Lead Management
Organize contacts, track lead status, import records, and maintain customer details.
Complete user manual · Version 1.0
Everything you need
to know about ApnaDesk.
A simple, practical guide to managing leads, follow-ups, tasks, business opportunities, and email campaigns—all in one place.
Tasks & Follow-ups
Plan activities, set due dates, add reminders, and track completion.
Email Studio
Create personalized campaigns, choose recipients, send emails, and review history.
Chapter 01
Introduction to ApnaDesk
ApnaDesk is a business management application designed to help users organize their leads, manage follow-up tasks, track business opportunities, and communicate with potential customers through email campaigns.
The application brings important business activities together in one place, making it easier to manage customer information and track work.
What can you do with ApnaDesk?
Manage leadsStore customer details, status, priority, and opportunity values.
Plan follow-upsCreate tasks, set due dates, and configure reminders.
Track progressReview dashboard statistics and pipeline overview.
CommunicateSend personalized email campaigns and review campaign history.
Import & exportWork with lead data using CSV and Excel files.
Manage workspacesSwitch between and create separate workspaces.
Chapter 02
Getting Started
Opening ApnaDesk
Open ApnaDesk on your device. After opening the application, you can access the main dashboard and navigate to different sections.
Main Navigation
| Section | Purpose |
|---|---|
| Dashboard | View business overview and important statistics. |
| Leads | Manage customer and business leads. |
| Tasks | Manage follow-ups and daily activities. |
| Email Studio | Create and send email campaigns. |
| Notifications | View pending, overdue, and due-today follow-ups. |
| Settings | Configure email accounts and manage workspaces. |
Available navigation options may depend on the current application layout.
Chapter 03
Dashboard
The Dashboard is the main overview screen. It helps you understand current business activities without opening each section separately.
Dashboard Statistics
Total LeadsTotal number of leads available in the system.
Open OpportunitiesBusiness opportunities that are still open.
Follow-ups DueFollow-up activities requiring attention.
Pipeline ValueEstimated value of business opportunities.
Date Filters
Filter dashboard statistics using All Time Today Last 7 Days Last 30 Days This Month Last Month or Custom Date Range.
Using a custom date range
- Select Custom date range.
- Enter the starting date.
- Enter the ending date.
- Apply the date range.
The start date must not be later than the end date.
Recent Leads
Recent Leads displays up to six recently added leads. You can search, filter by status, open lead details, or view all leads. Available filters: All, New, Contacted, Qualified, Proposal, Won, and Lost.
Today's Focus
Today's Focus displays up to five tasks with title, priority, due date, and completion status. Tasks can be marked completed or pending.
Task Priority
| Priority | Meaning |
|---|---|
| High | Important task requiring attention. |
| Medium | Normal priority task. |
| Low | Task with lower priority. |
Pipeline Overview
Includes estimated pipeline value, won opportunity value, opportunities won during the current month, conversion rate, and pending tasks.
Dashboard Actions
| Action | What it does |
|---|---|
| Refresh | Reloads dashboard information. |
| Search | Navigates to Leads. |
| Notifications | Opens Notifications. |
| Settings | Opens application settings. |
| Workspace Selector | Opens workspace settings. |
| View All Leads | Opens the complete lead list. |
The dashboard can reload information when you return to it.
Chapter 04
Lead Management
A lead represents a person or business that may become a customer. The Leads section is used to manage their information.
Leads Dashboard
Lead statistics include Total Leads, Active Leads, Qualified Leads, and Won Leads. Users can search, filter, create, edit, and delete leads.
Searching for Leads
Search by lead name, company, email address, phone number, lead ID, source, or owner. Enter the information in the search field to display matching leads.
Lead Statuses
| Status | Meaning |
|---|---|
| New | A newly added lead. |
| Contacted | A lead that has been contacted. |
| Qualified | A lead identified as a potential business opportunity. |
| Proposal | A proposal is being considered or provided. |
| Won | A successful business opportunity. |
| Lost | An opportunity that did not result in a successful outcome. |
Adding a New Lead
- Open Leads.
