Lead Management in Mangobeds CRM: Track Every Enquiry

The CRM app tracks the people who have asked about a room but have not booked yet, from first enquiry through to a signed stay, and turns a won deal into a real booking without retyping anything.

The CRM app and the Guests app do different jobs

The Guests app holds the people who have stayed with you. Every guest there is attached to a booking, and the app is where you look up their details, their history and their custom fields.

The CRM app holds the people who might. Someone messages you on WhatsApp asking about March, someone fills in half your booking form and disappears, someone emails to ask whether you take stays under a month. None of those is a booking, and until now none of them had anywhere to live except a spreadsheet.

When a deal is won, the same person becomes a guest. There is no export, no copy and paste, and no second record to keep in step.

The stages a deal moves through

New. The enquiry has arrived and nobody has replied yet.
Contacted. You have answered and are waiting on them.
Won. A booking exists. The deal stays on record so you can see what your funnel actually converts.
Lost. They went elsewhere or went quiet.

Four, and the same four for every property. A stage earns its place by changing what you do next, and these are the only ones that do: it needs a reply, you are waiting on them, it became a booking, it did not. Keeping them fixed means the numbers from one property can be compared with another.

Where deals come from

By hand. Someone stops you in the hallway, messages you on WhatsApp, or emails your personal address. Add them in a few seconds, with or without a name attached.
A group with no single contact. A company offsite or a retreat is a deal in its own right, so a deal can be named after the group rather than a person, and you add the person once you know who they are.

Two ways to run it

When you set the app up you choose who owns your pipeline, and it is one or the other rather than both.

The built-in pipeline. Your deals live in Mangobeds, in a list next to your bookings. The right choice if you do not already pay for a CRM. See managing your sales pipeline in Mangobeds.
Your existing CRM. If your team already works in HubSpot or Pipedrive, your deals stay there and Mangobeds shows them live, next to your bookings. Nothing is imported: you pick which pipeline and which of its stages show, so you can keep early leads in your CRM and bring only the ones ready to book. See the HubSpot connection guide or the Pipedrive connection guide.

Keeping it to one owner is deliberate. Two systems both holding the same deal is how a stage gets updated in one place and not the other, and how a lead gets chased twice.

Frequently asked questions

Will leads show up in my guest list or my exports?

No. Someone with no booking is only visible in the CRM app. Your Guests app, your guest export and your API stay limited to people who have actually stayed or are due to.

No. Asking about a room is not the same as subscribing to marketing, so leads are kept out of the audience Mangobeds sends to your email marketing tool.

What happens to the deal when they book?

Close the deal and choose to create the booking. The booking form opens with the person already filled in, and once it is made the deal moves to Won and points at that booking. The person is now in your Guests app with everything you already knew about them. If they booked on their own instead, close the deal as won yourself.

Can I see which channel my bookings come from?

Every deal records where it came from, in your own words rather than from a fixed list, and a won deal points at the booking it produced. So the raw material is there on every card. A report that totals it by source is what comes next.