CRM workflow

Archive, restore, or delete a lead

Open a lead and choose the three-dot Lead actions menu. Archive keeps its details, notes and original stage, and removes it from the main list and follow-ups. Find it in Leads → Archived and choose Restore lead to bring it back. Archiving preserves historical analytics.

Delete lead permanently removes that lead, its notes and follow-ups after confirmation. Recorded website visits stay intact. Deleting a website enquiry can reduce enquiry totals. Both actions require write access and are separate from the first-day test-data cleanup.

Named forms and typed answers

Give every connected form a stable key and a human-readable name. Choose summary fields to keep the most useful answers visible in the inbox. Open a lead for its full submission, contact details, source and notes. Submissions preserve their original field definition snapshot when a form changes.

Use the same form key in your website submission. Configuration is site-scoped. API requests below require a signed-in session or a write-enabled API key owned by an account with access to that site.

POST /api/crm/forms?site_id=1
Content-Type: application/json

{
  "key": "quote-request",
  "name": "Quote requests",
  "fields": [
    {"key": "budget", "label": "Budget (USD)", "type": "number", "required": false},
    {"key": "service", "label": "Service", "type": "select", "required": true,
     "options": ["Website", "Brand identity"]}
  ],
  "summary_fields": ["service", "budget"]
}

Read configuration with GET /api/crm/config?site_id=1. Edit a form with PATCH /api/crm/forms/FORM_ID?site_id=1. Keep field keys stable when only their displayed labels change.

Your pipeline

The starting stages are New, Contacted, Qualified, Won and Lost. You can rename and reorder these stages. Their stable identifiers and categories remain new, contacted, qualified, won and lost, so a label change preserves existing lead status and analytics meaning.

Move leads using the board or the accessible stage controls. Lead order within a stage is stored on the server. A failed save is an error to resolve, not a successful move.

PUT /api/crm/stages?site_id=1
{"stages": [
  {"id":"new","label":"Inbox","category":"new","order":0},
  {"id":"contacted","label":"In conversation","category":"contacted","order":1},
  {"id":"qualified","label":"Proposal","category":"qualified","order":2},
  {"id":"won","label":"Won","category":"won","order":3},
  {"id":"lost","label":"Lost","category":"lost","order":4}
]}

Manual leads and ordering

You can add a lead manually when an enquiry arrives outside a connected website form. The authenticated API is POST /api/crm/leads?site_id=1. It accepts contact details, form, fields and status. Manual creation does not manufacture a website visit or attribution.

POST /api/crm/leads/123/move?site_id=1
{"stage_id":"contacted","before_id":null}

Use before_id to place the lead before another lead in the target stage; null appends it. GET /api/leads?site_id=1&order=board returns persisted order with pagination. Search and form filters help focus the inbox; form filters use the form key.

A complete lead workspace

Open any lead from the list or board to reach its own shareable profile. Details keeps the original form answers separate from your editable custom properties. Visits shows recorded activity from the same browser identifier on this site, grouped after a 30-minute gap. A shared browser is not proof of identity, and visits from other devices cannot be linked automatically.

Add or edit a phone number in the contact card. In Properties, assign a teammate, choose saved tags or create new ones, and add custom properties. In Team activity, post separate updates with an author and timestamp. Enter adds a new line and expands the composer; Shift + Enter or the send button posts it. Enable the calendar icon to make the message your next action, with an optional due date inside the composer. Sending saves the update and follow-up together. Follow-ups appear above your Leads list, including those without a due date. Mark a follow-up complete when it is handled. These are in-app reminders; Zowar does not send email or push reminders.

The Activity tab combines linked website events, team updates, and changes to properties in chronological order. Post updates and set follow-ups directly from its composer. Team changes are recorded from the time this feature is enabled. Earlier changes are not reconstructed. The latest 100 changes are shown. Original submissions remain unchanged.

Read the profile with GET /api/leads/LEAD_ID/profile?site_id=SITE_ID. Update selected fields with PATCH to the same URL. Omitted fields remain unchanged; null clears optional values. Owners must belong to the site’s team. Follow-up dates need a timezone. Phone numbers can include international prefixes and extensions.