- Select Add Lead.
- Enter lead information.
- Save the lead.
Lead form fields
| Field | Description |
|---|---|
| Name | Lead's name (required). |
| Company | Company or business name. |
| Lead's email address. | |
| Phone | Lead's contact number. |
| Source | Where the lead came from. |
| Status | Current lead status. |
| Priority | Importance of the lead. |
| Estimated Opportunity Value | Estimated business value. |
| Notes | Additional information. |
Email addresses must be valid when provided. Opportunity values must not be negative. The application checks duplicate email addresses and phone numbers.
Editing a Lead
- Find and open the lead.
- Select Edit.
- Update the required information.
- Save changes.
Deleting a Lead
- Find the lead.
- Select Delete.
- Review the confirmation.
- Confirm deletion.
Depending on backend relationships, deleting a lead may also affect associated tasks.
Calling a Lead
Open the lead and select Call. The device's phone dialer opens with the contact number; you can proceed with the call in the dialer.
WhatsApp Contact
Open the lead and select WhatsApp. The available WhatsApp contact action opens if the required application is available.
Importing Leads (CSV / Excel)
- Open Leads and select Import.
- Choose a CSV or Excel file.
- Review the preview, detected fields, and rows.
- Choose duplicate handling.
- Proceed with the import.
Duplicate handling: Skip skips duplicate records; Update updates matching records.
Import results may show imported, updated, skipped, failed, and total records. The preview helps identify row errors.
Exporting Leads
- Open Leads.
- Apply a search or status filter if needed.
- Select Export.
- Choose CSV or Excel.
- Save or share the generated file.
Export uses the active search and status filters.
Chapter 05
Lead Profile
The Lead Profile provides detailed information about an individual lead. Open Leads, find the lead, and select it.
Lead Information
The profile displays name, company, lead ID, status, priority, estimated opportunity value, email, phone, source, owner, created date, and updated date. Unavailable information may be shown as missing.
Managing Lead Owners
You can select an existing owner, change the owner, set Unassigned, enter a new owner name where available, and save the assignment. The owner indicates who is responsible for the lead.
Lead Activity History
Activity types include Call, Email, Meeting, and Note. An activity may show title, description, date/time, and recorded-by information.
Adding an activity
- Open the Lead Profile and go to Activity History.
- Select Add Activity.
- Choose the activity type.
- Enter a required title and description.
- Save the activity.
Newest activities appear first.
Linked Tasks
The profile displays linked task title, description, due date, priority, and status. You can mark tasks completed or reopen them. Task counts and completion information are also shown. An empty state appears if no tasks are linked.
Chapter 06
Task Management
Tasks help you organize daily work and customer follow-ups. Each task can be linked to a lead.
Task Dashboard
Summary statistics include Total Tasks, Pending Tasks, Due Today, Overdue Tasks, Upcoming Tasks, Completed Tasks, and Reminders.
Searching Tasks
Search by task title, lead name, or description.
Task Filters
| Filter | Description |
|---|---|
| All | Displays all tasks. |
| Today | Tasks due today. |
| Upcoming | Upcoming tasks. |
| Pending | Incomplete tasks. |
| Overdue | Tasks whose due dates have passed. |
| Completed | Completed tasks. |
Creating a Task
- Open Tasks and select Add Task.
- Enter task information.
- Select the related lead.
- Set due date and priority.
- Configure a reminder if required.
- Save the task.
Task fields
| Field | Description |
|---|---|
| Title | Task name (required). |
| Description | Additional task details. |
| Lead | Related lead (required). |
| Due Date | Deadline for the task. |
| Reminder | Optional reminder date and time. |
| Priority | High, Medium, or Low. |
Due date defaults to the current date. Default due time is 9:00 AM local time.
Selecting a Lead
Search existing leads in the lead selector and choose the relevant record. Linking a task keeps the follow-up associated with the customer.
