If you’re in sales or marketing and tired of losing track of who’s hot and who’s just browsing, you’re not alone. Most CRMs promise “lead tracking,” but half the time it’s just a fancy spreadsheet. If you want to actually see who’s landing on your site, what they’re doing, and get your team acting on real signals—not just gut feelings—Salespanel can help. This guide is for anyone who wants a no-nonsense, step-by-step walkthrough to set up lead tracking workflows that actually work. No hype. No fluff. Just what you need.
Step 1: Get Salespanel Connected to Your Website
First things first: you can’t track leads if you don’t collect data. Salespanel works by tracking visitor behavior on your website and mapping it to real leads. Here’s how to get it set up:
1.1 Sign Up and Log In
- Head over to Salespanel and sign up for an account.
- Use your work email, since you’ll want to invite team members later.
1.2 Install the Tracking Code
- Once logged in, grab your unique tracking script from the dashboard. It’s a small JavaScript snippet, kind of like Google Analytics.
- Add it to every page of your website, right before the closing
</head>tag. - If you’re using WordPress, there’s a plugin. Shopify and other platforms have their own integrations. Use those if you can—it’s faster, and less risk of breaking things.
Pro Tip:
Use Google Tag Manager if you don’t want to mess with code. Just create a new tag, paste in the Salespanel script, and publish.
What to Ignore:
Don’t bother with fancy custom events at this stage. Just get the basics working. You can always get fancy later.
1.3 Confirm It’s Working
- Visit your website in a private/incognito window.
- Check the Salespanel dashboard. You should see new visitor activity pop up within a few minutes.
- If you don’t see anything, double-check your script placement and clear your site cache.
Step 2: Identify Your Leads
Tracking anonymous visitors is fine, but the real power comes when you connect real people to the traffic.
2.1 Connect Your Forms
- Salespanel can automatically pick up standard forms (think Contact Us, demo requests, newsletter signups).
- For most sites, you don’t have to do anything special—Salespanel will “listen” for form submissions and match them to visitor sessions.
If you’re using custom forms or non-standard tools:
- Check the Salespanel docs for your specific platform.
- You might need to add a small event trigger to your form’s submit handler.
2.2 Integrate with Email Tools
- Connect your email marketing platform (Mailchimp, HubSpot, etc.) to Salespanel.
- This lets Salespanel sync identities and activity, so you can see which email clicks turn into actual site engagement.
2.3 Test with a Real Submission
- Fill out your own form using a test email.
- See if the lead data appears in Salespanel, and if it matches your visit.
Pro Tip:
If you’re B2B, Salespanel tries to enrich leads by matching email domains to companies. This is handy, but don’t treat the data as gospel—it’s an educated guess, not magic.
Step 3: Set Up Lead Segmentation
A giant list of leads isn’t helpful if you can’t separate the “just looking” folks from real prospects. Here’s where segmentation comes in.
3.1 Define What Matters
- Decide what makes someone a “hot lead” for your business. Is it a pricing page visit? Downloading a whitepaper? Multiple visits in a week?
- Write this down before you start clicking buttons.
3.2 Create Segments in Salespanel
- Go to the “Segments” or “Lead Qualification” area in your dashboard.
- Set up rules based on:
- Page visits (e.g., visited /pricing)
- Form submissions
- Number of sessions
- Company size or industry (if available)
- Give each segment a clear name—“Ready to Buy,” “Warm Leads,” etc.
What to Ignore:
Don’t create 20 micro-segments right away. Start with 2-3: Hot, Warm, and Cold. You can always get more detailed once you see real data.
3.3 Review and Adjust Regularly
- Check your segments after a week. Are leads falling into the right buckets? Are you missing anyone?
- Adjust the rules if they’re too broad or too strict.
Pro Tip:
If you’re getting false positives (e.g., competitors filling out forms), add rules to filter these out by domain or IP.
Step 4: Automate Lead Alerts and Actions
If you want your team to actually follow up—fast—you need alerts that cut through the noise.
4.1 Set Up Notifications
- In Salespanel, set alerts for when a lead matches a key segment (like “Hot Lead”).
- Choose how you want to be notified: email, Slack, or push notification.
4.2 Integrate with Your CRM
- Connect Salespanel to your CRM (Salesforce, HubSpot, Pipedrive, etc.).
- Map Salespanel fields to your CRM fields. Don’t overcomplicate this—just make sure name, email, and lead status sync correctly.
- Set your integration to create or update leads automatically.
What to Ignore:
Don’t turn on every possible notification, or your team will start ignoring all of them. Be selective.
4.3 Automate Follow-Up Tasks
- Use Salespanel’s integrations with tools like Zapier to trigger tasks or send follow-up emails based on lead activity.
- For example, auto-assign a lead to a sales rep when they hit your “Hot Lead” segment.
Pro Tip:
Set up a daily summary email for yourself or your team. This keeps everyone in the loop without constant interruptions.
Step 5: Track What’s Working (and What’s Not)
You’ve got tracking and workflows running. Now, make sure it’s actually helping.
5.1 Review the Dashboard
- Log in weekly and look at the lead timeline. Who’s moving through your funnel? Who’s stalling out?
- Pay attention to which segments are filling up—and which are empty.
5.2 Check Lead Sources
- Use Salespanel’s reports to see where your best leads are coming from (organic search, ads, referrals).
- Double down on what’s working; cut or fix what’s not.
5.3 Get Feedback from Sales
- Ask your sales team if the leads being flagged as “hot” are actually any good.
- Tweak your workflows based on real feedback, not just stats.
5.4 Avoid Vanity Metrics
- Don’t get obsessed with total leads tracked. Focus on conversions and qualified leads, not just raw numbers.
Pro Tip:
Schedule a monthly workflow review. It only takes 15 minutes and keeps your tracking useful.
Troubleshooting: Common Pitfalls and How to Fix Them
Even with the best setup, things break or just don’t work as expected. Here’s what to watch out for:
- No leads showing up: Double-check the tracking script, and make sure it’s on every page.
- Duplicate leads: Usually caused by people using multiple devices or typos in forms. Set up deduplication rules if your CRM allows.
- Missing form submissions: If you use custom JavaScript forms, you may need to add a manual event trigger.
- Team ignoring alerts: Revisit your notification settings. Less is more.
Keep It Simple, Iterate Often
Lead tracking isn’t rocket science, but it’s easy to overcomplicate. Start with the basics: connect Salespanel, track forms, set up sensible segments, and only automate what actually saves you time. Check in regularly, adjust when needed, and don’t chase perfection. Most importantly, focus on what helps your team close more deals—not just what looks fancy in a dashboard.
Set it up, watch it work, and tweak as you go. That’s really all you need.