Configuring Lead Sources
Understanding where your customers come from is one of the most valuable pieces of information a business can have. AccuArk's CRM includes a Lead Sources feature that lets you tag each customer with the channel or method through which they first discovered your business. Whether a customer found you through a Google search, walked in off the street, was referred by an existing client, or met you at a trade show, lead sources give you a way to capture that origin and use it for reporting and analysis.
This article explains what lead sources are, where they appear in AccuArk, how to configure them through CRM Settings, and how to use them effectively to track your marketing and outreach efforts.
What Are Lead Sources?
A lead source is a label that describes how a customer first came into contact with your business. When you create or edit a customer record, you can select a lead source from a dropdown on the Customer Info tab. This selection is saved with the customer record and can be used later for reporting, filtering, and analyzing which channels bring in the most customers.
Lead sources are purely informational. They do not affect pricing, permissions, or any automated workflows. Their purpose is to give your sales and marketing teams visibility into which acquisition channels are working and which ones need improvement.
Where Lead Sources Appear
Lead sources appear in one primary location within AccuArk:
Customer Form — Customer Info Tab — CRM Settings Group
When you open a customer record and navigate to the Customer Info tab, you will see a section labeled CRM Settings. Within this group, there is a Lead Source dropdown. This dropdown is populated with all active lead sources that you have configured. When you select a lead source and save the customer record, that source is stored with the customer.
The Lead Source dropdown only shows active lead sources. If a lead source has been deactivated, it will no longer appear in the dropdown for new selections. However, if a customer already had that lead source assigned before it was deactivated, the existing assignment is preserved on that customer's record.
Accessing Lead Source Configuration
Lead sources are configured through CRM Settings. To access the configuration screen:
- Open the CRM menu from the main menu bar.
- Click CRM Settings.
- In the CRM Settings window, click the Lead Sources tab.
Permission Required
You must have the CRM_MANAGE_PIPELINE permission to access and modify lead source settings. If you do not have this permission, you will not be able to open CRM Settings. Contact your system administrator or a user with the Super Admin role if you need access.
The Lead Sources Tab
The Lead Sources tab displays a grid listing all configured lead sources. The grid has the following columns:
| Column | Description |
|---|---|
| Name | The display name for the lead source. This is the text that appears in the Lead Source dropdown on the Customer Info tab. |
| Is Active | Indicates whether the lead source is currently active. Active sources appear in the dropdown. Inactive sources are hidden from the dropdown but remain on any customer records where they were previously assigned. |
| Sort Order | A numeric value that controls the display order of the lead source in the dropdown. Lower numbers appear first. This lets you put your most commonly used sources at the top of the list. |
Default Seed Lead Sources
When AccuArk is first installed, the system comes pre-loaded with a set of default lead sources to get you started. These cover the most common customer acquisition channels:
| Lead Source | Typical Use |
|---|---|
| Referral | A customer was referred by an existing customer, partner, or associate. |
| Website | The customer found your business through your website, whether through organic search, paid ads, or direct navigation. |
| Walk-In | The customer physically visited your location without a prior appointment or contact. |
| Phone Inquiry | The customer called your business to ask about products or services. |
| Social Media | The customer discovered your business through platforms such as Facebook, Instagram, LinkedIn, or Twitter. |
| Trade Show | The customer met you or learned about your business at a trade show, expo, or industry event. |
| Cold Call | Your sales team proactively contacted the customer through outbound calling. |
| Partner | The customer was introduced through a business partner, vendor, or affiliate relationship. |
| Other | A catch-all for any channel that does not fit the other categories. |
You can use these defaults as-is, modify them, add new sources, or deactivate any that do not apply to your business.
Lead Source Fields
Each lead source record has three fields that you can configure:
Name
The name is the text that appears in the Lead Source dropdown on the Customer Info tab. Choose names that are clear and self-explanatory so that any team member can select the correct source without ambiguity. For example, "Website" is better than "Web," and "Trade Show" is better than "TS."
