Table of Contents
1. What is Sales Hub and Why Use It?
Sales Hub is a module for managing all your leads. It helps structure and streamline your work with potential clients.
It allows you to:
Collect leads from all channels (WhatsApp, website, forms, Facebook Ads, LinkedIn Ads, etc.)
Assign and track tasks, statuses, calls, emails, and chats
View team activity: who’s doing what, what’s completed, and what’s scheduled
2. Getting Started
2.1. Add Your Team
Администратор может добавлять сотрудников в систему. Количество доступных пользователей зависит от приобретённого пакета лицензий.
Admins can add users based on the number of licenses purchased.
How: Add Team → New → Send Invitation
The invited user will receive an email, set a password, and gain access to the Leads section.
Roles in Renova:
Admin – full access and configuration rights
Agent – sees only their own leads and tasks
You can also create custom roles with specific access rights per section (view, edit, export, delete).
How to add a new user
Go to: Add team → New → Send invitation.
The invited team member will receive an email, create a password, and gain access to the platform.
How to create a custom role
Go to: Add team → New → Role → Add custom role → Save.
You can set custom permissions for each section of the platform.
For example, this custom role may have access to all sections except Tasks.
How to delete a user
Go to: Add team → Select user → Delete.
⚠️ The user’s tasks and activity history will not be saved in the system.
2.2. Set Up Your Pipeline
The pipeline tracks lead progress. Default stages are: Incoming, Win, Lost (these are mandatory and cannot be deleted). You can create custom stages.
How: Click the “+” button to add as many stages as needed.
Recommended structure:
Incoming
Negotiation
Decision Making
Win
Lost
Tip: Keep it under 6 stages for clarity.
Pipeline Core Functions:
Lead Addition:
Automatically: via connected channels (WhatsApp, etc.)
Manually: click 'Add new lead'
Lead Card:
Lead Name – company name or full name
Creation Date – when it was added
Next Planned Action – highlighted in yellow
Last Activity Date – last interaction or completed task
Tip: Ensure every active lead (not in Win/Lost) has a next planned action.
Inside the Lead Card:
Communications: Message history from all connected channels
Tasks: View/add tasks, assign to self or colleagues
Documents: Upload contracts, invoices, etc.
Insured Details
Lead status – Where the client currently is in your sales process: Incoming, Win, or Lost.
Type of insurance – e.g., life, health, auto, etc.
Client type – Whether the client is an individual or a company.
Company – If the client is a company, enter the company name (e.g., Amazon).
Insurance company – The insurer issuing the policy.
First name, Last name, Sex, Date of birth – Personal details of the insured.
Phone number, E-mail – Contact details of the client.
Client acquisition channel – How the client found you (e.g., website, cold call, etc.).
Financial Details
Deal premium – The total premium amount the client pays for the policy.
Currency – the payment currency for the policy.
Payment format – How the client pays: monthly, yearly, etc.
Transaction status – Has the payment been received? (Received, Pending)
Payment date – When the payment was made.
Agent & Commission
Agent – The person responsible for managing the client.
Agent commission – How much you’re paying the agent.
Commission payment status – Whether the commission has been Paid or is still Pending.
Filtering & Exporting:
Filter by client type, insurer, payment status, transaction status, agent, and stage
Export filtered data for reporting
Automation
Automation triggers actions based on lead stage. Once configured, it runs continuously to save time.
How: Leads → Automation → Choose Stage → Add Trigger
Examples:
Create a task when a lead enters a stage
Send a message via WhatsApp (requires channel + contact info)
2.3. Connect Communication Channels
Free Basic Functionality
You can receive messages from WhatsApp and email. New leads go to 'Incoming' or existing chats.
How:
WhatsApp Free: Integrations → WhatsApp Free → Scan QR code
Email Free: Integrations → Email Free → Follow instructions
Limitations:
WhatsApp Free disconnects periodically (you’ll get an email)
No attachments or voice notes
You can’t message first
Only one WhatsApp number supported
Email is receive-only
Paid Advanced Functionality
Auto-import leads from:
Instagram Ads
Facebook Lead Ads
TikTok Ads
Typeform
LinkedIn Ads
Google Forms
Shopify
How: Integrations → Albato → Follow the setup instructions (access to ad accounts required)
Cost:
From $19 USD/month for up to 1,000 leads. More plans available via Albato (billed externally).
You can also connect multiple WhatsApp numbers and emails with Albato to receive and send message to leads.
2.3.1. WhatsApp Business Rules
WhatsApp Business API has a 24-hour messaging window defined by Meta.
Here’s how it works:
When a lead sends a message, you can reply freely within 24 hours.
If more than 24 hours pass without a reply, the chat window closes automatically.
