Quick Links
Bookmark these — you'll use them across the whole sales motion, from proposing an event to starting a design project. They're grouped by the two halves of the job: running events, and running the CRM.
Events & Travel
| Board / Form | What it's for |
|---|---|
| Events Dashboard | Your home base for events (Vibe app). Create new events you've researched, add notes for manager approval, see event details, and track everything you have on the timeline. Where most of your day-to-day event work happens. |
| Travel Request Form | Submit once your event is approved. Triggers flight and hotel booking by ops. |
| Event Expenses Board | Where registration fees and post-event receipts live. Log registration immediately after approval; add meals and ground transport after the event. |
CRM, Leads & Deals
| Board / Form | What it's for |
|---|---|
| Leads Board | Where you live. Track every lead from first contact through conversion. |
| Contacts Board | Auto-created when a lead reaches In Discovery. Person-level info. |
| Accounts Board | Auto-created when a lead reaches In Discovery. Company-level info. |
| Activities | Where all activity records live. Powered by the Emails & Activities widget on Leads and Contacts. |
| Deals Board | Auto-created when a project moves into design. Tracks deal value and outcome. |
| C&P Request Form | The single entry point for any new design project — new or repeat customer. |
| NDA Request Form | Submit after a Discovery Call when a lead is moving to In Design. Must be fully executed before sharing any concepts with the prospect. |
Part 1 (Events & Conferences) takes you from spotting an event through working the floor and closing out expenses. Part 2 (CRM & Lead Management) picks up the leads you generated and runs them through the funnel to a started design project. The handoff between them is the attendee list and the warm prospects you bring home — events feed the CRM.
How Events Work at Imagine
Conferences and trade shows are one of our most important sources of new leads. The event workflow has four phases:
| Phase | What happens |
|---|---|
| 1. Find & Assign | Manager adds events to the timeline (Not Assigned), or you find an event yourself and create it in the Vibe app. You either self-assign or you're the one who added it. |
| 2. Approve | Manager reviews and approves attendance. Either path — manager-added or rep-added — still needs that approval step. |
| 3. Prep | Travel Request submitted, registration paid and logged, attendee list worked on your Outreach board. |
| 4. Close out | Post-event receipts uploaded (meals, ground, etc.), leads followed up via the CRM workflow in Part 2. |
You don't manage subitem checklists for events. The system sends you four date-triggered notifications in the lead-up to each approved event (21, 14, 7 days before, and 3 days after). Each notification tells you what to do at that point. If you act on them, you're on track.
Finding and Assigning Events
There are two ways events enter the system. Both routes converge at the same place: an event with Attendance = Proposed waiting for manager approval.
Path 1 · Most common
Create an event you researched
You're the one closest to your industry. You know which conferences matter and which trade shows draw the right buyers. This is how most events enter the system — you research, you propose:
- In the Events Dashboard (Vibe app), click the orange + New Event button in the top right.
- Fill out the Create New Event dialog: Event Name, Category, Event Website, Sales Rep (select yourself), Start Date and End Date, City and State, and whether Travel is Needed.
- Click Create Event. The event is automatically routed to your regional group on the timeline at Attendance = Proposed, ready for manager review.
- Add a Note in the event details — this is required. Give your manager the context they need to approve: who'll be there, expected lead potential, why this event matters for your patch. Approval calls need this pitch.
Path 2
Self-assign from Not Assigned
Your manager continuously adds events sourced as promising for the team. These show up in Not Assigned. They've been surfaced for a reason — but you still need to do the research and confirm the fit before you self-assign:
- Open the Events Dashboard and scroll to the bottom of the timeline.
- Click Show Not Assigned to expand the section. You'll see all events ops and management have surfaced.
- Click an event that looks relevant and open the event details dialog. Research the event — attendee profile, sponsor list, past-year ROI if known — to confirm it's a strong match for your patch.
- If it's a fit, self-assign from the dialog. The event moves out of Not Assigned and into your row on the timeline. Add a Note explaining why you chose it — same expectation as Path 1.
Conferences fill up. Hotel blocks close. Early-bird pricing expires. The earlier an event enters the system — whether you created it or self-assigned from Not Assigned — the more lead time everyone has. Aim for at least 6–8 weeks when you can.
Getting Attendance Approved
Once an event is at Proposed with you assigned, your manager reviews it. Approval is a status change on your event — not an email thread, not a Slack message. You'll get a notification in monday the moment your event flips to Approved, and you can always watch the Attendance status in the Vibe app event details dialog.
