SalesTrack Guide
Learn how SalesTrack organises your leads into a clear pipeline: Prospect, Deal, Outcome, and Ongoing.
Turn messy leads into a simple flow
SalesTrack keeps every lead in one of four clear stages so your team always knows what to do next.
1. What is SalesTrack?
A lightweight sales tracker built into Lita Suite.
SalesTrack is a simple, focused tool that helps your team:
- Keep every lead in a clear stage of the pipeline.
- See what needs follow-up today.
- Measure performance for each person and team.
You access SalesTrack from the Tools tab or from Your Tools on the Suite Dashboard after you’ve activated it.
2. Roles & access
Permissions follow your Lita Suite roles.
SalesTrack respects your organisation structure:
- Sales Rep – works on their own leads.
- Manager – leads a team and views team performance.
- Admin – manages all teams and pipeline settings.
- Owner – full control including billing.
Change a user’s role in Lita Suite and their SalesTrack access updates automatically.
3. The Sales Pipeline
One flow, four simple stagesEvery lead in SalesTrack lives in one of four stages. This keeps the whole team aligned on what's happening and what to do next.
Stage 1
Prospect
New leads you've just captured or imported. No real engagement yet.
- New enquiries
- Imported lists
- Leads waiting for first touch
Stage 2
Deal
Leads you are actively working on with ongoing conversations or follow-ups.
- Qualifying needs
- Sending proposals
- Scheduling appointments
Stage 3
Outcome
The decision stage. Here you log whether the deal was won or lost.
- Closed (won)
- Dropped (lost / not interested)
- Feeds your performance stats
Stage 4
Ongoing
For customers or leads that will continue to work with you over time.
- Repeat customers
- Retainer or service contracts
- Future upsell opportunities
4. How leads move through the pipeline
Simple rules so your whole team uses the same language.
- Prospect → Deal
Move a lead to Deal once you've made contact and they show some interest or potential.
- Deal → Outcome
When the lead makes a decision (yes or no), move them to Outcome and mark as Closed or Dropped.
- Outcome → Ongoing
If it's a customer you'll keep working with (service contract, repeat buyer), add them to Ongoing so you remember to nurture them.
- Ongoing → Deal
When a new opportunity opens with an existing customer, you can open a new Deal for them again.
Example: Small car dealer
- 1
Prospect
A new enquiry comes from WhatsApp or a web form. You add them as a lead in Prospect.
- 2
Deal
You chat, send car options, arrange a viewing, and record follow-ups under Deal.
- 3
Outcome
Customer confirms purchase. You mark the lead as Closed in Outcome. This sale now counts towards your stats.
- 4
Ongoing
You add them to Ongoing to follow up later for service, trade-in, or referrals.
5. Leads
The heart of SalesTrack.
Each lead profile shows:
- Basic details (name, phone, notes).
- Current pipeline stage.
- Owner (who is responsible).
- Activity history and upcoming tasks.
Filter by pipeline stage, owner, date, or search by name/phone to find leads fast.
6. Activities & follow-ups
Every touchpoint in one place.
Activities can include:
- Calls or WhatsApp messages.
- Meetings and demos.
- Status updates and notes.
Follow-up counts are based on meaningful moves — for example, when a follow-up leads to a status change or a clear outcome.
7. Tasks & reminders
Never “forget to follow up” again.
Attach tasks to leads so you always know what to do next:
- Set due dates for follow-ups.
- See what's due today or overdue.
- Managers can review their team's tasks.
A good daily routine: check tasks first, then work through Deal and Ongoing leads.
8. Daily workflow for sales reps
A simple structure to follow every day.
- 1. Check tasks
Start with the Tasks list: what's due today or overdue?
- 2. Work on Deals
Focus on leads in Deal. Call, message, and update notes.
- 3. Qualify new Prospects
Contact leads in Prospect and move them into Deal if they're interested.
- 4. Close Outcomes
Move decided leads to Outcome with a clear Closed or Dropped status.
- 5. Nurture Ongoing customers
Spend some time with Ongoing customers to look for upsell or referral opportunities.
9. Manager workflow
- 1
Check pipeline distribution.
Are too many leads stuck in Prospect or Deal? That's a coaching opportunity.
- 2
Review team performance.
Use the manager dashboard to see each rep's activity, outcomes, and conversion.
- 3
Reassign or support.
Help reps with stuck leads, reassign where needed, and ensure follow-ups are not missed.
SalesTrack is most powerful when managers use the data weekly to give clear, practical feedback to their team.
10. Performance & targets
See what's working and who needs help.
SalesTrack dashboards are built around your pipeline:
- Personal stats – each rep sees their own leads, deals, outcomes, and activity count.
- Manager stats – managers see their team's performance and breakdown by person.
- Team stats – admins/owners see the full picture for the whole organisation.
Monthly targets
Each user can have a monthly target (for example, total sales amount or number of closed deals). SalesTrack compares your Outcome stage results against that target to show progress and gaps.
11. Roles & permissions
Who can do what inside SalesTrack.
Works on their own leads, opportunities, tasks, and targets. Can view only their own performance.
Everything a rep can do, plus view performance for their team and manage members in their own team.
Manages all teams and members, and can edit pipeline and team-level settings for the whole organisation.
Full control, including organisation-wide settings and billing in Lita Suite.
All roles can add and manage their own leads, opportunities, tasks, and targets. Only Admins and Owners can edit the pipeline configuration for everyone.