Track every prospective tenant from first contact through reservation or rental. This article covers how to view, filter, edit, and action leads in Cubby.
View your leads
Click Leads in the sidebar to open the leads page.
The page has three parts:
Status tiles at the top — NEW, IN PROGRESS, and RESERVATIONS — show your current totals for the states you act on most often. Click a tile to filter the list.
Filter bar under the tiles. Facility and Status chips are applied by default. Use the Search box to look up a lead by name or email, or click + to add filters for Availability, Last updated, and Source.
Leads table, with columns for Name, Last updated, Status, Interest (the unit type they asked about), Facility, Move-in date, and Source.
💡 Tip: A small person icon next to a lead's name means Cubby has matched them to an existing tenant. Hover to confirm, click to jump to their tenant record.
Click Export in the top right of the filter bar to download the current view as a CSV.
Add a new lead
Click + Add lead in the top right to capture a walk-in, phone enquiry, or any prospect not already in Cubby.
The form is the same one you use to create a rental: enter the customer's details, pick a unit and pricing, then choose what to save as. The top-right buttons let you:
Save lead — store the prospect for follow-up.
Create reservation — hold a unit until the tenant moves in.
Configure move-in — go straight to creating the rental.
Open and review a lead
Click any row in the leads table to open the lead side panel.
The panel stays anchored on the right, so you can browse the table and act on leads without losing your place. It shows:
Contact info — name, email, phone, address — with one-click Call and Message buttons.
Status badge.
Lead fields — Move-in date, Unit, Pricing group, Facility, Source, Created at, and Last updated.
Actions — a More actions dropdown and a primary Create rental button.
Activity feed — every event on the lead in chronological order. Click Filters to narrow by Type (status changes, notes, messages, conversions).
Add note — captures a comment or attaches a file.
If the lead matches a tenant on file, a Customer is an existing tenant banner appears at the top of the panel and the lead title becomes a link to the tenant's record.
Add a note or attachment
Click + Add note at the bottom of the side panel.
Type your note. Notes support attachments — drag a file in or use the attach icon.
Filter the activity feed
The activity feed lists every event on a lead. To focus on a specific kind of event, click Filters above the feed and choose a Type.
More actions
Click More actions in the side panel to reveal four options.
Action | What it does |
Edit lead | Opens the lead in the same multi-pane configuration as Create rental, so you can change the unit, move-in date, coverage, rate, discount, and waive flags in one place. |
Change lead status | Opens a small modal to set the lead's status. |
Convert to reservation | Holds the unit for the lead and switches the status to Reservation. The lead now contributes to the RESERVATIONS tile. |
Copy checkout link | Copies a self-checkout URL to your clipboard. Send it to the lead and they can complete the rental online. |
Edit a lead
Open the side panel, click More actions, then Edit lead.
This screen is identical to the rental setup flow — anything you can configure on a rental, you can configure on a lead:
Customer panel with name, email, phone, date of birth, address, plus Active rentals and Active leads for context.
Source and Note.
Unit, Move-in date, Coverage, Rate (Walk-in / Web / Custom).
Discount and Recurring fees (both optional).
Waive Security Deposit, Waive Move-in fee, Tax exempt toggles.
When you're done, the top-right buttons let you choose:
Update lead — keep it as a lead.
Create reservation — hold the unit.
Create rental — finalize as a tenant.
How lead statuses work
A lead can be in one of eight states.
Status | When to use it |
New | The default for any newly-created lead until someone takes action on it. Set automatically. |
In Progress (Hot) | Active follow-up; you expect this lead to close soon. |
In Progress (Cold) | You've followed up but the prospect isn't moving fast. Keep nurturing. |
On-Hold | Something needs to change before this lead can move forward — for example, all matching units are full, or you're waiting on something on their end. |
Reservation | The lead has reserved a unit but hasn't moved in yet. Set automatically when you choose Convert to reservation. |
Converted | The lead has been turned into a tenant. Set automatically when you create a rental from the lead. |
Archived | A lead you're no longer pursuing — they rented elsewhere, or too much time has passed without a response. |
Duplicate | A second record for a lead you already have. Marking duplicates keeps reporting clean without losing history. |
To change a lead's status manually, open the side panel, click More actions, then Change lead status.
Pick a status from the dropdown and click Save.
Note: New, Reservation, and Converted are set automatically by Cubby based on actions you take. The other statuses are set manually.
Convert a lead
You have three ways to move a lead forward, depending on how committed the prospect is.
Create a rental. Click Create rental in the side panel. The customer's details, source, notes, and any unit configuration carry forward into the rental flow. The lead's status flips to Converted and all notes and attachments are preserved on the tenant's page under Activity.
Convert to a reservation. Open More actions and click Convert to reservation. Cubby holds the unit for the prospect and switches the lead's status to Reservation.
Send a self-checkout link. Open More actions and click Copy checkout link. Paste the URL into a message or email. The lead completes the rental online, and Cubby converts them automatically.
FAQs
If a lead becomes a tenant, do I need to delete the lead entry?
No. Cubby converts the lead into a tenant rental automatically and sets the lead's status to Converted.
Can I create a rental from a lead in any status?
Yes. Status doesn't restrict you — you can create a rental from a lead marked Archived, for example.
What happens to the lead's notes and attachments after conversion?
They move with the customer record. You'll find them on the tenant's page under Activity.
Is there a way to automate follow-ups by status?
Not yet. You can send a one-off message from the side panel's Message button or add a follow-up task in Tasks.
Can I see who changed a lead's status and when?
Yes. Open the lead and check the activity feed. Use Filters → Type to scope the timeline to status changes only.
How do I report on lead conversion or source?
Two places to look:
Reports → Historical Management Summary includes lead-to-rental conversion counts.
Analytics → Leads breaks out leads by source in chart form, with export.