Attendance statuses
| Attendance status | What it means | What you do |
|---|---|---|
| Proposed | Event is in the system with you assigned. Manager hasn't decided yet. | Wait. Add more context if asked. |
| Approved | You're going. Travel and prep begin. | Submit Travel Request ASAP. Pay and log registration. Notifications start. |
| Not Approved | Not this one, not this year. | Item archives. Don't take it personally — propose more. |
When your event flips to Approved, several things fire off behind the scenes: you get a notification, an Event Expense item is created and linked, and your event becomes eligible for the date-triggered prep notifications. You don't set any of this up — just wait for the green light, then move on the next steps.
The Notification Cadence
Once your event is approved, you'll get four notifications in the monday bell at fixed intervals. Each one tells you what should be happening right now. Treat them as your prep checklist.
| When | Subject | What it's prompting |
|---|---|---|
| 21 days before | Attendee list check-in | If the attendee list is available, send your CSV to your manager so they can upload it to your Outreach board with event linkage already attached. If the list isn't out yet, set a weekly reminder. |
| 14 days before | Outreach check-in | Outreach should be in flight on your Outreach board. Check on responses, update statuses, and move warm prospects to Leads. |
| 7 days before | Final week prep | Confirm flight and hotel, finalize your meeting schedule, and bring business cards. |
| 3 days after | Upload receipts | Upload your post-event receipts (Ground Transportation, Food & Beverage, Other) to the Event Expense Tracker. Flights and hotel are handled by ops — not your job. |
The cadence is fixed — 21, 14, 7, and 3 days. You can't dismiss them or change when they fire. If a notification arrives but you've already done the thing (e.g., the attendee list came out two weeks early and you're already working it), the notification is just confirming you're ahead. Treat each one as a prompt, not a deadline.
Travel Request and Registration
Two things to do right after approval: submit the Travel Request, and pay and log registration. Both should happen ASAP — ideally within 3 days. Conferences sell out, flights get more expensive by the day, and hotel blocks close.
Submitting the Travel Request
- Navigate to the Travel Request Form board directly (it's not linked from the Vibe app — bookmark it from the Quick Links page).
- Open the form and fill in event name, dates, departure city, preferred travel days, hotel preferences, and any special needs (early flight, late return, ground transport).
- Submit. The form creates an item on the Travel Request board, which routes to ops for booking.
- Ops books your flights and hotel, pays for them directly, and enters the costs on the Event Expense item linked to your event. You don't touch those expenses.
Paying registration and logging it
Registration is your responsibility — different from flights and hotel:
- Pay registration on your corporate card as soon as the event is approved.
- Open the Event Expense Tracker (Vibe app). Filter by your name or search for your event.
- Click Update Expenses on the event card to open the dialog.
- Enter the registration amount in the Registration field (it has its own dedicated field — don't use Other). Upload the registration receipt via the file upload area.
- Click Save & Add to Totals. Do this immediately after paying — not as part of post-event cleanup.
Ops owns: Accommodations and Air/Train Travel — they book, pay, and enter those on the Event Expense card. You own: submitting the Travel Request (so ops knows what to book), paying registration and logging it immediately, and your post-event Ground Transportation, Food & Beverage, and Other receipts.
Working an Event, Day-to-Day
Most of your day-to-day event work happens in the Events Dashboard (the Vibe app, left side of monday). It's the same kind of friendlier interface as the Leads Portal — a calendar timeline of upcoming events plus per-event details when you click in.
What you'll do in the portal
- Calendar Timeline — see all your upcoming approved events in date order, plus the Not Assigned row at the top with events you can self-assign.
- Event details dialog — click any event card to open it. Self-assign from here, see dates, location, registration cost, the link to your booked travel (once ops has done their part), and a notes section. Add running updates as you prep.
- Event Expense Tracker (separate Vibe app) — search by event name or filter by your name to find your event card. Click Update Expenses on the card to log registration or upload post-event receipts.
There's no per-event subitem checklist (Book Event, Book Travel, Find Attendee List, Outreach Complete, Upload Receipts, Leads Follow-Up). The notification cadence replaces it. You don't manage subitem statuses.
Working the attendee list
Not every event publishes an attendee list. When it does, your manager handles the upload:
- You send the raw attendee CSV (Name, Company, Title) to your manager.
- Manager enriches the list and uploads it to your Outreach board, with each row already linked to the event it came from.
From there, you work the rows. The workflow is exactly the same as any other Outreach list — see Where Leads Come From (Section 10) for the full details. Quick recap:
- Each row starts at Not Contacted. Update to Sent Message when you reach out, Responsive when they engage.
- Real conversation → Move to Leads (row moves to the Leads board, Working Leads stage).
- No response after multiple attempts → No Connection (row moves to the No Connections board).
If no attendee list is available
Some events don't email a list, don't publish one at all, or only share a partial roster. That doesn't let you off the hook — the research falls to you. Turn over every stone:
- Conference website — speaker bios, sponsor and exhibitor directories, panel descriptions.
