Capturing leads

Families reach Nurtra five ways. However they arrive, they get one record with a shared timeline, a lead score and attribution showing how they arrived.

1. Add a lead by hand

For walk-ins and phone calls.

1. Press + New at the top right of any page, then New lead.
2. Enter the guardian's first name, last name, family name, phone and email.
3. Add each child: date of birth, days needed (Mon–Fri) or tick Flexible on days.
4. Choose up to three centres in order of preference. The first is the primary centre.
5. Set source, desired start date, starting status, priority of access, attributes and assigned consultant.
6. Tick any additional needs (allergies, nut-free diet, medical condition, speech/OT, toileting support and so on) and add notes.
7. Press Capture lead.

• Starting status lets you add a family who already toured yesterday straight into the right stage.
• A Walk-in / Phone source skips the automatic first-contact task, because you're already talking to them.
• If the email or phone already exists, a duplicate alert links to the existing family. Only capture anyway if it really is a different family.
• Use the Referred by picker to credit a word-of-mouth referral.

2. Website enquiry form

• Each centre has a public form, by link or embedded in its website. Every submission becomes a lead instantly with a first-contact task.
• If the centre has tour times, the form offers them on a calendar up to six months ahead. The family lands at Tour Scheduled with a confirmation on its way.
• Groups can embed one organisation-wide form instead, where families pick their centre (plus a 2nd and 3rd choice). See Website Config.
• A separate book-a-tour form asks for the time first, then the details: the parent, and up to two children with their dates of birth (the second child is asked wherever your enquiry form asks it).

3. Live chat

• The chat widget asks for a name and email before the chat starts, so every chat becomes a lead.
• Families can book a tour inside the widget from real availability, day or night.
• Conversations land in Chats.

4. Facebook lead ads

Lead-form submissions on your connected Facebook Pages arrive as enquiries within seconds. See Social Media settings.

5. Import a spreadsheet

1. Press + New → Import leads (CRM managers only).
2. No export to start from? Press Download the template. It has a column for everything the import reads and an example row.
3. Choose a CSV file. Nurtra guesses what each column means; change any guess from its drop-down. Press Check the file to see what each row will do before anything is written.
4. Confirm. Families already on record (same email or phone) are skipped, unless you tick Also import families whose email or phone is already on record.

What the import understands

• One row per child is fine. Rows with the same guardian, email or phone, and centre become one family with each child. The preview marks them Joins family.
• Names split across columns, such as ChildFirst and ChildLast, or FirstName 1 and LastName 1, are put back together.
• Statuses map to your stages. "Waitlist" or "Waiting list" lands on the Waitlisted step, and those children wait from their enquiry date. "Pre-tour waitlist" stays on Pre-Tour Waitlist.
• Tours already booked come in from a Tour date and Tour time column. A tour still to come is booked, a past one is recorded as held once the family's stage is beyond it, and a date without a time is noted rather than guessed.
• A mobile number Excel saved without its leading 0 gets it back.

Importing with a lead template

If your organisation receives a regular spreadsheet, such as a council's kindergarten placement list, Nurtra can set up a lead template for it. You then import that file as it arrives, without matching any columns.

1. Press + New → Import leads, and under What kind of file? choose the template.
2. Choose the Excel file exactly as you received it. Its columns are found by their names, even if the council adds or moves one.
3. Pick the Centre the families are for. Under Status for every family, keep Use each row's status, or choose Import everyone as a stage to put the whole file there.
4. Press Check the file. The preview shows the new families and the families already in Nurtra it will update, with what changes for each. Then import.

• New families come in at the row's status. A row with no status is a new lead.
• Families already in Nurtra (the same parent email or phone) are updated, not duplicated. The child is matched by name or date of birth, and moves to the row's status. A child the family doesn't have yet is added to it.
• Nothing already on a family's record is overwritten. The file only fills in what's missing, such as a phone number, the second parent, or a child's date of birth, gender or additional needs.
• Columns the template keeps, such as the address or the offer accepted date, are written on the family's notes once, however often you import the file.
• No template for your file? Ask Nurtra support to set one up from an example.

Updated 2026-11-06 · nurtra.ai