Manage

The lead record

Everything on a lead's page, from the header card and countersign banner to the six tabs and the Activity rail.

Updated September 2, 2026

The lead record is where a couple lives in Hailo from first inquiry to delivered film. Open one by clicking a row on the Leads page, a lead chip on the calendar, or a result in quick search.

Note

A client who started as a lead keeps this page. Opening them from the Clients list lands you here, not on a separate client page. Only clients added directly get their own client record.

The header card

Photo

The circle at the top left is the couple's photo. Hover it to reveal Add a photo (or Change photo) and Remove photo. Hailo picks the photo in this order: one you chose, then a frame from the proposal cover or the client record, then a plain vignette. Footage analysis in the Edit wing never replaces a photo you chose.

Names, date and status

  • The eyebrow line shows the tentative wedding date and how far away it is.
  • The title is the couple's display name. Next to it is the status pill (New, Contacted or Lost). Booked leads do not show a pill because the "Booked" line below says it already.
  • Under the title: email and phone.

Once the lead has become a client, two controls appear: Client portal ↗ opens the couple's portal page, and Copy link copies its address (the button reads "Copied ✓" for a moment). See The client portal.

Pipeline strip and milestones

Inquiry, Contacted, Booked, then the three milestones Proposal sent, Contract signed and Deposit paid. See The lead pipeline.

Actions

Control What it does
Convert to client → Creates a client from this lead. Hidden on booked leads because booking already did it.
View client → Replaces Convert once a client exists.
⋯ (More actions) Opens the menu below.

The ⋯ menu contains:

Item What it does
Edit lead Opens the edit form. See Add a lead.
Run: One entry per automation you built with a Manual trigger. Runs it against this lead now. See Build an automation.
Mark as lost / Un-mark as lost Toggles the Lost status.
Delete lead Asks you to confirm, then removes the lead.
Heads up

Deleting a lead shows this warning: "Removes the lead row and its notes and email history. Proposals and any converted client survive. This cannot be undone." Notes and logged emails go with the lead. Proposals and the client record, if one exists, stay.

The countersign banner

When the couple has signed the contract on their booking but you have not countersigned yet, a banner appears under the header: " signed the contract." with the reminder "Wait for the retainer to land before you countersign" and a Go to countersign → button. Close it with the × and it stays closed for this lead on this Mac.

Countersign the contract

  1. Click Go to countersign → on the banner, the matching notification in the bell, or the Countersign button on the locked booking tile.
  2. The Lock the booking dialog opens. It shows when the couple signed and their signature.
  3. Sign in the pad. Draw with the trackpad or mouse, or switch to Type mode and pick a style.
  4. Tick the remember-my-signature box if you want Hailo to pre-load this signature next time.
  5. Type your name in Type your full name.
  6. Click Countersign. Click Not yet to close without signing.

Hailo emails the couple a countersigned copy. See E-signing.

Focus mode

On the Booking tab, the focus control in the preview bar (tooltip "Focus the workspace") hides the sidebar, header and rail so the booking builder fills the window. A slim bar stays at the top with a Lead button (tooltip "Leave focus mode (Esc)"), the photo, name, date and status. Press Esc or click Lead to leave.

The six tabs

Messages. Every email between you and the couple, with delivery and open tracking, plus the reply composer with templates, moods, CC and Send. See The Messages tab.

Booking. Where you build the one link that rolls up proposal, contract, questionnaire and payment, publish it, and watch it move from Draft to Live to Paid. See Book a lead.

Files. Anything you drop on the lead (scans, vendor PDFs, mood boards, up to 25 MB each) and everything Hailo generated for them. See The Files tab.

Tasks. A placeholder for now. It reads "Pre-booking checklist" and explains that stage-based tasks will appear here later. There is nothing to do on it yet.

Financials. Contract, paid, outstanding and next-due figures, the quote, the payment schedule, payments received and expenses. See The Financials tab.

Profile. The inquiry details and form responses, the pipeline chips and your Couple Notes. See The Profile tab.

The Activity rail

The right-hand rail is your private log for this couple. Hide it with Hide activity and bring it back with Show activity.

Add a private note

  1. Click Private note… at the top of the rail.
  2. Optionally add a title in the "(optional title)" field.
  3. Type the note.
  4. Press ⌘↵ (Ctrl+↵ on other keyboards) or click Add note. Press Esc or click Cancel to discard.

The note appears at the top of the feed and is copied into Couple Notes on the Profile tab. Notes are never shown to the couple.

The feed

Below the composer, the feed lists your notes, system events (for example "Client opened booking link"), texts, phone calls and any notification about this lead that was addressed to you. Emails to and from the couple are not here; they live on the Messages tab. See Tags and notes.

Troubleshooting

"Client portal ↗" is missing. The lead has not become a client yet. Convert it or complete a booking.

The countersign banner keeps coming back on another Mac. Dismissal is remembered per Mac. Countersigning clears it everywhere.

  • The lead pipelineWhat New, Contacted, Booked and Lost mean, what the pipeline strip and milestones show, and what changes a status on its own.
  • The Messages tabRead every email with a couple, see when it was delivered and opened, and reply from a template with the partner on CC.
  • The Files tabKeep scans, vendor PDFs and mood boards on the lead, and see every proposal, booking and gallery Hailo made for the couple.
  • The Financials tabSee what the couple owes, what they have paid, the payment schedule and the expenses you logged against them.
  • The Profile tabReview what the couple told you when they inquired, move them along the pipeline by hand, and keep your Couple Notes.
  • Tags and notesKeep private notes on a couple's Activity rail, and use tags on leads to drive automations.
  • The client portalThe one page a couple can bookmark to find their proposal, contract, invoices, questionnaire and finished film.
  • Book a leadBuild the one link that rolls up the proposal, contract, questionnaire and deposit, send it, and watch the couple book.
  • E-signingHow a couple signs on the booking page, what the contract PDF contains, and how you countersign to lock the booking.
  • Build an automationUse the visual editor to wire a trigger to actions, waits and branches, configure every block, and set the automation Live.
Still stuck? Send a note from the contact page and a real person at Hailo answers. Include the studio name you signed up with and, if it is about a specific screen, what you clicked.
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