- Event app if one is available — attendee browse views, networking features, session sign-ups.
- LinkedIn hashtags for the event — who's posting, who's commenting, who's flagging they'll be there.
- Past-year coverage — recaps, photos, attendee testimonials often surface the audience profile.
Even without names, you should walk in with:
- A clear view of the profile and types of people you'll be talking to — industries, roles, seniorities, buying authority.
- A grip on which Imagine products and applications will resonate with that audience — and the stories that will land.
- A handful of conversation openers tied to what you know about the room.
Confidence comes from preparation. A rep who's done the research walks the floor with intent — knows who to look for, what to ask, and how Imagine fits. That's how events become pipeline.
After the Event
Coming back from an event — especially a multi-day one — the temptation is to drop everything in the inbox and move on. Two things kill you if you do that: receipts get lost, and the leads you worked hard to make go cold.
Within 3 days: upload receipts
You'll get the 3-day-after notification telling you to do this. Open the Event Expense Tracker (Vibe app), filter to your event, and click Update Expenses on the event card.
- Enter dollar totals in the three rep-owned fields: Ground Transportation, Food & Beverage, and Other. (Leave Accommodations and Air/Train blank — ops fills those in.)
- Drop your receipts into the upload area on the right side of the dialog (images and PDFs both work).
- Add a Note if anything needs explanation (unusual expense, missing receipt, split charge).
- Click Save & Add to Totals.
- Before clicking the green Ready for Reconciliation button at the top of the dialog, do a full check of the card (see callout below). Once everything is in place, click it. That signals finance you're done.
You don't add Hotel and Travel yourself — but you ARE responsible for confirming the picture is complete before you click Ready for Reconciliation. Walk down the Event Expense card and confirm each line:
- Registration — should already be there from when you logged it right after approval (Section 5). Double-check the amount and that the receipt is attached.
- Accommodations (Hotel) — ops should have entered this with a receipt. If it's blank, ping ops.
- Air/Train Travel — same as hotel: ops's responsibility, but verify it's filled in.
- Ground Transportation, Food & Beverage, Other — your three categories. Totals entered, receipts attached, notes where needed.
If anything is missing on the ops side, message ops or finance to fill it in BEFORE you reconcile. Clicking Ready for Reconciliation with gaps creates cleanup work for finance later.
Ops handles Accommodations and Air/Train Travel end-to-end — they book, pay, and enter those costs on the Event Expense card. Your three categories are Ground Transportation, Food & Beverage, and Other. But the final hand-off to finance is yours, so the verification step is yours too.
Within a few days: work the leads
Don't let event leads go cold. Aim to start outreach within a few days of the event ending — long enough that prospects are back at their desks, short enough that you're still top of mind from the show floor. Every warm prospect from the event is now either on the Leads board (you moved them there during pre-event outreach) or needs to be added directly (if you only had the conversation at the show). From here, Part 2 (the CRM workflow) takes over:
- Schedule discovery calls. Log them in Emails & Activities at the time you schedule them (Section 12).
- Move leads through the funnel as the conversations evolve — Working → Qualified → In Discovery → In Design (Section 9).
- If outreach goes nowhere, off-ramp them properly (Friend, Unqualified, or No Connection) so the funnel stays clean (Section 11).
The day or two after the event is the sweet spot. Don't reach out while they're still traveling — they're in airports, in transit, decompressing, and your message will land in the worst possible state. Wait a day, or until after the weekend if the event ends Friday. But then move. The first touch in the right window keeps you top of mind. Wait too long and the event fades into inbox noise.
How the CRM Works
Our CRM tracks the acquisition journey separately from everything that comes after. Understanding the split is the key to using it right.
Acquisition
Bringing a new customer in.
Lives on the Leads Board. A lead progresses through stages (Working Leads > Qualified > In Discovery > In Design) until they convert. Once converted, the lead's job is done — it becomes a historical record.
Relationship + Revenue
Everything that happens after acquisition.
Three boards work together once a lead reaches In Discovery. The Contacts Board holds the person, the Accounts Board holds the company, and the Deals Board holds each individual revenue event. Activity logs, follow-ups, and new opportunities all anchor on the Contact and Account — not the Lead.
One customer can have many deals. The Lead represents the first conversion — every subsequent project creates a new Deal against the same Contact and Account, not a new Lead. After conversion, the Lead is locked: no more activity, no more stage changes. The Contact and Account are where the relationship lives going forward, and the Deals Board is where each project's revenue gets tracked.
The Lead Funnel: What Each Stage Means
The funnel starts before the Leads board — on your personal Outreach board. Leads graduate to the Leads Board after a real conversation, meaningful engagement, or once you've judged them worth continued nurturing.
