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Lead Activities are essential tools for organizing and documenting every interaction with your lead opportunities. These action items are tied directly to individual leads, giving your team a clear history of communication and follow-up.

By managing these activities through standardized Activity Types, you can streamline your sales process, ensure consistent documentation, and gain valuable insight into what outreach methods are most effective. This not only boosts your team's efficiency but also strengthens your ability to convert leads into clients with a data-driven, strategic approach.

Lead Activities Help Video

Creating Lead Activities

To create a new Lead Activity, you have multiple options:

From the Lead Opportunity dashboard, click + next to a specific Opportunity.
From a specific Lead Opportunity, click Schedule New Activity from the Activities tab.
From the Lead Activity dashboard, click Schedule New Activity and select a Lead Opportunity from the dropdown.

Create your Lead Activity by including key details such as Activity Type, Activity Date, Assigned User and Description. When finished, click Save.

💡Pro Tip

You can log past activities to keep a complete record of all Lead Opportunity efforts by clicking Log Completed Activity from the Activities tab within a Lead Opportunity.

Lead Activity Fields

Activity type – The category of the interaction, such as Phone Call, Email, Meeting, Follow-up or Website Form. This helps standardize your outreach and reporting.

Color – An optional color-coding tool to visually organize and differentiate activities on your calendar or activity list.

Activity date – The date the activity is scheduled to occur or was completed.

Start / End time – The specific time the activity is set to begin and end. Useful for scheduling and time tracking.

Reminder – A notification setting that alerts the assigned user about the activity before it takes place, helping to ensure timely follow-up.

Assigned user – The team member responsible for completing or following up on the activity.

Attendees – Additional team members who are expected to participate in or be informed about the activity.

Initiated by – Indicates who created or initiated the activity.

Location – The address where the activity will occur, such as a job site or office.

Description – A free-text field for adding relevant details about the activity, including goals, notes, or outcomes.

Emailing a Lead

Buildertrend makes it easy to manage client communication directly from a Lead Activity. You can send emails to your lead contacts without leaving the platform, ensuring all outreach is tracked and organized in one place.

Additionally, you can link external email correspondence to a Lead Activity, giving your team full visibility into every interaction. This helps maintain a clear communication history, improves collaboration, and ensures nothing falls through the cracks during the sales process.

‼️ Important ‼️

To use the email feature on a Lead Activity, the Lead Opportunity must have a contact attached with a valid email address.

Begin by navigating to the Email tab from the Lead Activity.

Compose email – Uses Buildertrend's built in messages feature.

Attach external email – Opens your computer's default email client, allowing the email sent to be routed through Buildertrend, which will automatically send the email to the lead opportunity at the designated date and time.

The Attach external email option is only available once the Lead Activity has already been created and saved.

Open the saved Lead Activity and click the pencil icon from the Email tab to edit and attach your external email communication.

Emailing Multiple Leads

You can email multiple leads at once directly from the Lead Opportunity dashboard, making it easy to send updates, announcements, or follow-ups in bulk.

This is especially useful for promoting seasonal offers, sending event invitations, or reaching out to a group of leads at a similar stage in your sales pipeline, all while keeping communication efficient and organized.

In the List View of the Lead Opportunities dashboard, use the checkboxes to select the leads you want to email, then click Email to start your message.

Choose when you want the email to be sent using the Send Message options, then select the appropriate Activity Type. Click Compose and choose either Online to send through Buildertrend’s messaging feature or With My Email to use your external email client.

Mail Merge in Email Activity

Buildertrend's Mail Merge feature, when used within Email Activity Templates, is highly effective for creating company newsletters or personalized marketing campaigns. This powerful tool isn't limited to templated emails; it can also enhance non-templated emails!

Watch the video below to learn more about Mail Merge.

The Mail Merge feature can be found when Attaching an Email on a Lead Activity, adding a personalized touch, while saving time to do so.

Within the email, the tooltip can be found in the top right to provide Mail Merge prompts.

From the tooltip, you can easily copy the mail merge coding.

Once copied, paste it into the body of the email.

Depending on if you have chosen [[FirstName]] [[LastName]] or [[DisplayName]], the information for Mail Merge can be found within the lead's contact information.

Click Tracking

Determining the temperature of your leads can supercharge your sales team's efforts. A prospect who's actively engaging with your outreach is far more likely to convert than one who isn't.

By setting up and integrating Buildertrend's Click Tracking feature with your lead emails, you'll gain a powerful tool to gauge engagement. Not only will you see which links the lead clicked, but also how often and when.

Watch the video below to learn more about Click Tracking.

Programming a URL for click tracking into an email is simple.

From the toolbar, expand to reveal additional features. Select the Link feature.

You can copy/paste a URL into the URL field, as well as create clickable Display Text.

Your email will look something like this:

When the email is received by the lead, if they click the link they will be taken to the URL that you have programmed.

This action will be logged for your records as a clicked link. This information can be found by clicking the lead activity and scrolling to the bottom.

Within your grid view, enable columns related to click tracking from your Manage Saved Views three dots.

Add Activity Links Clicked and Last Activity Link Click. Click Apply View to view them on your grid.

Creating and Importing Activity Templates

Having a standardized sales process readily available for your sales team gives them the ability to import that process directly into a lead opportunity as they begin managing the lead.

All activities are logged, and this helps track data as well as allows you to pinpoint what went great with a lead or perhaps what went wrong with a lead after the lead has been lost or sold.

First, navigate to the Activity Templates tab.

Select New Activity Template.

Fill in the Lead Activity Template Details and then click Save.

Select Schedule New Activity to add activities to the template.

You can create an unlimited amount of activities. The dates of each activity do not matter as you will select a start date when importing the template into a lead. What does matter is the timing between each activity.

Once an activity has been created, click Save.

You can copy existing activities to a template as well. If you have a set of activities with a lead that you are interested in saving to a template, access the Activities tab within the lead.

Select Template Actions. Select Copy to Activity Template.

Create a Template Name and select Copy to Activity Template to complete the process. Once copied, you will now be able to make any edits in your Activity Templates tab.

Importing Lead Activity Templates

To import a lead activity template, access the lead, and select the Activities tab. Select Template Actions and select Import Activity.

Select the appropriate lead activity template from the drop down. Then select the date/time you would like the first activity to begin as well as the salesperson that will manage these activities.

Click Import to complete the process.

Once imported, the activities following the first activity will adjust accordingly, following on the arrangement and structure of the activities within the activity template.

You can import activity templates into multiple leads at once by selecting the checkbox to the left of each lead, then clicking on Import Activity.

Select the activity template you wish to use. Then select the date/time you would like the first activity to begin, as well as select the salesperson that will manage these activities.