Step 1: Dashboard — Your 30-Second Health Check
Open the app. This is the first thing you see.
Four numbers tell you everything:
| Number | What It Means | If It’s High |
|---|---|---|
| Overdue Follow-ups | Leads that were supposed to get a call yesterday or earlier | 🔴 Your team forgot to call. Leads are going cold. |
| Due Today | Follow-ups scheduled for today | 🟢 Good — means your team is setting reminders. |
| New Leads | Leads that arrived today | 🟢 Portals are working. Check if they’re being called. |
| Pending Calls | Calls detected but not logged yet | 🟡 Team is calling but not recording outcomes. |
Tap any number to see the actual leads behind it.
Step 2: Pipeline — Where Are Deals Getting Stuck?
Scroll down on Dashboard or open Pipelines from the bottom tab.
The Kanban board shows your pipeline as columns:
Fresh Leads → In Follow Up → Site Visit → Booking Ready → Final Negotiation → DoneWhat to look for:
- Too many in “Fresh Leads”? — Team isn’t making first contact fast enough
- Pile-up in “In Follow Up”? — Leads are stuck. Nobody is pushing them to site visit
- Empty “Booking Ready”? — Your site visit to booking conversion is weak
- “Final Negotiation” sitting for days? — Pricing or approval delays. Jump in.
Step 3: Booking Prospects — Where’s the Money?
Below the KPI cards, you’ll see Hot Booking Prospects.
ClosingFox automatically scores every lead based on:
- How many calls were made (and connected)
- Whether a site visit happened
- Follow-up compliance
- How far they are in the pipeline
Leads are ranked:
| Score | What It Means | Your Action |
|---|---|---|
| 🔥 Hot | Multiple calls connected, site visit done, in advanced stage | Push for booking this week |
| 🟡 Warm | Some activity, interested but not yet visited | Schedule site visit |
| ⚪ Watch | Low activity, early stage | Check if follow-ups are being done |
Step 4: Spot — Your Automatic Team Watchdog
This is where ClosingFox does what no manager has time to do manually.
Open Spot from the menu. It automatically scans every lead and flags problems.
Red Alerts (Critical — Fix Now)
| Alert | What It Found | What To Do |
|---|---|---|
| Overdue Follow-up | Follow-up was due 1+ days ago. Nobody called. | Tap the lead → call now or reassign to someone who will |
| No Follow-up Set | Active lead with calls made but no next follow-up scheduled | The caller forgot to set a reminder. Ask them to set one now. |
| Dead Loop | 5+ calls made, zero connected. Lead might have wrong number. | Verify the phone number. Consider marking as dead. |
Orange Alerts (High — Check Today)
| Alert | What It Found | What To Do |
|---|---|---|
| FU — No Call Made | Follow-up was due today. Zero calls made so far. | Ask the team member why. Is the lead unreachable? |
| Stale Lead | Lead has been in the same stage for 7+ days with no activity | Either push forward or move to Lost. Don’t let it sit. |
| Low Connect Rate | Team member connecting on less than 30% of calls | Are they calling at wrong times? Wrong numbers? Check. |
Yellow Alerts (Medium — Review This Week)
| Alert | What It Found | What To Do |
|---|---|---|
| FU — Single Attempt | Follow-up due today, only 1 call made, didn’t connect 30+ seconds | One try isn’t enough. Ask for a second attempt. |
| Unanswered Calls | 3+ missed calls with no callback attempt | Try different time or WhatsApp message |
Team-Level Spot Alerts
Spot also watches people, not just leads:
| Alert | What It Found | What It Means |
|---|---|---|
| Zero Calls Today | Team member made 0 calls today | They’re not working. Or their phone permissions are off. |
| Fake Caller | Many calls logged but all under 10 seconds | They’re dialing and hanging up to show activity. |
| Cherry Picker | Only calling high-value leads, ignoring small ones | Every lead deserves a call. Reassign if needed. |
Step 5: Take Action — Don’t Just Watch
Every Spot alert is tappable. When you tap:
- You see the lead detail — name, phone, stage, last call, follow-up status
- You can call directly from the screen
- You can reassign to a different team member if needed
- You can move the stage if the lead should progress
- You can dismiss the alert if you’ve handled it (comes back in 24 hours if not fixed)
Your Daily 2-Minute Routine
Do this every morning at 10:00 AM:
- Open Dashboard — check Overdue FUs (should be 0) and New Leads (should be assigned)
- Open Spot — scan red alerts first, then orange. Tap → act.
- Check Booking Prospects — any Hot leads? Push for closure this week.
- Done. You now know more about your team’s work than an hour of meetings would tell you.
Common Questions
Can I see Spot alerts for the whole team or just my leads?
If you’re an Admin or Manager, you see alerts for everyone below you in the role hierarchy. Callers see only their own alerts.
How often does Spot update?
Every time you open the screen. It recalculates from live data — calls, follow-ups, stages — in real-time.
Can I turn off specific alerts?
You can dismiss individual alerts (they return in 24 hours if the problem isn’t fixed). You can’t turn off alert types — they exist to protect your business.
What if a team member has zero calls but was on leave?
Dismiss the alert for that day. It won’t penalize them permanently. Spot only looks at today’s data.
Next Steps
- Set up assignment rules — make sure every lead gets a caller automatically
- Enable auto call detection — so all calls are logged without manual entry
- Learn the 3-tap disposal flow — your team logs call outcomes in 5 seconds
- GPS site visit tracking — verify visits actually happened
- 39 Sales Problems — The Full Spot Rules Library
- Auto Lead Assignment — Remove Manual Distribution