Cold prospects from event lists live on your Outreach — [Your Name] board. They move to Working Leads on the Leads Board once you've had a real conversation, seen meaningful engagement, or judged them worth continued nurturing. Covered in detail in Section 10.
Once on the Leads Board, every lead has a Stage. You change the first four manually as the conversation evolves; the last two (Clients and Lost Deal) are set automatically based on the linked Deal's Design Stage — Clients when the Design team moves it to Fulfillment Kickoff, Lost Deal when they move it to Not Moving Forward. Reps don't mark Won or Lost themselves.
| Stage | What it means | When to move there |
|---|---|---|
| Working Leads | A lead you're actively developing — new connection, responsive prospect, or someone worth pursuing before they've confirmed interest. | Default for any new lead added to the board. |
| Qualified Leads | Confirmed interest. They fit our ICP and want to talk. | After a qualifying conversation with real interest. |
| In Discovery | Discovery call scheduled or underway. | When discovery call is on the calendar or has happened. |
| In Design | Project moving forward. C&P Request submitted, Deal is open. | After submitting the C&P Request Form. Last manual stage move — Clients or Lost Deal are set automatically when the Design team advances the project. |
| Clients | Deal Won. Customer relationship is real and permanent. Auto-set | Set automatically when the Design team marks the Design Stage as Fulfillment Kickoff. Once a Client, always a Client. |
| Lost Deal | Deal Lost without converting. The lead's pursuit ended. Auto-set | Set automatically when the Design team marks the Design Stage as Not Moving Forward (only if Lead was In Design — never demotes existing Clients). |
| Friend | No active need, but worth staying in touch. | Friendly lead with no current opportunity. |
| Unqualified | No interest, no path, or no valid contact info. | Confirmed dead end — don't delete, keep for reporting. |
| No Connection | Made it to Working Leads but never responded. | Multiple unanswered attempts. Worth a future re-try. |
When a Deal closes, you don't need to do anything. The Design team sets the Design Stage to Fulfillment Kickoff (Won) or Not Moving Forward (Lost), and an automated cascade immediately updates the Deal stage, sets the close date, and moves the Lead to Clients or Lost Deal.
On the timing: your deal closes in the CRM when Design sets that stage — not when the prospect verbally agrees. Expect a lag after a verbal yes while design wraps and the SOW is executed (the deal sits in Waiting on SOW, still open, until Design flips it to Fulfillment Kickoff). A deal you've "won" in conversation won't show as Closed Won on the dashboards until that stage change happens.
Clients and Lost Deal leads have a locked Stage badge in the dialog (can't be dragged backward) and a banner explaining that further work belongs on the linked Contact and Account, not the Lead. From the day the Lead converts, the Contact is where you log every future call, email, and follow-up — the Account is where company-level updates land, and any new project request goes through the C&P Request Form to create a fresh Deal. The Lead is the acquisition record; the Contact and Account are the ongoing relationship.
Where Leads Come From
Leads enter through one of two paths. Knowing which path applies determines what you do first.
Path 1 — Pre-event prospecting via your Outreach board
Each Sales Director has their own Outreach board. It's your personal workspace for working attendee lists before a conference. Here's the workflow:
- Find prospects — Search attendee lists or research targets. Capture Name, Company, and Title in a CSV.
- Send to your manager — They'll enrich the list and upload it to your Outreach board with columns mapped.
- Work the list — Each row starts at Not Contacted. Update the status as you reach out — Sent Message > Responsive. These are checkpoints, not endpoints.
- Route on outcome — Convert to Move to Leads (real conversation) or No Connection (no response). The row physically moves to the new board — no duplicates.
| Status | What it means | What happens next |
|---|---|---|
| Not Contacted | Haven't reached out yet. | Stays on Outreach board. |
| Sent Message | Initial contact made (email, LinkedIn, etc.). | Stays on Outreach board while waiting for response. |
| Responsive | They've engaged — replied, opened, showed interest. | Move to Leads after a real conversation, meaningful engagement, or once you've judged them worth continued nurturing. |
| Move to Leads | Real conversation underway, or worth continuing to pursue. | Moves to Leads board at Working Leads stage. |
| No Connection | Multiple attempts, no response. | Moves to No Connections board for future re-engagement. |
| Unqualified/Dead | No fit, no interest, or bad contact info. | Stays on Outreach board (archived). |
When you change status to Move to Leads or No Connection, the row physically moves to the new board. Same item, same ID. You will never create a duplicate this way.
Path 2 — Adding directly to the Leads board
For people you meet at an event who weren't on your pre-event list — a chance encounter, a referral, a booth conversation — add them directly to the Leads Board at Working Leads. Skip the Outreach board; they're already past that step.
