How to Create a Tracking System for Your MLM Leads

Today, I want to talk about creating a tracking system for your MLM Leads.

I should start out by telling you that I am not always the most organized guy in the world (just ask my wife). However, when it comes to my businesses, I am meticulous with the paperwork and numbers. I’m a big believer in systems and spreadsheets. It just makes life easier to be organized.

As a smart network marketer, you need some type of tracking system for your MLM Leads. No, it doesn’t have to be complicated or internet based. It doesn’t have to be done on your computer, tablet, or smart phone. It doesn’t have to be color coded or alphabetized.

What matters most is that you pick a simple tracking system you are comfortable with that works for you.

How to Create a Tracking System for Your MLM Leads

My Tracking System for My MLM Leads

I like to use a simple MS Excel Spreadsheet. If you are just getting started in the business, I suggest you do the same thing. Here’s what you should do.

The first step is to decide what information you want to track. I would keep track of the name, email and phone number, at a bare bones minimum.  Here are some of the things that I like to track:

  • Name
  • Email
  • Phone
  • Address
  • Date Last Contacted
  • Dated Attended Webinar
  • