Microsoft Excel Lead Tracker


Image of UserForm

Our Microsoft Excel Lead Tracker allows you to Instantly see where your best leads originate.


Excel Should Be Easy To Use


Our Excel Lead Tracker Application

Our Excel Lead Tracker application uses a custom Microsoft Excel UserForms graphical-user-interface to capture incoming leads as well as repeat clients, ultimately feeding an Interactive KPI Reporting & Analysis Excel Dashboard: Pivot Tables, Pivot Charts, w/ Slicers, interactive charts, and graphs included.


With our custom Excel Lead Tracker you can instantly see where your most important leads originate


With our custom UserForms based user interface you can instantly see where your most important leads originate. Probably one of the most important components for the continued success of your business, obtaining quality leads. If you are a web-based firm, conversions matter. Hence tracking matters.

Our Excel Lead Tracker allows you to capture actionable lead data quickly and accurately, providing transparency into your data; allowing you to quickly drill-down to see the raw details of exactly where your leads come from, all within a controlled environment, all based on your most important KPIs.

Our intuitive design and layout make accurately and quickly updating your data a breeze. The point-n-click interface of our “User Dashboard” translates to ease of use for the user and for senior management. This is a controlled environment with ease of use in its DNA. Point-Click-Done.

The output of the Excel Lead Tracking system, the reason for the system existing in the first place is powerful data visualization for ad hoc reporting and analysis of primary KPIs for decision making processes.

Pivot Tables and Pivot Charts are powerful data visualization tools, and they should be used for KPI analysis. Senior management love them and so should you. Pivot Tables are one of the components of our custom Excel Dashboards, along with dynamic Charts & Graphs.

Our custom Excel UserForms are 100% automated and they allow us to take advanced data visualization and analysis to new levels with this 100% custom, forms based, point-n-click graphical user interface, right in Excel, nothing new to learn, just point-n-click.

Our custom Excel Lead KPI Tracker will allow your organization to understand what your lead/Client data is telling you. Conversions matter, make informed business decisions.


Image of Excel UserForms over Pivot Tables and Pivot Charts

Excel UserForms create the custom GUI for the application, add Data Visualization and now you have power.


Our Custom Excel Lead Tracker Application Details:

Interactive Excel Dashboards w/ Pivot Tables, Pivot Charts, Dynamic Graphs, Advanced Filters, Slicers, Timelines, Macros and Conditional Formatting, all in a Point-and-Click GUI – A Microsoft Excel UserForms based application, for power, simplicity, and ease of use. No Excel user experience necessary.


How the Excel Lead Tracker Works ( Process Overview ):

You have a new incoming lead, use the Excel Lead Tracker to capture that information.

  1. Open the Excel Lead Tracker application:
    1. The Excel file opens with the Main UserForm loaded, front and center, ready to go.
  2. To add a new record, click the “Add Record” button, a UserForm loads to add a new record.
    1. The UserForm opens, and the cursor goes to first field on the form, auto-populated to today’s date.
      1. Enter your data. Repeat for each field in the form.
      2. I recommend that you choose to use the keyboard for data entry, avoiding the mouse all together.
      3. Use the Tab key to go from field to field, as you do, hit the first letter of the selection you want to make, and hit the Tab key, that will go to the next field on the UserForm, thus entering the choice.
      4. For example, to select “Programming” from the ServiceLine ComboBox, simply hit the letter “P” and then hit the Tab key to complete the selection. No need to type the entire word “Programming”, no need to touch the mouse; speed is the key.
      5. You can also choose to use the Mouse, and manually select an item from the ComboBox, using the Dropdown list.
      6. Do this through all fields on the form. Data entry should take far less than a minute per lead.
      7. You can enter another record, or save the record, close the form, and view the Excel data visualization dashboard.
      8. Hit the “Save Record” button. Your work is complete.
  3. The UserForm goes away, the Excel Dashboard ( Pivot Table, Pivot Chart, and Graphs, all w/ Slicers ) opens, all of your data is present, all is up to date, nothing more for you to do, you can now instantly analyze your data, and visually understand the exact source and quality of your leads.
    1. Add advanced Filters, Conditional Formatting, Lists, Inputs Sheet, and VBA/Macros, taking it all to the next level of ease of use combined with speed and power for an enjoyable working experience. An intuitive graphical user interface. A Smarter Microsoft Solution.
  4. The vba code will update the Excel table(s), the Pivot Tables, Pivot Charts, Graphs, and Dashboard for the user; all you need to do is enter the data via the Excel UserForm.
  5. It is that simple, it takes seconds to enter a new record, maybe 15, without the risk of data issues that result from free-form data entry ( Duplicates, typos, spelling errors, etc. ). The Lists and the controlled data entry make a huge difference in data reliability.


Image of UserForm, closeup, for data entry.

Microsoft Excel UserForms use of drop-downs makes data entry a snap.


Things you will want to we consider when you want to build an Excel Lead Tracker:

  1. The key is to enter a limited number of KPIs in short order.
  2. Determine what attributes / data points / columns you need to track.
    1. Take your time, this is the most important step of the process.
    2. Don’t track too many, just the main KPI’s that you need to monitor.
  3. The point is to instantly see where the top leads are coming from. Little more.
  4. You can add sheets to add other data, calculations, details, to the file as needed.
  5. Not all the tracked fields will be used in the Pivot Table or Pivot Chart. Example, their stated need nor search term will not be in the Pivot Tables/Charts, but both are very meaningful for SEO/SEM.
    1. For example, for our Excel Lead Tracker the main focus is on the KPI’s which identity which websites brought in the leads, what service-line did the lead need help with, which application(s) are they working in, and what is their location.
      1. These KPIs will tell us where our most important leads are coming from.
  6. Base your KPI Tracker on Excel Lists. Appy Dynamic Named Ranges to all Lists. For data accuracy, use Excel Lists, do not type KPI data; do not pollute your data pool with incorrect data.
  7. Your Lists will feed both on-sheet Validation Controls and UserForm ComboBoxes to restrict data entry on KPI fields, to pre-selected choices. You do not want data issues ( California, Calif, CA ).
  8. Determine which primary KPI fields will you want to have Sliders and Filters on.
  9. Determine if you want to add the TimeLine feature for visual time selection.
  10. Determine what macros you will need to run and update the application.
  11. How will you edit an existing record if you do not have access to the individual worksheets?
    1. We have a UserForm to revise an existing record.
      1. Everything should be UserForm based.
  12. Hide the worksheets as Very Hidden, lock down the application.
  13. The user sees the UserForms and the Data Visualization Dashboard, that is it.
  14. Make it an automated system. Use VBA/Macros to run the file.
  15. Protect your data, enforce data integrity, control your user, focus on ease of use.


Image of Excel tab with data.

Data sheet will house the primary KPI data, originates in UserForm.


What fields in total do you want to track in your Lead Tracker – KPI Tracking – Suggested (Possible) Fields.

  1. Record ID ( Auto Generated )
  2. Date ( Contact date: month, year, quarter, etc. )
  3. Contact ( Full Name )
  4. Contact Method ( Phone, E-Mail, Contact Form, Chat, LinkedIn, Social Media, etc. )
  5. Contact Info ( Company, Title, Address, Email, Phones, Social Media, etc. )
  6. Location ( Street Address, Country, State, City, County, Region, etc. )
  7. Lead Type ( Existing Client, New Lead, Repeat Lead, Returning Lead, etc. )
  8. Lead Source ( Website A, Website B, LinkedIn, Referral, Existing Client, E-Mail Blast, etc. )
  9. Other useful information ( Text based, KPI related ). Example, Search Term.


Image of Userform data entry forms

Closeup look at UserForm data entry fields. Control what data is entered into the system, as it is entered.



Lists w/ Dynamic Named Ranges:

Do you want to control what the user enters for a particular field, to avoid duplicates, to avoid data issues, etc.? If you do, Excel Lists are you for. When it comes to typing data, people can be creative, and that creativity causes your Excel file serious issues. Consider this, California, Calif and CA are not the same word, but they refer to the same state. Make sure the user has one pre-determined choice to select and that you program Excel to control that choice.

Whatever is in the Excel List will appear in the Drop-Down lists ( Validation Controls, ListBoxes, ComboBoxes ). No empty rows will be seen, no records will be left off the bottom of the list, only valid items will be displayed.

Lists Tab in worksheet: Have a special tab in the file, set as Very Hidden, to house “Lists” and their data. Always protect the tab. Pre-populate your lists as much as possible. Allow the Excel UserForms to edit those Excel Lists.




Image of lists tab, with Dynamic Named Ranges on it.

Excel Lists, with Dynamic Named Ranges are the way to go.



Why use Excel UserForms when you could just type the data into cells in the Excel worksheet?