Working from a list before the event? Use your Outreach board. Already had a real conversation? Add directly to Leads. Outreach = cold. Leads = warm.
How to Work a Lead, Day-to-Day
Most daily work happens in the Imagine Leads Portal (the Vibe app in monday's left nav). It's a Kanban view of all your leads, one column per stage.
Typical day-to-day actions
- Open a lead — Click its card or use the search bar. The Lead Detail dialog shows everything — contact info, source, company, notes, follow-up dates, and connected design work.
- Update lead stage — Use the stage dropdown in the Lead Detail dialog. The lead moves to the right Kanban column automatically.
- Set a follow-up date — So you never lose track of when to circle back.
- Add a Lead Update — Use the 'Add Update' button for a quick note — your running log of where things stand.
- Log activities — Use the Emails & Activities widget (Discovery Call, Concept Review, Follow-Up, Capabilities Call). See Section 12. Also use this widget to send emails — they're auto-logged and you'll be notified when opened or replied to.
All portal leads are stored on the Leads Board in monday. If you need the full board view (all columns and filters), open it directly. The portal is just a friendlier interface on top.
Off-ramps: Friend, Unqualified, No Connection
Not every lead converts — that's fine. Use the right off-ramp so the funnel stays clean.
- Friend — No current opportunity, but worth staying in touch. Friends still get periodic check-ins — they're not dead.
- Unqualified — No interest, wrong fit, or invalid contact info. Confirmed dead end.
- No Connection — Made it to Working Leads but never responded after multiple attempts. Worth a future re-engagement, not an active priority.
Logging Activities
Every meaningful interaction gets logged in monday so it shows up in the Activities Dashboard and counts toward your performance metrics. This all happens through the Emails & Activities widget — one tool, one workflow.
The four activity types we track
- Discovery Call — First real conversation to understand the prospect's needs.
- Concept Review — Walking the prospect through a proposed concept or solution.
- Follow-Up — Any follow-up contact (post-meeting, post-proposal, check-ins).
- Capabilities Call — Overview of Imagine's services — typically an intro call before Discovery.
You log the activity at scheduling time with Status = Scheduled. After it happens, you update the Status. This keeps leadership visibility ahead of calls and keeps reporting accurate.
How to log an activity (at scheduling time)
How you get to the Emails & Activities widget depends on where you are in the lifecycle:
- Pre-conversion (working a Lead): Open the lead in the Vibe app. In the Lead Detail dialog, click the Emails & Activities button.
- Post-conversion (working a Contact): Open the Contact from the Contacts board. Click the Emails & Activities tab.
Once in the widget, the process is the same:
- Click + Add activity and select the type (Discovery Call, Concept Review, Follow-Up, or Capabilities Call).
- Fill in the scheduled date/time, duration, and any prep notes.
- Status is automatically set to Scheduled when you create the activity.
- Save. The activity appears in the timeline and on the central Activities board.
After the activity happens
Open the Lead Detail dialog (pre-conversion) or the Activities Board (post-conversion), find the activity, and update the Status. The options are:
- Completed — it happened as planned. Add notes on what was discussed and next steps.
- Rescheduled — it moved to a different date/time. Update the date too.
- No Show — they didn't show up. Useful signal for follow-up strategy.
- Cancelled — it was called off entirely (by you or them).
When you send emails from the Emails & Activities widget, they're automatically logged in the same timeline — no extra steps. Emails and activities live in the same place.
If you record a Discovery Call or Concept Review in Fathom, you no longer attach the recording or mark the activity Completed by hand. As long as you logged the activity at scheduling time (with the prospect on the invite), the recording auto-attaches to that activity and flips its Status to Completed — recording link and AI summary included. This is one more reason to log at scheduling time: it's how the system knows which activity the call belongs to. If a call can't be matched (prospect not on a scheduled Discovery/Concept activity), it still lands safely on the Fathom Meetings board for manual linking — it's never lost, just not auto-filed. (One-time setup: each rep adds their Fathom webhook — ping Chris.)
You'll see it in the lead. Open the lead's Activities section in the Leads Portal: a linked call shows a green ▶ Watch Recording button right on the activity. A Discovery/Concept call marked Completed with no recording shows an amber "No recording linked — add it" note; click it to jump straight to that Activity on the Activities board, where you can paste the Fathom recording link into the Recording Link column.
You'll get a heads-up if one slips. If a recorded call with a real prospect couldn't auto-file (you hadn't logged the activity, or it matched more than one), you get a Monday notification to go link it. Internal meetings and stranger calls don't notify.
The Status field (Scheduled / Completed / Rescheduled / No Show / Cancelled) drives performance reporting. Without it set correctly, dashboards can't tell a completed Discovery Call from one that never happened. Make Status updates non-negotiable.
