Workflow boards

A workflow board is a kanban for one campaign. Each account in the campaign is a card, and the card’s column says where that account stands: not started yet, contacted, replied, closed. A campaign has at most one board.

The board is not a to-do list you drag around freely. Every move records why it happened (the message you sent, the reply you got, the date you won the client), so the board doubles as an honest record of the campaign and its numbers come from facts, not from where someone happened to drop a card.

Where to find it

Campaigns → Boards in the sidebar (or the Boards button on the Campaigns list) opens the Boards page: Campaign boards (every board of the project, with New board), Combined views and the Work queue.
Every campaign has a Board tab, next to Overview, Review, Outreach and Settings & costs. It shows the campaign’s board, or This campaign has no board yet and a Create board button when there is none. Its Board actions menu has All boards (back to the Boards page) and Delete board.
The panel that opens for a campaign account from Review, the Outreach inbox or Follow-up shows the card’s Stage, with Open the card on the board.
Today has a Board work section: the cards waiting on you (see The work queue).

Workflows

A board follows a workflow: the columns, which moves are allowed, what evidence each move needs, the deadlines it keeps and the next steps it creates. You pick it when you create the board. Two exist.

Plain outreach

For any campaign where you contact accounts and follow the conversation.

Column	Means
Not started	In the campaign, nobody has started working it.
Selected	You decided to work this account.
Contacted	You reached out. Needs the message or the contact date.
Replied	They answered. Needs the reply or a reason.
Demo (optional)	A demo or visit happened (you can give its date).
Trial (optional)	They are trying the product.
Closed	Finished: Won, Lost, No response or Not a fit. Won needs a reference.

When a card enters Selected, the board creates a “Contact account” next step. Once the account is contacted, it keeps a follow-up deadline (7 days after the first contact by default) with a “Follow up with account” step; a reply or closing the card cancels it.

Backed trial

For campaigns where you prepare a free trial of your product for an account before you contact them, so the first message can show them their own, already working trial. If they don’t take it, the trial is reviewed and removed so nothing is left running for someone who didn’t ask for it.

Column	Means
Not started	In the campaign, nothing prepared yet.
Selected / reserved	You picked this account and reserved it: no other backed-trial board in the project can prepare a trial for it.
Trial maturing	The trial exists and is collecting real use.
Ready to contact	Someone checked the trial and prepared what to show: a demo link and a draft of the first message.
Contacted	You sent them their trial.
In conversation	They replied.
Removal review	No conversion: decide whether to remove the trial or keep it.
Finished	Won, Declined, Not converted, No response, or Cancelled before the trial existed.

The backed-trial workflow has three roles: the preparer (prepares and checks trials), the seller (contacts the account) and the approver (decides on removals). The next steps the board creates go to the person who holds the role, or stay unassigned when nobody does.

Its deadlines:

Ready check, 7 days after the trial was created: check the trial’s use and prepare the demo. It never moves the card; the card turns amber until someone marks it ready.
Never ready, 14 days after the reservation: the trial is still not ready, fix it or cancel.
Contact, 3 days after the card was marked ready: contact the account.
Removal review, 28 days after the first contact: the card moves to Removal review on its own unless it is finished. A reply does not stop this clock; a won card is finished, so it never gets there.

Ready to contact is always a deliberate move by a person: the 7-day mark only reminds you to check.

Role holders, deadline days, column labels and colours are board settings. The app doesn’t edit them yet; they can be set through the Boards API.

Cards

A card shows the account, its fit score, its current column and how long it has been there, the next step and who owns it, the last message, and its deadlines. A red date is overdue.

The Not started column is sorted by fit score, best first, so the next account to pick is always at the top. It has its own Search accounts box and filters (Any review, Any score, Clear filters), shows the exact count, and says what it leaves out (Not shown: …: accounts held by another backed-trial card, judged not a fit or deferred in review, or do-not-contact). Each card there also says how many conversations and open next steps the account already has in any campaign, so nobody starts a card for an account a colleague is already working.

Columns load 20 cards at a time (Load more for the rest). Move a card by dragging it, or with Move to… on the card, which works with the keyboard and on a phone. The menu says what each move needs (for example Needs: First contact), and Open card opens the card’s drawer.

The drawer has two tabs, Details and History. Details links to Open conversation (the campaign-account panel: this campaign’s thread with its composer, the next step and the review decision), Open account, All conversations and Campaign board, and has the Move, To confirm, Next step, Last message, Warnings and Milestones sections, plus the blocked flag and, on backed-trial cards, Reservation, Trial cleanup and Trial details.

If someone else changed the card while you had it open, nothing is saved and the board says: This card changed since you loaded it, so nothing was saved. It now shows the latest state: check it and try again.

Moves need evidence

A move that changes what the campaign has achieved asks for proof. Dropping a card on such a column opens Move to column:

Contacted: under How was the first contact made?, either A message logged in LeadHunter (pick it under Message sent) or Outside LeadHunter (a call, a visit, another tool) with the Day, the Channel and a Reference (optional).
Replied / In conversation: under Why are you moving it?, either They replied (a message logged in LeadHunter) (pick Their reply) or Another reason.
Ready to contact: the Demo link and a Draft of the first message, either A link to the draft (Draft link) or A draft logged in LeadHunter (Draft message; a draft or a message already sent both count). Both are required. Checked at (optional, default now).
Closed / Finished: the Outcome. Won needs the date and a reference (an invoice, an order, a note): winning is never guessed from the account’s status, someone records it.

A move the workflow doesn’t allow snaps back and says why.

