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Every lead in VGraple CRM carries a 0 to 100 score built from six visible, weighted factors, not a black-box prediction. This walkthrough shows where to read the score, what each factor is worth, and how to use the manual recalculate option when you know something the system does not yet.
Lead scoring
- 1Open any lead and look at its
- 2Click into the lead for the full
- 3Sort or filter by score to prioritise
- 4Recalculate manually when you have new information
- 5Watch scores update automatically as leads engage
Before you start
- Lead scoring is available on every plan, including Free, with no separate setup step; it runs automatically on every lead the moment it is created.
- You need whatever permission already lets you view the Leads module; there is no separate permission for viewing scores.
- Understand that scoring is not configurable per organisation today: the six factors and their weights are the same for every VGraple CRM account.
Steps
- Open any lead and look at its card. From the Leads Board or List view, every card and row shows a colour-coded score badge, red for hot, amber for warm, blue for cold.
Click into the lead for the full breakdown. The detail panel's score section shows each of the six factors as its own progress bar: contact details, source, form completeness, engagement, pipeline stage and actions, each labelled with how many of its available points the lead earned.
Sort or filter by score to prioritise your day. In List view, click the score column header to sort, hottest first, so your team works the most engaged leads before older, cooler ones.
Recalculate manually when you have new information. After adding a phone number, logging an appointment that was booked outside VGraple CRM, or recording a payment manually, click the recalculate button on the lead's score section to reflect it immediately rather than waiting for the next automatic trigger.
Watch scores update automatically as leads engage. No action is needed here; a lead's score recalculates the moment its linked contact sends an inbound WhatsApp reply, and a background sweep keeps recency-based points current for leads that have not been touched in a while.
What you will see
A lead with a phone number, a real WhatsApp contact, at least one reply and a stage well into the pipeline will show a score in the 60s or higher with most of its progress bars mostly filled. A lead with only an email address and no engagement yet will sit low, often below 20, with the contact details bar partially filled and engagement empty. The three bands are fixed: hot is 70 and above, warm is 40 to 69, cold is below 40.
Settings and options
| Factor | Maximum points | What earns them |
|---|---|---|
| Contact details | 15 | 8 for a phone number, 4 for an email, 3 for a linked WhatsApp contact |
| Lead source | 15 | 15 for manual or referral, 12 for web chat or web form, 8 for Meta Lead Ad or other |
| Form completeness | 10 | 2.5 points per answered form question, capped at 4 questions |
| Engagement | 40 | 10 for opted in, 15 for at least one inbound reply, up to 10 for recency, 5 for 3 or more replies |
| Pipeline stage | 10 | Scaled by how far along the pipeline's stages the lead has moved |
| Actions | 10 | 5 for a booked appointment, 5 for a tracked revenue event |
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| Score shows 0 or very low on a lead you know is engaged | The score has not recalculated since the engagement happened, most commonly right after a manual edit outside the normal flow | Click the manual recalculate button on the lead detail panel |
| A hot lead from two weeks ago is now warm or cold with no new activity | The recency component of engagement decays automatically over time since the last inbound reply | Expected behaviour; check "last message" alongside the score rather than treating the score alone as current interest |
| Score does not seem to match the factor breakdown when added up | The displayed factors round for readability; the underlying score is exact | Trust the total score for sorting; the breakdown is directional, not a rounding-error indicator |
| Recalculate button appears to do nothing | The lead's underlying data has not actually changed since the last calculation, so the score is already correct | Confirm the change you expected (a new phone number, a logged appointment) was actually saved on the lead or its linked contact |
| Two similar leads score very differently | Source quality and engagement usually explain it, a manual entry or a replied-to lead scores meaningfully higher than an unengaged ad-sourced one with the same contact details | Open both score breakdowns side by side to see exactly which factor differs |
Why does engagement carry 40 of the 100 points?
Contact details and source tell you whether a lead is reachable and where it came from, but neither tells you whether the person is actually interested in buying. Engagement, specifically whether they opted in, replied, and how recently, is the closest available signal to genuine intent, which is why it carries the largest weight by a wide margin. A lead with perfect contact details and a strong source but zero replies still lands in the cold or low-warm band, because sustained silence is treated as the strongest negative signal the model has access to.
Example
Two leads come from the identical Meta Lead Ad campaign with complete contact details. One replied to the welcome message within the hour; the other never opened WhatsApp. The first typically scores roughly 30 points higher purely from the engagement factor, even though both entered the pipeline the same way.
Can I use the score to decide who to call first without opening every lead?
Yes, that is the primary point of sorting by score in List view, or scanning badge colours in Board view, rather than opening each lead individually. A team working a busy pipeline of Meta Lead Ad or comment-capture leads can sort List view by score descending and work top to bottom with reasonable confidence that they are calling the most engaged people first, reserving the detail panel's full factor breakdown for the moments they need to understand why a specific lead scored the way it did, not as a step required before every single call.
How do pipeline stage and actions tie back to real records?
Two of the six factors are not scored independently, they are pulled directly from data that already lives elsewhere in the platform, which keeps the score honest rather than gameable. Pipeline stage credit is based on the lead's actual position among its pipeline's stages, none at the first stage, full credit at the last, so it always matches what you would see by looking at the Board yourself. The actions factor checks the linked contact's real history through appointments and revenue tracking: a lead cannot earn actions points without an appointment that was genuinely booked or a payment that was genuinely tracked. Nothing about either factor can be edited directly on the score screen itself; you change the underlying fact (move the stage, log the appointment) and the score follows.
Example
A real-estate lead sitting at the third of four stages in its pipeline earns 7.5 of the 10 available pipeline-stage points automatically. If that same lead then books a site visit through Calendly, the actions factor adds another 5 points the next time the score recalculates, without anyone touching a scoring setting.
Once you understand how the score is built, revisit how the leads pipeline works for the full picture of how leads arrive, move through stages, and link to a WhatsApp contact.