Log when you schedule, update when it happens. The 5 minutes you save by batching gets eaten by 30 minutes of trying to remember details at end of week.
Submitting a C&P Request
The C&P Request Form is the single entry point for starting any new design project — new or repeat customer. The form lives on the Design Board.
Two scenarios where you submit a C&P Request
Scenario A
New lead converting (In Discovery → In Design)
- Open the lead in the Vibe app and click the green Add New Deal button (only appears for In Discovery leads). This opens the C&P Request Form in a new tab.
- Fill it out — link to existing Contact & Account (auto-created at In Discovery).
- Submit. Design item created, Deal auto-created on Deals Board.
- Move the lead's Stage to In Design. Last manual stage move — Clients / Lost Deal happens automatically later when you mark the Deal Won or Lost.
Scenario B
Existing Client or Lost Deal prospect, new opportunity
- Open the C&P Request Form directly (do NOT use the Lead's Add New Deal button — that's In Discovery only and the existing Lead's Stage is locked anyway).
- Fill it out, linking to the existing Contact & Account from the prior relationship.
- Submit. New Design item and Deal created on the Deals board.
- Do NOT create a new Lead or reopen the existing one. The Vibe app prevents this by locking the Stage on Clients and Lost Deal leads. The original Lead stays in its current state forever; the new Deal lives on the Deals board.
The form creates a Design item, which triggers automations: a Deal is created on the Deals Board, the Account and Contact are linked to that Deal, and design work begins. The Deal also appears automatically in the Lead dialog's Current Deals section within seconds — no rep action needed. From here on, the Contact is the home for every activity log (calls, emails, follow-ups). When the Deal eventually closes, the Design team handles it by setting the Design Stage — the cascade updates the Deal and Lead automatically.
For Clients leads, future Won/Lost on subsequent Deals only updates the Deal — the Lead stays in Clients. One Client can have many Deals over time without losing their Client status. A Lost deal never demotes an existing Client.
NDA Request — submit in tandem with the C&P Request
After a Discovery Call, if the prospect is moving to In Design, submit the NDA Request Form at the same time as the C&P Request. The NDA must be fully executed before sharing any concepts — sharing IP before NDA execution is not permitted.
Working from Your Phone
The Imagine Leads Portal works on mobile via the Monday mobile app. Most day-to-day rep work — adding leads, searching, opening lead dialogs, updating stages and statuses — works from your phone the same way it does on desktop, with a layout tuned for thumb reach.
Opening the app on mobile
Tap the Imagine Leads pinwheel shortcut on your iPhone home screen. That's it — it opens the Monday mobile app straight into the Imagine Leads Portal view. The mobile UI is tailored for phone use — different layout from desktop, same data.
Don't have the home screen shortcut set up yet? Follow the Add the Leads Portal to Your iPhone Home Screen setup guide — it's a one-time, two-minute setup.
What you'll see on the Overview tab
- Tab selector at the top — dropdown showing your current view and the total lead count.
- Search bar — matches against lead name and company.
- Imagine pinwheel + "Imagine Experience / Leads Portal" branding centered in the middle.
- Big green circular + Add Lead button anchored to the bottom of the screen.
Adding a new lead
Tap the green + button at the bottom. The Add Lead dialog opens with Cancel + Create Lead buttons sticky at the top.
The Sales Rep field is pre-filled with your name automatically. Just fill in Lead Name (required) and any other fields you want, then tap Create Lead at the top.
Scroll to the bottom of the Add Lead dialog and you'll find an attachment field where you can add a picture or file. Perfect for snapping a quick photo of a business card or conference badge — create the lead on the spot with just a name, drop the photo in, and fill in the rest of the details later when you're back at your desk.
Searching
Type in the search bar at the top. Results expand inline below the search using the full available screen height — no constrained little dropdown. Tap any result to open that lead's detail dialog. Tap the X to clear search and return to the main view. Search covers everything — your active pipeline, Clients, and Friends (Friends are fetched in the background the moment you start typing, so all your contacts show up regardless of which tab they live in).
Switching tabs / stages
Tap the top dropdown (it shows your current tab name and a count). All 8 tabs are visible — Overview, Working Leads, Qualified Leads, In Discovery, In Design, Clients, Needs Attention, Friends. Tap any tab to switch to that view; the green + button hides when you're inside a content tab so it doesn't cover cards.
Opening a lead on mobile
Tap any lead card. The lead detail dialog opens with a layout built for thumb reach. Here's what's there and how to use it:
- Lead name at the top, bigger than before so it reads at a glance.
- Prominent solid-color Stage badge with a ▼ chevron — tap it to change the lead's stage. Color matches the funnel position (purple Working, orange Qualified, blue In Discovery, etc.). Clients and Lost Deal leads have a flat, non-tappable badge because those stages are terminal.