After that, you can only message the client using a pre-approved template (HSM).
In real practice, this isn’t a problem — as soon as the lead replies, the 24-hour window reopens and you can continue the conversation normally.
If the lead doesn’t respond, just send a follow-up template like this one to restart the chat:
💬 Example Follow-Up Template
Name: followup_24h
Category: Service
Text:
Hi {{1}},
just checking in — are you still interested in continuing our conversation?
Reply to this message and we’ll be happy to assist you.
— {{2}} Team
Variables:
{{1}} = client’s name
{{2}} = your company name
✅ Use this template to re-open the chat after 24 hours without response.
2.4. Monitor Performance
Track key metrics and team performance. Identify funnel bottlenecks.
How: Dashboard Sales
Metrics Available:
Deal Premiums by agent
Funnel conversions (Sales Funnel)
Agent performance (Leaderboard)
Accrued vs. paid commissions
Agents see only their own data; Admin sees full team.
Metrics Breakdown:
SD: Leads marked as "Win"
SDP: Total premiums from Win leads
UD: Leads marked as "Lost"
UDP: Total premiums from Lost leads
ACR: Accrued commission
RCV: Received commission (marked Paid)
DIF: ACR - RCV (unpaid commissions)
For each lead, you can specify the policy currency. On the dashboard, results will be displayed in your default currency.
Example: you have 3 leads in the Win stage:
Lead 1 paid 1000 MXN,
Lead 2 — 100 EUR,
Lead 3 — 10,000 USD.
In Company profile, your default currency is set to EUR. The dashboard will therefore show the final result in euros.
The system uses the exchange rate on the Payment Date you specify for each lead and converts the amount into your default currency.
2.5. Tasks: managing deadlines and team collaboration
The Tasks module helps you stay on top of deadlines and distribute work effectively across your team. It ensures you won’t miss critical actions — today, tomorrow, or next month.
2.5.1. What the Tasks module allows you to do
See all tasks: for today, tomorrow, and the upcoming month.
Assign tasks to yourself or colleagues.
Monitor progress directly from the lead card, or the general task list.
2.5.2. How to add tasks
You can create a task in two ways:
From the lead card:
Open the lead → Tasks tab → Add task button.
2. From the main Tasks section:
This view displays all tasks by date and assignee.
When creating a task, fill in these key fields:
Assignee – Who will complete the task (yourself or a colleague).
Linked profile – You can link it to an insured End-User or a lead (or leave blank for general tasks).
Deadline – Determines which column the task will appear in: today / tomorrow / later.
2.5.3. How to complete a task
Open the task in any section and click Complete task.
Watch the video:
3. Frequently Asked Questions
Q1: What if a lead is duplicated?
Go to Leads → Select duplicates → Merged Leads → Choose the main lead.
Q2: Can I rename pipeline stages?
Yes, except for Incoming, Win, and Lost (requires permission).
Q3: How do I delete a lead?
Open the lead card → Menu (⋮) → Delete
Q4: Can I reassign a lead to another agent?
Yes (if you’re an Admin). Edit the "Agent" field.
Q5: What is "Transaction Status"?
It shows whether the client has paid you as the broker, not just the insurer.
Example:
Transaction Status = Pending
Lead Payment Status = Received
Q6: WhatsApp Free disconnected — what now?
You’ll receive an email. Go to Integrations → WhatsApp Free → Rescan QR code
Q7: Can I send emails from the free email integration?
No. Email is receive-only. Use Albato for outbound.
Q8: How to auto-create a task for new leads?
Leads → Automation → Incoming → Action: Create Task
4. Popular Use Cases
A. Revenue by agent, insurance type, and insurer:
Leads → Export → Filter by date, agent, type, insurer
B. Conversion rates per agent:
Dashboard Sales → Agent → Sales Funnel
C. New deals by period:
Leads → Export → Filter by creation date + agent
Example: If an agent has 10% conversion and creates 10 leads, you can forecast 1 sale.
5. Helpful Tips
Automation
Automation for Incoming stage
Action: Add Task
Goal: Ensure no lead is missed and quick response.
Action: Create task
Assign to: Self or colleague
Task text: "New lead received. Please contact ASAP."
Action: Send WhatsApp Message
Text: "Hi! Thanks for contacting [Your Company]. We’ll be in touch soon. In the meantime, let us know what you need."
2. Automation for Win stage:
Action: Send WhatsApp Message
Text: "We’re thrilled you chose us! Download the app to access your services and support."
3. Automation for Lost stage:
Action 1: Create task
Task: "Review lost lead and find reason"
Action 2: Send WhatsApp Message
Text: "Sorry we couldn’t move forward. If you have 30 seconds to share feedback, it would really help us improve."