed into the form, so source attribution survives into the pipeline and reports. The hosting page’s address arrives as the referrer for free.
• Size itself. The frame keeps its height in sync as the prospect moves through steps.

The lead form is the only page of Lexfill that can be embedded — everything else refuses framing.

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The pipeline

The Leads page has two working views — a kanban board (the default) and a list — toggled from the toolbar. Your choice is remembered per browser, and ?view=board / ?view=list deep-link either one. The board has seven fixed stages: New → Contacted → Consult scheduled → Consult done → Agreement sent → Hired / Lost. Drag cards between columns as you work them:

• Dropping onto Hired or Lost opens a dialog first — convert, or pick a lost reason — and cancelling puts the card back. Every other move applies immediately.
• Hired cards can’t be dragged — once a lead is converted, its card is fixed. Lost cards stay draggable, and dragging a Lost card onto Hired is a legitimate convert.
• Terminal columns empty themselves. A Hired or Lost card leaves the board 30 days after settling — still in the list.

Each card shows the lead’s name, case type (“Not sure yet” when they weren’t), assignee, and source — the campaign’s utm_source when the form captured one (or the source you typed on a manual lead), otherwise the channel: Web form, Phone call, Walk-in, Referral, or Other. Filters: case type, assignee (including Unassigned), source, Due, and Archived — plus status in the list view (the board always shows all seven columns). The list sorts by newest or by due date and pages 50 at a time.

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Due leads

Leads shouldn’t go quiet. New and recently touched leads resurface with a Due flag once your firm’s follow-up timer runs out (48 hours by default, configurable) — the Due filter shows exactly the ones waiting on you.

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Lead detail

Clicking a card or row opens the lead’s own page — the same page notifications, search results, and the dashboard widget link to. It shows the lead’s details and screening answers, the source block (channel, UTM parameters, referrer), and an activity timeline; add notes, change status, reassign, edit details, or archive from here. A converted lead’s details are read-only, but notes and archive stay available.

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Adding leads manually

Not every prospect arrives through the form. New lead (on the Leads page header) captures calls, walk-ins, and referrals: name, preferred language, email and/or phone (one is required), how they arrived — Phone call, Walk-in, Referral, or Other — a free-text Source line (“who or what sent them”), case-type interest, an owner (defaults to you, reassignable in the dialog), and a “What did they say?” summary. For the five case types with a question bank, an expandable section offers the same screening questions the public form asks.

• The acknowledgement email is a choice here. The dialog carries a “Send the acknowledgement email” toggle — on by default the moment you enter an email address, disabled without one. When it’s on, the prospect gets the same localized acknowledgement the public form sends, and the timeline records it.
• Manual leads never ring the team’s bell — the in-app new-lead notification is for form submissions only, whatever the toggle says.
• The Source line is the only place attribution is hand-entered, and it is what the reports group by; leave it blank and the lead is attributed to its channel instead.

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Losing a lead

Marking a lead Lost asks for a reason — hired another firm, no response, cannot afford services, not a fit for the firm, not eligible for the benefit, or other — plus an optional note for the timeline. The reasons feed the Lost reasons report, so a quarter’s worth of “cannot afford” tells you something a gut feeling doesn’t. Lost isn’t final: a Lost lead can still be converted — dragging its card onto Hired works — and converting it clears the lost reason.

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Converting a lead

Convert to client — from the lead’s page, or by dragging its card onto Hired — creates the client and case from the lead, carrying the screening answers over.

• Email is required. The client signs in with this address, so the dialog always asks for one (leads can arrive phone-only).
• A real case type is required. An “I’m not sure” lead picks one in the dialog.
• The invitation is off by default. The Send intake invitation now checkbox is unchecked, so the client isn’t contacted until you review the drafted client record and send the invite from there — check it to invite immediately.
• Answers fill empty fields only. Screening answers are harvested into the client’s profile where nothing is there yet — anything the record already holds (attorney-typed, intake-collected, document-filled) always wins.

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When the email already belongs to a client

If the email you type matches an existing client of your firm, Lexfill offers to add a case to that client instead. The lead is marked Hired and linked to the existing client; this adds a case rather than updating the client — the harvest fills only empty fields in their profile, and nothing they already have is overwritten.

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Reports

Reports is the third position on the view toggle (?view=reports), with its own window selector — 30 days, 90 days, or 12 months (30 by default). The pipeline filters don’t apply here, and the Leads page always reopens on the pipeline, not on Reports. Every series counts leads created in the selected window and not archived. Three consequences worth knowing: Hired and Lost leads stay in the reports (the 30-day auto-hide is a board rule only), archived leads leave them entirely, and a repeat form submission — which appends to an open lead rather than creating one — never counts. Under a header line (“N created · N hired · N% conversion”), four cards:

• Pipeline by stage — where the window’s leads sit now.
• Leads created — arrivals over time.
• Conversion by source — hired ÷ created per source; converted and attached leads both count as hired. Source is the campaign’s utm_source verbatim when there is one (including the hand-typed Source line on manual leads), otherwise the entry channel. The top 12 sources by volume are shown and the rest fold into “Other sources” — a firm that types a distinct source for every referral will meet that bucket.
• Lost reasons — the breakdown the lost dialog feeds.

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The dashboard widget

A Leads funnel widget is available from the dashboard’s widget picker — it doesn’t appear on its own. It always reads the 30-day window regardless of the Reports range, and links back to the Leads page.

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Search and the Desk

Leads are part of global search, matched on name, email, and phone (as typed or normalized), with each result opening the lead. Two things worth knowing:

• Archived leads stay searchable — search is how you get back to one.
• Every firm member finds every firm lead. A lead has no case until you convert it, so per-case access restrictions don’t apply here.

The Desk finds leads too — its firm search returns them beside clients, cases, tasks, documents, and invoices, so asking the Desk about a prospect by name works.

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Notifications

A new web-form lead notifies every member of your firm — speed-to-lead is the whole point, so the fan-out is deliberately firm-wide. The notification opens the lead directly, and it lives under the Intake category in notification preferences. Manually added leads don’t notify — you just typed them in.

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Configuring the form

Everything about the form — which case types and questions it asks, languages, intro text, the follow-up timer, switching the form off, and regenerating the link — lives on Settings → Lead form. See Lead form settings.