  1. UserForms allow you to create a Windows type GUI, right in Excel, point-n-click application.
  2. UserForms allow anyone, without any level of experience or knowledge of Excel, to run your Excel applications; You do not need to know how to work in Excel to use a UserForm.
  3. Excel UserForms are very similar to Access Forms, “User Dashboards” to run the applications.
  4. UserForms are Data-Restricted, Data Entry Tools. User Dashboard designed for speed and accuracy.
  5. Completely control manual data input; define & restrict data entry. Use KPI Lists as data source.
  6. Completely automate workflow, reduce effort through automation and integration; work smarter, not longer. The interface, the automation via macros, that is what makes the difference. Smarter Microsoft Solutions.
  7. Data validation, data scrubbing, data management, before the data is submitted, that is the key to clean, duplicate-free data. UserForms make that a snap; control the data.
  8. Performance and power come via the UserForm Controls and the VBA/Macros, behind the scenes. Don’t type; select.
  9. You can type “Programmer” or type “P”, which is faster? Both make the same selection.
  10. Use the Tab key to bounce from field to field, speeds data entry.
  11. An Excel UserForm is the “User Dashboard” for the application and its purpose is ease of use.
  12. Ease of use, point-n-click graphical user interface makes it an intuitive experience.
  13. Efficiency is the key, allow the computer to do the heavy lifting, in hyper-speed. Get more done, in a fraction of the time. Work smarter, not longer, not more frustrated and stressed.
  14. When you want to have a non-Excel user or an Excel beginner, to be able to run your complex Excel applications, use Excel UserForms.
  15. Workbook/Worksheet Protection allows you to secure the data, to ensure accuracy. A UserForm takes that to the next level; this is not an on sheet ComboBox; UserForms lock it down.
  16. UserForms are great for workbook navigation; make Excel a data visualization and presentation tool. Instantly go from this Pivot Table to this Dashboard, to this set of graphs, and back again.



About our Microsoft Excel Lead Tracker UserForms:

  1. Microsoft Excel UserForms are the custom Graphical User Interface (GUI) used for our Leads Tracker application. We use several different UserForms in our application.
  2. Main UserForm to open when the file opens. Provides access to other UserForms, based on need.
  3. All interaction in our Excel Lead Tracker application is via the custom Excel UserForms. This is a 100% custom, programmable Graphical User Interface.
  4. Think of an Excel UserForm as a User Dashboard, where the user interacts with the application.
  5. Instead of using “On-Sheet Controls” ( Command Buttons, ListBoxes, Validation Controls, etc. ), which can be problematic, we use UserForm Controls (ComboBox, Command Button, Toggle, Text, etc.) to better control the user and the environment.
  6. Our UserForms allow us to be able to add a new record quickly, but also to revise/edit an existing record, all within Excel UserForms.
  7. Our UserForms control what our Pivot Tables and Pivot Charts display, and they take you to them.
  8. Our UserForms allow edits to the items in the custom KPI Lists, the lists that feed the UserForm fields.
  9. UserForms will allow you to update reports and analysis, all via the UserForms interface.
  10. UserForm will allow you to print and distribute reports via the network, email, etc.
  11. UserForms make the user’s effort a point-n-click activity, one where the computer does the heavy lifting, for speed, ease of use and accuracy.
  12. UserForms, User Dashboard, a Smarter Microsoft Solution.


Custom Microsoft Excel Dashboards for Reporting, Analysis and Decision Making


  1. Excel Pivot Tables – The most amazing presentation tool in Microsoft Excel, a KPI analysis tool.
  2. Pivot Charts – Charts tell the tale; the Slicers allow for interactive Ad Hoc analysis.
  3. Charts and Graphs – Dynamic and Interactive.
  4. Slicers, Timelines, Advanced Filters, drill-down deep into the details.




Image of Excel Lead Tracker Dashboard, user interface

Excel Lead Tracker Data Visualization Dashboard



  1. Additional UserForms
  2. Tables
  3. Reports
  4. Analysis
  5. Conditional Functions
  6. Conditional Formatting
  7. Anything and everything automated via VBA/Macros
  8. Point-n-click data visualization and analysis package
  9. Inputs Tab on worksheet for user-based inputs



Possible additional components of the application:


Other Considerations:

  1. Archive the records for data integrity reasons, before a record is revised
  2. Apply workbook protection
  3. Hide sheets as Very Hidden
  4. Do not allow the user access to the individual worksheets
  5. Restrict the user to the UserForm ad Dashboard Interfaces.


Using custom Excel UserForms for a Microsoft Excel based Lead Tracker just makes sense. It allows for amazingly fast data entry, just seconds per lead. It guarantees data integrity via restricted and controlled data entry, via Excel Lists. It controls what the user sees, and how they see it. This is a data entry, analysis, and presentation tool.


Code ( VBA, Macros ) in the file is used to run the entire process, to open the UserForms, to update the data tables and to control what the user can and cannot do, and to determine how they do it. The automation allows anyone to quickly and easy update the data, create and interact with the reports and analysis, to easily allow the user to drill-down into the details, to see exactly where the best leads are coming from, etc.


Our Excel Lead Tracker is based on our “User Dashboard”, based on Excel UserForms.


The information above should give you enough information to create your own custom Excel Lead Tracker. If you would like to have a custom Excel Lead Tracker developed for your organization, or if you would like to have any work in Excel performed, or in Microsoft Office, SQL Server or Azure for that matter, please give us a call to discuss your needs live, so we may show you exactly how we may help you This is what we do, we are here to help, we employ the best consultants and programmers available.


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Contact us to have a custom Excel Lead Tracker built for your organization 877-392-3539