The problem
The consultancy's outreach tool logged every email open, click, and reply as a separate event, not as one record per person, so there was no way to see this lead opened three times and clicked once at a glance. There was no status field, no due dates, and no notes on a lead. LinkedIn activity lived outside every tool and had to be tracked by hand, since LinkedIn doesn't give outside tools access to that activity. A new client also needed a plain pipeline tracked by name and stage, something none of the existing tools were built for.
What we did
We built one lead record per person that rolls up every open, click, and reply automatically, with a status the system computes on its own: hot if they replied, warm if they only opened or clicked. We added a manual entry form for leads that come in outside email outreach, which doubles as the reliable way to log LinkedIn contacts by hand. Each lead carries a stage, a dated log of calls, emails, and meetings, and a follow-up date, and every stage change is recorded going forward and backward. Clients get a read-only login scoped to their own pipeline only.
What changed
The consultancy now works from one worklist instead of checking separate tools by hand, and can see at a glance who needs a follow-up. The new client's pipeline finally has a home, using the stages the consultancy already thought in, with a client-facing view that shows only what that client should see.