The lead record
Everything on a couple's page, from the header and the Overview tab to the countersign banner, the tabs and the Activity rail.
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.
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
- The eyebrow reads Lead, or Client once they have become one. Next to it, a chip says whether their date is free or already booked on your calendar. Click it to open that month.
- The title is the couple's names. Next to it is the status pill (New, Contacted or Lost). Booked couples do not show a pill.
- Under the title: the full wedding date, then how far away it is, the venue, the email and the phone. Copy buttons sit beside the email and phone.
- While there is no photo, an Add a photo link sits at the end of that line.
- Once they are a client, a Their portal button opens the page the couple sees. See The client portal.
Photo
A lead's photo sits full width under the header. Once they are a client, it moves to the top of the Overview tab instead, so every other tab keeps a short header.
Hover the photo for its buttons: Add a photo (or Change photo), Move and zoom and Remove photo. A new photo opens a Frame their photo window first: drag the photo to move it, use Zoom to fill the frame, Reset to start again, then press Use photo. Move and zoom reopens the same window for the photo that is there. The couple's portal shows the photo framed the way you left it.
Until you choose a photo, Hailo fills the space from what it already has of the couple, such as their gallery or proposal cover, or a frame from their footage marked From their footage. A photo you choose is never replaced.
Pipeline strip and milestones
On a lead that is not booked, the strip under the photo shows 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, and gone once a client exists: this page is then the client's page. |
| ⋯ (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. |
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: "
Countersign the contract
- Click Go to countersign → on the banner, the matching notification in the bell, or the Countersign button on the locked booking tile.
- The Lock the booking dialog opens. It shows when the couple signed and their signature.
- Sign in the pad. Draw with the trackpad or mouse, or switch to Type mode and pick a style.
- Tick the remember-my-signature box if you want Hailo to pre-load this signature next time.
- Type your name in Type your full name.
- 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 Overview tab
Once the couple is a client, their page opens on Overview. At the top is their photo, with a line under it showing where they are: Booked, Planning, Wedding day, Editing, Delivered. The line moves on its own: Planning once they are booked, Wedding day on the day, Editing once it has passed, Delivered once their gallery is published.
Under it, one row for each part of the couple: Messages, Booking (or Proposal), Financials, Timeline, Vendors, Forms, Files and Footage and delivery. Each row says where that part stands, for example who wrote last or what is still owed. Click a row to open its tab.
Beside the rows are two lists:
- Waiting on them: what the couple still has to do, like signing or paying, with when it is due. It reads "Nothing waiting on them." when they are all caught up.
- You: your own steps for this couple. Tick a step off right there. All steps opens the Automations tab. It reads "Nothing on you right now." when you are clear.
Show activity brings back the Activity rail.
The tabs
A lead has Messages, Booking, Files, Automations, Financials, Forms and Profile. Once they are a client, Overview comes first, and Event and Delivery join in.
Messages. Every email between you and the couple, with delivery and open tracking, plus the reply composer with templates, moods, CC and Send. A lead opens here. 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. Once they are booked, the booked card has Client portal and Copy link for the couple's portal. 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.
Event. The wedding event cards: times, venues, vendors and the day-of timeline. See The wedding event.
Automations. Their journey: the automation steps planned for this couple, what is overdue and what is next up, with Send now and Add automation. See Automations.
Financials. Contract, paid, outstanding and next-due figures, the quote, the payment schedule, payments received and expenses. See The Financials tab.
Delivery. The couple's footage projects in the Edit wing. See The project record.
Forms. Questionnaires sent to the couple, and a picker to send another. See Questionnaires.
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
- Click Private note… at the top of the rail.
- Optionally add a title in the "(optional title)" field.
- Type the note.
- 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
"Their portal" is missing. The lead has not become a client yet. Convert it or complete a booking.
There is no Overview tab. Overview appears once the couple is a client. A lead opens on Messages.
The countersign banner keeps coming back on another Mac. Dismissal is remembered per Mac. Countersigning clears it everywhere.