Task Reminders
Reminders include a date and time and must be in the future. Reminder time is stored using a 24-hour format.
Completing, Editing, and Deleting Tasks
Find a task and use its completion action to mark it Completed. Completed tasks can be reopened. To edit, select Edit, update details, and save. To delete, select Delete and confirm.
Task Cards
Cards may show title, linked lead, status, priority, due date, reminder date/time, and completion date/time. The screen adapts to available screen width.
Chapter 07
Notifications & Follow-up Alerts
Notifications helps identify follow-up tasks requiring attention. This screen is based on pending tasks.
Notification Summary
Overdue TasksPending tasks with a due date earlier than today.
Due TodayPending tasks due today.
Upcoming RemindersPending tasks with reminder dates/times in the future.
Follow-up Alerts
Alerts may show task title, lead name, due date, reminder date/time, and due status.
Due status labels
| Status | Meaning |
|---|---|
| Overdue | The task's due date has passed. |
| Due Today | The task is due today. |
| Due YYYY-MM-DD | The task has a specific due date. |
| No Due Date | The task has no due date. |
Open Tasks & Refresh
Select Open Tasks to navigate to Tasks and manage pending follow-ups. Refresh reloads task information.
If there are no pending follow-ups, ApnaDesk displays: “You're all caught up! No pending follow-up tasks right now.” This screen documents in-app task alerts; push notifications are not documented as available.
Chapter 08
Email Studio
Email Studio lets you create and send personalized email campaigns to leads. An email account must be configured before sending.
Selecting an Email Account
- Open Email Studio.
- Open the email account dropdown.
- Choose a connected account.
If no account is available, configure one in Settings.
Selecting Recipients
Eligible leads have an email address containing @. Search recipients by name, email, or company. You can select individual leads, all visible leads, or clear selection.
Campaign recipient limit: 100 recipients maximum.
Creating an Email Campaign
- Open Email Studio and select the connected account.
- Select recipients.
- Enter subject and message.
- Review the personalized preview.
- Continue to sending.
Email fields
| Field | Description |
|---|---|
| Email Account | Account used to send campaign. |
| Recipients | Selected leads. |
| Subject | Email subject line. |
| Message | Main email content. |
Account, recipients, subject, and message are required.
Personalizing Emails
Supported variables:
| Variable | Purpose |
|---|---|
{{name}} | Inserts the lead's name. |
{{company}} | Inserts the lead's company. |
{{email}} | Inserts the lead's email address. |
Example emailSubject: Hello {{name}}, welcome to our services!
Hello {{name}},
We are pleased to connect with you and your company, {{company}}.
Please contact us at {{email}} if you have any questions.
Regards,
Your Team
Hello {{name}},
We are pleased to connect with you and your company, {{company}}.
Please contact us at {{email}} if you have any questions.
Regards,
Your Team
Previewing an Email
The preview uses the first selected lead and shows the personalized subject and message. Close the preview or continue to sending.
Sending a Campaign
The confirmation displays the subject, selected account, and recipient count. Review the information, confirm, and select Send Campaign. The result reports successful and failed email counts.
Email Campaign History
Campaign history may display subject, date, status, recipient count, sent count, and failed count. Expand a campaign for recipient name, email, sending status, date, and error details when available.
Chapter 09
Settings
Settings is used to configure email accounts, manage workspaces, and access additional application sections. Its main areas are Email, WhatsApp, and More.
Email Account Settings
ApnaDesk supports Gmail and Custom SMTP account configuration.
Adding a Gmail Account
- Open Settings and navigate to Email.
- Select Add Email Account.
- Enter email address and SMTP username.
- Enter Gmail App Password.
- Save the account.
| Gmail SMTP setting | Value |
|---|---|
| SMTP Host | smtp.gmail.com |
| Port | 587 |
| TLS | Enabled |
| SSL | Disabled |
Gmail may require an App Password. A regular Gmail password may not work for SMTP configuration.