Is Active
The Is Active flag controls whether the lead source appears in the dropdown. When a lead source is active, it is available for selection on any customer record. When it is inactive, it is hidden from the dropdown.
Deactivating a lead source does not remove it from customer records where it was previously assigned. If a customer was tagged with "Trade Show" as their lead source before you deactivated it, that customer's record will continue to show "Trade Show" as their lead source. The deactivation only prevents the source from being selected for new or updated customer records.
Sort Order
The sort order is a numeric value that determines where the lead source appears in the dropdown. Sources with lower sort order values appear higher in the list. If two sources have the same sort order, they are sorted alphabetically by name.
Use sort order to put your most frequently used sources at the top of the dropdown. For example, if most of your customers come from referrals, you might set "Referral" to sort order 1 so it appears first.
Adding a New Lead Source
To add a new lead source:
- Open CRM > CRM Settings > Lead Sources tab.
- Click the Add button on the ToolStrip.
- A new row appears in the grid, or a dialog opens where you can enter the lead source details.
- Enter the Name for the new lead source.
- Set the Sort Order to control where it appears in the dropdown.
- The Is Active flag defaults to active.
- Click Save to save the new lead source.
The new source will immediately become available in the Lead Source dropdown on the Customer Info tab for all users.
Editing an Existing Lead Source
To edit a lead source:
- Open CRM > CRM Settings > Lead Sources tab.
- Select the row for the lead source you want to modify.
- Click the Edit button on the ToolStrip.
- Modify the Name, Is Active status, or Sort Order as needed.
- Click Save to apply your changes.
If you rename a lead source, the new name will automatically appear on all customer records that reference it. The system stores lead sources by their internal ID, not by name, so renaming is safe and does not break existing assignments.
Deleting a Lead Source
To delete a lead source:
- Open CRM > CRM Settings > Lead Sources tab.
- Select the row for the lead source you want to delete.
- Click the Delete button on the ToolStrip.
- If no customer records reference this lead source, it will be permanently removed.
- If any customer records reference this lead source, the deletion will be blocked and you will see an error message.
Important: Deletion is permanent and cannot be undone. If you want to stop using a lead source but preserve it on existing customer records, deactivate it instead of deleting it.
Deactivating vs. Deleting
In most cases, deactivating a lead source is preferred over deleting it. Here is why:
| Action | Effect on Dropdown | Effect on Existing Records | Reversible? |
|---|---|---|---|
| Deactivate | Source is hidden from the dropdown | Existing customer assignments are preserved | Yes — reactivate at any time |
| Delete | Source is removed entirely | Blocked if any customer references it | No — permanent |
Deactivation gives you the flexibility to stop using a source without losing historical data. If you later decide to bring the source back, you can simply reactivate it.
Best Practices for Lead Source Management
Include All Meaningful Channels
Make sure your lead source list covers all the ways customers actually find your business. Review your lead sources periodically and add new ones as your marketing efforts evolve. If you start advertising on a new platform, add a corresponding lead source so you can track its effectiveness.
Keep the List Manageable
Aim for 8 to 12 lead sources. Too few sources and you lose detail. Too many sources and your team members may struggle to choose the right one, or they may default to "Other" for everything. A focused list of meaningful sources produces cleaner, more actionable data.
Always Have a Catch-All
Keep the "Other" source active as a catch-all for situations that do not fit your defined categories. This prevents team members from leaving the field blank when they are unsure. You can periodically review customers tagged with "Other" to see if a new dedicated source should be created.
Use Consistent Naming
Choose clear, consistent names that your entire team will understand. Avoid abbreviations, jargon, or overly specific labels. For example, use "Social Media" rather than creating separate sources for every individual platform, unless you genuinely need that level of detail for your reporting.
Review and Analyze Regularly
Lead sources are most valuable when you use them for analysis. Periodically review which lead sources are attached to your best customers and highest-value deals. This helps you understand which marketing channels deliver the best return on investment and where to focus your efforts.
What to Read Next
- CRM Settings Overview — A complete guide to all CRM configuration options
- Customer Profile and Information Tab — Understanding the Customer Info tab where lead sources are selected