What Is Sales Lead Tracking? How to Track Leads in LeadDelta

What Is Sales Lead Tracking? How to Track Leads in LeadDelta
Effective lead tracking is the key to higher sales and team productivity. Learn how to build your own lead tracking system inside LeadDelta.

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With the evolution of the sales and marketing process there’s never been more leads in our pipeline and tracking is more important than ever.

Knowing who is who, where they are in the pipeline, and what the next steps are is crucial.

This is where lead tracking comes into play, serving as a vital tool for businesses aiming to boost their sales and marketing effectiveness. 

In this guide, you’ll learn everything you need about lead tracking and how to create your own lead tracker inside LeadDelta.

What Is Lead Tracking?

Lead tracking is the process of monitoring and managing potential customers throughout each stage of the sales funnel.

This process enables businesses to capture data about leads, such as how they found your business, their activities on your website, their responses to campaigns, and each interaction with the sales team.

The lead tracking process consists of 5 components:

  • Lead capture – Your leads are captured through various channels and stored in your systems with detailed information.
  • Engagement tracking – Monitoring the actions leads to take and how they interact with your marketing channels.
  • Communication history – Keeping a record of all communications between leads and your team.
  • Lead scoring – Assigning values to leads based on their activities and engagement level to prioritize them for follow-up.
  • Progress tracking – Moving leads through the sales funnel, from initial contact to becoming a customer.

By analyzing all of the data, companies can refine their sales strategies, tailor their marketing efforts, and improve overall customer engagement.

In essence, lead tracking provides a comprehensive view of a lead’s journey, offering valuable insights into customer behavior and preferences. 

Why It’s Important to Track Leads

Lead tracking is a crucial process in any sales or marketing department, no matter the size of the company.

Just imagine trying to memorize hundreds of leads, what you talked about, how interested they were, and many more details. It’s impossible.

Tracking leads makes your business much more efficient and results in higher sales.

Some of the most important benefits to keep in mind are:

  • Effective team organization – With lead tracking systems your whole team is on the same page regarding where each lead is in the pipeline along with all the important data and conversations between them and other team members.
  • Improve customer insights – Lead tracking enables you to gather detailed information about your leads, such as their interests, behaviors, and interactions with your brand. This wealth of data allows for more personalized marketing and sales strategies, ultimately leading to higher conversion rates.
  • Improved sales productivity – Sales teams armed with comprehensive lead data can prioritize their efforts toward the most promising leads. 
  • Data-driven decision making – Lead tracking provides actionable insights that can inform strategic decisions. Whether it’s tweaking a marketing campaign or refining the sales approach, having access to detailed lead data ensures that decisions are based on solid evidence rather than guesswork.
  • Better planning – With a clear understanding of your lead generation and conversion rates, you can predict future sales performance more accurately. This foresight is invaluable for planning and scaling your business operations effectively.
  • Optimized marketing efforts – By understanding which marketing channels and campaigns are generating the most leads, you can allocate your resources more effectively, focusing on strategies that deliver the best return on investment (ROI).
  • Increased customer retention – By monitoring customer interactions and engagement you identify opportunities for upselling, cross-selling, and improving customer retention. 

Essentially, lead tracking streamlines your whole sales process and keeps everyone on the same page while allowing you to make better decisions.

How Does a Lead Tracker Work

A lead tracker is software designed to track all of your sales opportunities and allow your team to manage them accordingly.

Simply put, lead trackers take all the technicality of the different sales and marketing processes and make it easy for you to focus on doing your work.

Lead trackers come in many different shapes and sizes, however, there are five core components any great solution needs to have:

  • Data collection and centralization – The ability to capture and delve deep into your lead’s data in one central location shared throughout the team.
  • Lead segmentation –  You should be able to categorize leads based on predefined criteria such as demographic, engagement level, or source.
  • Pipeline tracking – A way for you and your team to push leads through your custom pipeline. This helps everyone know what the next steps in the sales process are.
  • Communication mechanisms – Your team needs to be able to communicate effectively on every touch point and detail about their interactions with leads.
  • Integrations – The sales process is complex and utilizes many different software. Your lead tracker should integrate into your whole toolset.

These features give you comprehensive information about your leads and allow you to effectively collaborate with your team.

Now let’s take a look at how you can implement a lead tracking system inside LeadDelta.

How To Build Your Lead Tracking System In LeadDelta

If your primary source of leads is LinkedIn, then LeadDelta is the perfect lead tracking tool for your team.

It allows you to build a lead tracking system on top of your LinkedIn network with the ability to extend to other channels with its CSV upload feature.

At the core of any great lead tracking system, there’s a team-centric approach where your whole team can work on leads together.

LeadDelta Workspaces will act as your team’s central hub.

leaddelta workspaces

It allows you to combine your whole team’s network into one place and collaborate on each connection in your database.

Once your team starts using LeadDelta, just sync all the connections and you’re ready to start working on your leads.

Let’s go over the whole system.

