How do I manage my leads in the Lead Inbox?
Last updated
Plans: Free: limited · Pro: included · Scale: included. Free: first 1,000 leads, no notes or status. Bulk actions need Scale.
Free: first 1,000 leads, no notes or status. Bulk actions need Scale.
Lead Inbox lists everyone your automations captured, with search and filters by date, status, source and account. On Pro and Scale you can also set a status and add private notes; Scale adds bulk actions.
Open Lead Inbox →Why it matters
Leads that sit in DMs get lost. Lead Inbox keeps every person your automations captured in one list, so you can see who to answer first and who has already bought.
Open it from Lead Inbox in the menu. The Inbox tab is the main list.
What each lead shows
Each row shows the person's username, email, phone, Source, Account and Captured date. Source is the name of the automation that captured them.
Under the username you see a small badge, like HOT or WARM. Replavia scores each lead from a few signals:
- a buying word in what they commented, like "price" or "book"
- whether they shared an email or a phone number
- whether they arrived in the last 24 hours
Click the badge to see why, a Suggested next step, and the Missing info, such as email or phone. If there is nothing to score yet, the badge says Not enough info yet.
Find a lead
- Type in Search name, email or phone… and press Enter.
- Pick a date: Last 7 days, Last 14 days, Last 30 days, Last year or Custom. A custom range can go back one year.
- Narrow it with All statuses, All sources or All accounts. The account filter only appears when you have two or more Instagram accounts.
- Click Clear to start again.
With no date picked, the list shows all your leads.
Track where each lead is
On Pro and Scale, each row has a status: New, Contacted, Converted, Ignored or Junk. Change it from the list on the row.
Choose carefully. Any status other than New stops follow-up emails and link-click reminder DMs for that person. Replavia treats them as handled.
Private notes
On Pro and Scale, click the note icon (Add note) on a row. Write what they asked for or a deal value, then click Save note. Notes can be up to 2,000 characters. They stay inside Replavia, and the lead never sees them.
Act on many leads at once
On Scale, tick the boxes next to several leads. A bar appears with Set status and Delete selected. See How to delete a lead before you delete anything, because it cannot be undone.
The cards at the top
- Lead capacity shows how many leads you have, and on Free how many of your 1,000 are shown in full.
- Email captured and Phone captured count leads with each detail.
- Hot leads counts recent leads with strong signals. Reach out to these first.
- Locked leads counts leads past the Free limit.
The Needs attention bar shows new leads to review and leads missing an email or phone. On Pro and Scale, click "new leads to review" to filter the list.
People who opted out
A lead who asked to stop shows Opted out in red. If you think it was a mistake, Pro and Scale show Undo. Replavia asks why you are putting them back, one lead at a time. See STOP and unsubscribe.
On the Free plan
Free shows your first 1,000 saved leads in full, forever. Replavia keeps capturing after that. Newer leads show as Locked lead, with the source and date but no name or contact details.
Search and filters only cover the leads you can see. Unlock all leads takes you to the upgrade page.
Good to know
- Export works on every plan. Click Export CSV to download the leads you can see. See Export and sync your leads.
- If your account is not active, you can still see leads, but editing, deleting and exporting are paused.
- For a view of which automations bring the best leads, open the Insights tab. See Which keywords and posts bring me leads?
- For leads going quiet, see Which leads am I about to lose?