- Medium circular rep avatar on the same row, top right — long-press to see the rep's name in a tooltip.
- 4 big quick-action buttons in a 2x2 grid right under the contact section header: Call (green), Email (blue), LinkedIn (cyan), Activities (purple). Each one is a real native action — Call dials the phone, Email opens your mail app, LinkedIn opens the profile in a new tab, Activities jumps to the full Lead page where the Emails & Activities widget lives.
- Stage / Qualify / Contact / NDA badges below the title, tap to change.
- Current Deals section (for In Design / Clients / Lost Deal leads) — read-only display of linked Deals and their current stage. Won/Lost is handled automatically by the Design team.
- Tap the X in the top-right corner to close.
Tracking a Deal on mobile
Open the Lead → scroll to the Current Deals section to see the linked Deal's current stage. Won/Lost transitions are handled automatically by the Design team — no action needed from the rep on either desktop or mobile.
What's different from desktop
- No filters panel on mobile. Sales Rep / Stage / Date filters are desktop-only. On mobile, use search and tab navigation instead.
- No refresh button. Close and reopen the app to refresh, or pull down on the list.
- The + Add Lead button only shows on the Overview tab. When you're browsing a specific stage, it hides so it doesn't cover content. Switch back to Overview to add a new lead.
- Add Lead dialog buttons live at the top on mobile. Cancel + Create Lead are sticky at the top so they don't sit under the floating Vibe heart at the bottom.
- The Lead detail dialog has no footer on mobile or desktop anymore. Use the X in the top-right to close. The old "Full Lead Details" button was removed because the new Activities quick-action button goes to the same place.
- Company Size and Annual Revenue are hidden on mobile. Those details show on desktop only — mobile reps almost never need them in the moment, and removing them keeps the dialog short enough to thumb through quickly.
- Inline Email / Phone / LinkedIn text rows are desktop-only. On mobile, the 4 big quick-action buttons replace them — tap to act, not to read.
Quick Reference
Common Questions
Events & Conferences
I want to attend a conference. What's step one?
Most often, you create the event yourself. Open the Vibe app, click the orange + New Event button, fill in the details, and add a Note pitching why it matters. Also worth a glance at Show Not Assigned at the bottom of the timeline — management surfaces strong candidates there. Either way, you do the research before proposing. See Section 2.
What's the difference between adding an event myself and self-assigning from Not Assigned?
After the first step, both routes land at Proposed and need manager approval. The Not Assigned bucket is events your manager has sourced as promising — but they still need your research to confirm they're the right fit for your patch before you self-assign.
Should I add a Note when I propose an event?
Yes — adding a Note is required. Your manager uses it to make the approval call. Include a short pitch: who'll be there, what's the lead potential, why this event matters. Same expectation whether you created the event yourself or self-assigned from Not Assigned.
My event got approved. What now?
Two things, both ASAP (within 3 days is ideal): submit the Travel Request (navigate to the Travel Request Form board manually — it's not linked from the Vibe app), and pay registration on your corporate card. Log the registration in the Event Expense Tracker via Update Expenses → Registration field (with a note) and upload the receipt. See Section 5.
Who books my flights and hotel?
Ops. Once you submit the Travel Request, ops handles booking, paying, and entering those costs on the Event Expense card (under Accommodations and Air/Train Travel). You don't touch those fields.
When do I log registration on Event Expenses?
Immediately after you pay it — not as part of post-event cleanup. Open the Event Expense Tracker, find your event card, click Update Expenses, enter the amount in the Registration field, upload the receipt, and click Save & Add to Totals.
I got a notification but I'm not sure what to do.
Each notification's subject line tells you the topic and the body tells you the action. The four are: attendee list (21 days), outreach (14 days), final prep (7 days), and receipts (3 days after). See Section 4.
The attendee list isn't out yet and I got the 21-day notification.
That's fine. Set a weekly reminder to check the conference site. The notification is a prompt, not a hard deadline.
I have the attendee list. Where does it go?
Capture Name, Company, Title in a CSV and send it to your manager. They enrich the list and upload it to your Outreach board, with the event link already attached to every row. You then work the list. See Section 10.
There's no attendee list for my event. Now what?
Plenty of events don't publish one. The research falls to you — conference website, event app, LinkedIn hashtags, sponsor and exhibitor lists, speaker bios. Even without names, you should walk in with a clear view of the audience profile, the Imagine products and stories that will resonate, and a few conversation openers ready. See Section 6.
I met someone amazing at the event who wasn't on my pre-event list.
Add them directly to the Leads Board at Working Leads stage. Skip the Outreach board — you've already had a real conversation. See Section 10 (Path 2).