Lead And Data Collection

One of LeadDelta’s integral features is the complete sync with your LinkedIn network.

Each time you log in, your team’s entire network will sync into one database, providing access to tens of thousands of connections across your team.

However, this is just the starting point. Most of your leads are still strangers and aren’t connected with you on LinkedIn.

The Sidebar allows you to import new contacts into your Workspace even if they aren’t 1st-degree connections.

leaddelta sidebar connection import

This gives you an easy way to add new leads to the system.

However, if you already have lead lists, or buy new ones, you can utilize the CSV upload feature to get them all into your system in just a few clicks.

leaddelta CSV upload

Note that all of your imported contacts will have a “CSV” or “Imported” Tag, allowing you to distinguish where your contacts were imported from.

Pipeline Tracking

The core feature of any lead tracking system is a CRM pipeline that allows you to track contacts through the sales funnel.

You can build your custom pipeline by utilizing LeadDelta Tags.

For example, a classic pipeline may look like this:

  • Prospect.
  • Lead.
  • Interests.
  • Quoted.
  • Closed/Customer.
  • Not Interested.

This simple pipeline can be built with Tags and utilized by your whole team by adding and removing Tags when the contact enters the next stage.

leaddelta lead tracking tags

Tags provide you with an easy way to Filter your network and see each stage’s contacts individually.

Lead Segmentation

Alongside your pipeline, not all leads have the same interests in services or products, so they need to be segmented.

LeadDelta Tags can be customized to suit your needs and combined with your pipeline.

For example, let’s say you provide three services, but there’s also room for partnerships or potential investors in your company. Your Tags may look something like:

  • Website Building.
  • Email Marketing.
  • Digital Product.
  • Potential Investor.
  • Potential Partnership.

Like with your pipeline, these Tags are shared across your whole Workspace and can be filtered through.

Team Communication

There’s no sales without proper communication and task management among your team to keep track of every interesting interaction with a lead.

Throughout your Workspace your team can utilize Notes and attach them to individual connections.

leaddelta notes

These Notes allow you to tell your team in great detail about any progress you made, what happened during a meeting with a lead, or any number of important details.

Your teammates can also mention one another when they need help or have important information. In this case, the person mentioned will get notified about the note they need to check.

For an even deeper level of contact management, LeadDelta Tasks & Reminders helps team leads manage who their team needs to contact or follow up on.

leaddelta tasks and reminders

Attach tasks to specific connections, add due dates, important information, and notify your teammates about the task they should complete.

System Integration

Let’s face it, lead tracking is only one part of the process you probably have many different software in place.

Thankfully, LeadDelta natively integrates into HubSpot allowing you to set up trigger events like: 

  • New contact import.
  • New Tag was applied.
  • New Note was created.
  • Connection was removed.

These events can trigger specific actions in HubSpot automating parts of your sales process without the need to switch tabs.

leaddelta and HubSpot integration

LeadDelta also integrates into many other tools through Zapier Integrations allowing for even more flexibility in creating sales workflows.

Lead Tracking Best Practices

Once you set up your system and processes you should be able to see many improvements in your sales.

Remember that there’s still room for improvement in every aspect of lead tracking.

Let’s take a look at 6 best practices to consider:

  1. Keep your data up-to-date – Your contacts are everchanging, whether it’s their email, the industry they work in, or any number of other points. Regularly check up on your data and update it accordingly.
  2. Automate like a human – Leverage automation to handle repetitive tasks, but add a sprinkle of personalization. It’s like comparing a generic, mass-produced greeting card to one that someone handpicked and signed.
  3. Constant training – Equipping your team with the knowledge and skills to use your lead tracking system effectively. Regular updates, tips, and encouragement will keep everyone in the loop. Encourage your team to utilize the standards you developed.
  4. Focus on multiple channels – Many get good at one channel and forget that there’s an ocean of leads on other platforms. Regularly tests other sales and marketing channels to find new opportunities for lead generation.
  5. Determine handoff points and procedures – Have a plan in place for when leads are handed off from one person to another and what needs to be provided along the lead. It’s best to keep both sides in the loop and keep a perfect record of communication.
  6. Clean your pipeline – With thousands of leads, there’s just too much work to be done which can lead to your system having hundreds of contacts with incorrect stage positions, in wrong segments, or just collecting dust. Go through your system at least once a quarter and clean it up.

These are just a few ways you can make your lead tracking system work for you instead of against you.

In the end, every business is different and every system is different. Experimentation and analysis are the best ways to find what works best for your business.


In conclusion, lead tracking is not just a tactical element of your sales and marketing strategy, it’s a strategic imperative that can dictate the success of your business. 

By leveraging the right tools, adhering to best practices, and refining your approach based on lead insights, you can create a powerful growth engine.

Remember, the goal is not just to track leads but to understand and engage with them in a way that fosters lasting relationships and drives sustainable business success.

Take the first step towards unlocking your network's full potential. Try LeadDelta for free.