How monday CRM turns lead capture into sales momentum

If you’re tired of duct-taping your lead capture system together with clunky spreadsheets and manual follow-ups, it’s time to take a serious look at monday CRM. 

monday.com is one of the most popular CRMs among sales teams. It helps them sell smarter while gaining more time back from vastly reduced admin and an efficient automated sales pipeline.

Unlike traditional CRMs that can feel disconnected and overly complex, monday.com gives your team a visually clear and fully customisable way to capture leads automatically, nurture them end-to-end, and track your closures all in one place.

Here’s your step-by-step monday.com lead system guide. 

Step 1: Set up your Leads board

Think of your Leads board as the front gate to your business’s castle. Every new opportunity enters through here. It’s not where most of the action happens (that’s usually in your Opportunities or Deals board), but it’s where it all begins.

Each item on the board represents a lead, flowing through a simple, visual pipeline. Start with three basic groups: New Leads, Qualified Leads, and Disqualified Leads. From there, you can customise it to reflect your sales process, whether that means more stages or tighter categorisation.

This board becomes the launchpad for tracking, automations, and timely follow-ups. Nail this part, and you’re setting up your sales team for smoother handovers and faster closes.

Step 2: Automate your lead management

Your Leads board is packed with built-in automations that keep your system moving seamlessly. Use monday CRM's 16 default automations to:

• Sort leads by qualification status

• Create connected items across other CRM boards

• Eliminate duplicate leads before they hit your radar

• Sync relevant data across your deals and accounts boards

• Automate lead follow-up actions with monday.com sequences

With the right CRM workflow in place, you’re no longer manually pushing leads around. Your system does the heavy lifting automatically.

Step 3: Capture leads automatically with WorkForms

Getting leads into your system can be easier said than done. With monday.com lead capture tools, you can stop losing leads and build custom forms that feed straight into your CRM. 

monday.com WorkForms can be embedded directly onto a webpage, like your Contact Us page, or it can be accessed via a shareable link. Every submission’s information will be automatically fed directly into your monday CRM as a new item in your Leads board.

It takes minutes to build a lead capture form in monday.com. Choose from a range of templates designed for different use cases (i.e. content or creative request form, customer satisfaction survey, order form, or a basic contact form) or build your own from scratch. You can customise your form for every campaign or channel, or ask monday.com AI to build the form for you in seconds. 

If you want to go further, you can connect your form to email marketing platforms, Meta ads or third-party apps like Calendly via monday.com integrations. You’ll then have a steady stream of structured and trackable data feeding directly into your organised boards.

Step 4: Set up a sales pipeline

Once leads are in motion, it’s time to visualise your funnel. Building a sales pipeline in monday.com is done in your Deals board, which is segmented into Active Deals and Closed Won. As with all boards, you can customise this by adding, removing or renaming groups.

Your Deals board has 7 columns which help you monitor the progress of each lead, including:

1. Stage: Use a Status column to indicate the current phase of the deal within your sales cycle.

2. Owner: Assign the team member responsible for the deal using a People column.

3. Deal Value: Input the monetary value of the deal with a Numbers column.

4. Contacts: Connect to your Contacts and Accounts boards using a Connect Boards column to access relevant client information.

5. Expected Close Date: Set anticipated closing dates with a Date column.

6. Close Probability: Estimate the likelihood of deal closure using a Numbers column.

7. Forecast Value: Use a Formula column to calculate potential revenue by multiplying Deal Value by Close Probability.

Then, monday’s sales funnel tracking tools and deals board automations show you exactly where things are stalling:

• Automatically assign creation dates to new deals.

• Move deals between groups based on status changes.

• Sales funnel charts can pinpoint where leads drop off.

• The sales leaderboard tracks rep performance by deal stage, conversion rate and average deal value.

• monday.com automation tools can trigger emails, assign handovers and set reminders and follow-ups when deals move.

Step 5: Scale your outreach with mass emails and real metrics

Mass emailing is one of our favourite monday.com features. You can batch-send up to 2,000 customised emails per day (depending on your plan and email provider) right from your CRM board. This is perfect for:

• Email marketing campaigns

• Sending introductions and materials to multiple leads

• Following up with multiple clients at the same time

When you send a mass email through monday.com, each recipient gets their own individual email thread. It feels personal, not like a bulk send. Plus, you can send it from any connected address set up in your Emails & Activities feature, so it looks just the way you need it to, whether it's coming from a team inbox or a specific rep.

Better still, mass email tracking and analytics puts campaign performance in one place. You’ll see open rates, click-throughs and engagement across your entire account, helping you refine and repeat what works.

Extra tip: Use monday CRM’s AI assistant email composer to generate customer-facing emails with just a few inputs, and harness security with enhanced email account permissions.

Work with us to build a transformative CRM workflow 

If you’re looking for a flexible, intuitive CRM that transforms your lead capture and management system, monday.com delivers. It's ideal for everyone from solo operators and small scaling teams to enterprise businesses looking to clean up their sales stacks.

At Kick Consulting, we can help you build your end-to-end lead management system inside monday.com. Book a free consult today and let’s get your sales workflow working harder.