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The Leads page and the claim window

The Leads page

Leads is your home screen. At the top of the page one line tells you today's date, whether the assistant is on, and the hours it is allowed to call, in the lead's own time. Export downloads all your leads as a CSV; Add a lead source opens the page where your form and connectors live. The page refreshes itself; if it loses the connection it shows "Offline — retrying…" and keeps trying.

The open window

When a lead arrives, a claim window opens (default 5 minutes; set it under Claim window (minutes, 0-60) on the page or on Settings). While it is open the lead sits at the top of the page in a card of its own, with a dial counting the window down and the two decisions next to it:

  • I'll call {name} now takes the lead yourself. The card shows "Claimed — your call" straight away and the assistant stands down.
  • Let the assistant take it ends your window now. The assistant calls on its next pass — usually within a minute — and every check it always makes still applies: consent, calling hours, the stop list, the attempt cap. Outside calling hours it calls at the first lawful moment instead. The decision is written on the lead's timeline as "You let the assistant take it".

If more than one window is open, the soonest to expire is the card at the top and the others appear in the list below with their own countdowns and an I already called button — press that one if you reached the person from your own phone, because a call from a personal handset is invisible to the system.

You can also reply to the lead alert text: CALL, CLAIM or MINE claims the lead; a number (for example 7) extends the window by that many minutes.

Recent

Everything else is one list, newest first, with a line under each name that says what is true right now:

  • Booked · {time} — the appointment is on your calendar, with how long the assistant spoke to them.
  • Needs outcome — the appointment time has passed; press Completed or No-show so your analytics stay true. Cancel texts the person first and asks you to confirm; On my way sends the heads-up an arrival window is traded for.
  • Asked for a person, not an assistant — they declined AI calling. Nothing automated goes out; call them yourself.
  • No answer after {n} attempts · nothing further is scheduled — the assistant tried and nothing more is queued.
  • {n} calls failed — the calls could not be placed, which is different from nobody answering. The whole card opens the record so you can see what happened.
  • Assistant calls {time} — a call is genuinely queued for that time.
  • Replied STOP — suppressed across calls and texts.

The filters above the list narrow it: All, Booked, Needs you (anything waiting on a decision from you) and Closed (stopped or closed leads). A count next to Recent is the number of leads whose calls could not be placed.

Leads that a Night Window conversation produced overnight are also collected in a strip at the top, one line each.

The lead record

Full record opens the lead's own page: our response time and the source's delivery lag shown separately, the consent evidence, every call attempt with its result, the AI call summary, any Night Window conversation, and the full compliance timeline including the times we did not contact them and why.

Other things on this page

  • Load older leads appends the next page of history without losing what is on screen.
  • Download address-only leads (CSV) gives you the mailer-only captures for your own list.
  • New-lead push notifications on this device are a backup to your text alerts; on iPhone add FirstFiveMin to the home screen first.
  • My settings on this page saves the same fields as the Settings page.

How ready they sound (Hot, Warm, Cold)

After an AI call, your text alert and the lead's page can show Hot, Warm or Cold, always with the reason next to it: either the caller's own words ("we need to move this week") or the appointment they booked. If nothing the caller said shows how ready they are, there is no label. That is on purpose: a guess is worse than no label.

  • The label is based only on what the caller said or a booked appointment. It never uses their address, ZIP code, name or language.
  • The label never decides whether you get an alert or when. You get every alert either way.
  • You can change or clear the label on the lead's page (Change the label). Your change is recorded.

Sign in on your phone

On your computer, open the Leads page and choose Show the code under *Use FirstFiveMin on your phone*. Point your phone's camera at the code. Your phone asks you to confirm the account and then shows a two-digit number. Your computer shows the same request: approve it only if the number matches the one on your phone. Your phone then signs in, so there is no password to type. The code works once and expires after two minutes; if it expires, show a new one.

  • iPhone: once you are signed in, tap Share, then Add to Home Screen. Open FirstFiveMin from your Home Screen and tap Enable to turn on alerts. Add it while you are signed in: an iPhone copies your sign-in into the Home Screen app only at that moment.
  • Android: your phone opens the dashboard at the alerts step. Tap Enable.
  • A phone signed in this way asks you to confirm it is you before any billing or other sensitive change. Logging out on the computer cancels a code you have not used yet.

Talk to your assistant

The Talk to your assistant card calls your own assistant from your browser, so you hear exactly what your leads hear: the same greeting, the same disclosure and the same rules as a real call. Type the first name you want it to use, pick the language, and choose Start test call. Headphones help, so the assistant does not hear itself.

  • A test call is not a lead. It never appears in your leads, your usage or your analytics, and it is not billed.
  • Nothing is booked, texted or transferred during a test. When a real call would book a time, text someone or connect a person, the assistant says so instead.
  • A test call ends by itself after five minutes, and you can end it any time with End test call. You can run a few test calls a day, one at a time.
  • If the card says it cannot use your microphone, open the page in Safari or Chrome. Browsers built into other apps often cannot use the microphone for calls.

Common problems

  • No leads yet, but the form is live: open Add a lead source and confirm your website domain is on the allowed list. With no domains listed, the browser widget does not accept leads.
  • A lead never got called: open Full record. The timeline names the reason (quiet hours, no consent, suppressed, plan cap).
  • I pressed "Let the assistant take it" and nothing rang: the assistant calls on its next pass, and only inside calling hours and after every check. Open Full record — if a check refused the call, the timeline says which one.
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