Automatic moves from your messages

You rarely need to move a card to Contacted or Replied by hand. When a message is logged on the card’s campaign account (see Log a conversation):

a sent message moves a Selected (or Ready to contact) card to Contacted and records the first contact date from the message;
a reply moves a Contacted card on, and stops the follow-up clock.

Only messages from after the card started count. A message logged late with an earlier date corrects the first contact date backwards, and the deadlines move with it. Cards only ever move forward this way, never out of a closed column.

Which inbound messages count as a reply:

A reply you log counts: you read it.
A reply logged by an agent (an API-only bot user) appears under To confirm in the card’s drawer and changes nothing until a person says whether it is a real reply, a refusal, an auto-reply or a bounce.
Bounces and auto-replies never count. A refusal on a backed-trial card sends it to Removal review and suggests the Declined outcome.

A message logged on the account without a campaign can be counted for a card with Link a message in the drawer (as the contact, the reply or a refusal), then Link.

When the account’s own status changes (it becomes a client, is lost, or opts out of contact), the card shows it; the board never closes the card for you. An opt-out cancels the board’s open “contact” next steps.

Blocked cards

A card is Not blocked or Blocked. Block it when something outside the board holds it up: What blocks it, Owner (optional) and Review on (optional). Blocked cards keep their column and appear in the queue’s Blocked view; Edit changes the blocker and Unblock clears it.

Corrections never erase history

Mistakes happen. Correct the stage moves a card back to an earlier column (Back to, with a Reason, then Correct); on a closed card, Reopen puts it back into an open column. A correction is recorded as a correction in the card’s history; it never deletes a recorded date (first contact, reply, trial created…), never sets an outcome and never releases a reservation.

A wrong date is fixed with Correct date under Milestones: the old value stays in the history, marked as replaced, and the deadlines that depended on it are recalculated. Every action on a card is listed under History with who did it and when.

Next steps the board creates

The board turns its deadlines into ordinary next steps, so they show on the account, in the bell, on Today and in the daily email, assigned to the workflow’s role. It completes its own steps when the evidence arrives (recording the first contact completes “Contact account”) and cancels them when the card closes.

It never edits, moves or closes a step somebody else created. When the account already has an open step written by a person, the card’s Next step shows that one. An integration can link it as the board’s step through the Boards API without changing its owner or date.

One active trial per account

On backed-trial boards, reserving an account blocks every other backed-trial board of the project from preparing a trial for it. Trying to start the same account on a second board says which campaign holds it. The reservation stays until the card is finished as Cancelled before the trial existed, or the card is finished and its trial was removed or kept. Archiving the campaign does not release it.

The removal review, under Trial cleanup, is a decision with two steps: the approver clicks Approve removal for that exact trial, then someone removes it and clicks Confirm removed; or the approver chooses Keep the trial and says Why the trial stays. An approval covers only the trial it was given for: if a new trial was created since, it has to be approved again. An account that has become a client can’t be approved for removal. A won card keeps its trial (it becomes the client’s).

Started cards stay in the campaign

Once a card has left Not started, its account can’t be removed from the campaign (single remove or Remove fits under 5 both skip it): close the card on the board instead. A campaign whose board has cards in progress or an active reservation can’t be deleted (archive it). An account holding an active trial reservation can’t be deleted either.

Merging duplicates keeps the board: if only one of the two accounts had a started card, the merged account keeps it with its whole history. If both had started cards on the same board, the merge is refused until you close one.

New board

New board on the Boards page (where you first pick the campaign) or Create board on the campaign’s Board tab opens the New board dialog, which creates the campaign’s board from either:

A workflow: Plain outreach or Backed trial. The one that suits the campaign’s purpose says Suggested for …. Nothing is preselected unless exactly one workflow is suggested; or
Copy from another board: pick the Board to copy. It brings the workflow and the board’s settings (column labels and colours, hidden optional columns, timings, role holders, saved views). Cards, reservations and history are never copied.

Then Create board (or Cancel). All the campaign’s accounts start in Not started. A board can be deleted (Board actions → Delete board) only while none of its cards has started.

A card always keeps the workflow version it started with, so later changes to a workflow never rewrite cards in progress.

Combined views

When the project has two or more boards on the same workflow, the Boards page lists it under Combined views: every non-archived board of that workflow in one kanban, titled with the workflow’s name (Plain outreach or Backed trial). Every card has a campaign chip and each column counts per campaign. Campaigns: filters to some of them (All for every one). In Not started, an account that is in several of those campaigns appears once; starting it asks Which campaign?.

The work queue

The Work queue on the Boards page lists the cards that need someone, across every board of the project, earliest due work first.

Tab	Shows
Mine	Cards where you own the open board step or the blocker.
Team	Every started card until it is finished (and, for backed trials, its trial is removed or kept).
Overdue	Cards with a deadline or board step past due.
Blocked	Blocked cards.
Unassigned	Started cards whose board work has no owner.
Decisions due	Backed-trial cards in Removal review.

Backed-trial boards add Ready but uncontacted, Uncertain creation, Removal decisions and Cleanup pending.

Board work on Today always shows your Mine cards: the count and the top five, each opening its card on its board, with Work queue to open the rest. With nothing assigned to you it says No board work assigned to you.

Weekly numbers

Each board, and each combined view, has weekly numbers for up to the last 12 weeks (weeks start on Monday): cards started, each milestone (first contact, first reply, trial created, ready, won…) and outcomes. Rates (contact rate, reply rate, win rate) show their numerator and denominator and only count cards that started at least 28 days ago, so recent cards don’t drag them down before they had a chance. You also get the median days to a win, the accounts ready but not yet contacted, and the totals per campaign. The app has no screen for them yet: read them through the Boards API.