Adding a Custom SMTP Account
Provide email address, SMTP username, SMTP password, host, port, TLS setting, and SSL setting. Port must be between 1 and 65535. TLS and SSL cannot both be enabled.
Testing an Email Account
- Open Settings and select the configured account.
- Select Test Connection.
- Enter a valid test recipient email address.
- Start the test.
The entered recipient is used for connection testing.
Managing Email Accounts
View configured accounts, refresh account information, identify saved accounts, and test email connections.
WhatsApp Settings
The WhatsApp section displays WhatsApp Business Cloud API fields: Phone Number ID, Business ID, and Access Token.
Preview / not yet active: The connection action is disabled. Saving, testing, and sending through this configuration are not available in the reviewed implementation.
Workspace Management
A workspace is a separate working environment in ApnaDesk. Users can view workspace names, the active workspace, and the default workspace indicator.
Switching workspaces
- Open Settings and Workspace Management.
- Select the required workspace.
Switching changes the API context, clears account information, and reloads relevant data for the selected workspace.
Creating a workspace
- Open Workspace Management.
- Select Create Workspace.
- Enter a workspace name and optional description.
- Save.
The new workspace is automatically activated. Workspace information is saved locally on the device and restored when the application is reopened.
More Settings
These items are currently placeholders and display a message that they will be implemented in a future step:
Automation BuilderEmail TemplatesWhatsApp TemplatesAutomation History
Chapter 10
Common User Workflows
Adding a New Customer Lead
- Open Leads and select Add Lead.
- Enter customer name, company, email, and phone.
- Select source, status, and priority.
- Enter estimated opportunity value.
- Save. The lead becomes available in the Leads list.
Scheduling a Follow-up
- Open Tasks and select Add Task.
- Enter task title and select the related lead.
- Set due date and priority.
- Configure a reminder if needed.
- Save the task.
Completing a Follow-up
- Open Tasks and search for the task.
- Review the linked lead and due date.
- Complete the follow-up activity.
- Mark the task completed.
Sending an Email Campaign
- Configure an email account in Settings.
- Open Email Studio and select the account.
- Select recipients and enter subject/message.
- Add personalization variables if required.
- Preview, confirm, and send.
- Review campaign history.
Reviewing Overdue Tasks
- Open Notifications.
- Review the Overdue Tasks summary.
- Identify pending follow-ups.
- Select Open Tasks.
- Complete or update the required tasks.
Chapter 11
Troubleshooting
No account may be configured. Open Settings → Email, add a Gmail or Custom SMTP account, and test the connection.
Check that an account is selected, at least one recipient is selected, subject and message are entered, recipient count is 100 or less, and the email account is configured correctly.
Search by name, company, or email. Check whether a status filter is active. Clear the search or status filter and try again.
A pending task is overdue when its due date is earlier than the current date. Review it in Tasks and update or complete it.
Review the preview and result summary. Check missing names, invalid emails, duplicate records, unrecognized field values, and rows that could not be processed. Use the duplicate handling options.
Check the selected workspace. Switching workspaces changes the API context and reloads corresponding information.
Chapter 12
Important Notes
- Lead names are required when creating leads.
- Tasks require a title and a linked lead.
- Task reminders must be scheduled for a future date and time.
- Email campaigns require a connected email account and support up to 100 recipients.
- Email personalization supports
{{name}},{{company}}, and{{email}}. - CSV and Excel import/export features are available in Leads.
- Notifications are based on pending task information.
- WhatsApp Business Cloud API settings are currently a preview.
- Automation Builder, Email Templates, WhatsApp Templates, and Automation History are placeholders.
- Do not assume that features not described as available in this manual are active.
Chapter 13
Conclusion
ApnaDesk provides a centralized way to manage business leads, customer follow-ups, tasks, and email campaigns.
By using Dashboard, Leads, Tasks, Email Studio, Notifications, and Settings, users can organize their business activities and maintain better visibility into their work.
ApnaDesk