I'm back from the event. What's the first thing I do?
Within 3 days: open the Event Expense Tracker, find your event, click Update Expenses, and fill in your three categories (Ground Transportation, Food & Beverage, Other) with receipts attached. Before clicking the green Ready for Reconciliation button, verify the WHOLE card is complete — Registration (logged at approval), Accommodations and Air/Train (added by ops), plus your three categories. If ops fields are blank, message ops or finance first. See Section 7.
My manager said no to my proposed event.
It happens. Propose more. Sometimes a no this year is a yes next year if timing or budget shifts.
Do I still have to update task statuses for events?
No. There's no subitem checklist. Just do the work — the notification cadence prompts you when each step should happen.
CRM & Leads
I'm prepping for a conference. Where do attendees go?
Find them, capture Name / Company / Title in a CSV, and send to your manager. They'll enrich and upload to your Outreach board. Work the list by updating each row's status. See Section 10.
I just had a real conversation with someone on my Outreach board. Now what?
Change their status to Move to Leads. The row physically moves to the Leads Board at Working Leads. Same item, same ID — no duplicate.
They never replied. What's the right status?
Change to No Connection. The row moves to the No Connections board. Don't mark them Unqualified unless you've confirmed they're truly not a fit.
I met someone at an event but they weren't on my pre-event list. Where do I add them?
Skip the Outreach board. Add them directly to the Leads Board at Working Leads — they've already had a real conversation with you. See Section 10 (Path 2).
I just scheduled a discovery call. What do I do?
Log it in the Emails & Activities widget (+ Add activity > Discovery Call) and set Status = Scheduled. Then move the lead's Stage to In Discovery if it isn't already there.
My discovery call happened (or didn't). Now what?
Find the activity in the Lead Detail dialog (pre-conversion) or Activities Board (post-conversion). Update the Status: Completed, No Show, Rescheduled, or Cancelled. For No Show, Rescheduled, or Cancelled — also log a new activity for the next attempt.
They're moving forward. Now what?
Submit the C&P Request Form in tandem with the NDA Request Form, then move the lead's Stage to In Design. The NDA must be fully executed before Concept Review begins.
They lost interest. What do I do with them?
Move them to Unqualified. Add an Update note explaining why. Don't delete them — we keep them for reporting.
Existing customer wants more work. Do I create a new Lead?
No. Just submit a new C&P Request Form. It creates a new Design item and Deal automatically.
Where do I see how I'm doing this month?
Two dashboards in monday: the Sales Activity Dashboard (Discovery Calls, activity counts, by Sales Director) and the Sales Performance Dashboard (lead funnel, outreach activity). Ask your manager for direct links.
A lead has a follow-up date today. Where do I see those?
The portal surfaces leads with follow-ups due. You can also filter the Leads Board by Follow Up Date.
Things to Remember
Events
- You drive the event pipeline. Most events come from you researching and creating them. Not Assigned is a secondary source — still strong candidates, but you do the research either way.
- Propose early. 6–8 weeks of lead time makes everything easier.
- After approval, move fast on Travel and Registration. Within 3 days is the target. ASAP is better.
- Registration is yours, Accommodations and Air/Train are ops — but verification is yours too. Don't add what ops handles, but DO confirm every line on the Event Expense card has its receipt before clicking Ready for Reconciliation.
- Log registration immediately, not at the end. Pay, log, attach receipt — same day.
- The notifications are your checklist. 21 days, 14 days, 7 days, 3 days after. Act on them.
- Lead follow-up is governed by Part 2. Part 1 takes you up to the door; Part 2 takes over from the first discovery call.
CRM & Leads
- Move stages manually — The system won't do it for you. Update the Lead's Stage as the conversation evolves.
- Log and update Status — Log activities when you schedule them, update Status when they happen. Batching loses details.
- C&P Form is the gateway — Any new project — new or repeat — starts with the C&P Request Form.
- One Lead, many Deals — Don't create a new Lead for a returning customer. Submit a new C&P Request.
- Never delete leads — Unqualified, Friend, and No Connection all stay for reporting.
- NDA in tandem — Submit the NDA Request Form with the C&P Request when moving to In Design. No concepts before NDA is executed.
Related Workflows
- Part 1 (Events & Conferences) and Part 2 (CRM & Lead Management) above are two halves of the same motion. Events feed the funnel; the funnel turns them into deals.
- NDA Requests (before sharing IP with prospects) — submitted in tandem with the C&P Request.
- C&P Request field-by-field guide — separate doc (forthcoming). Section 13 covers when to submit; that doc covers each field.
- Design Workflow Guide — the sister doc that picks up once a C&P Request creates a design project (forthcoming).
Questions about anything in this guide? Ask Chris.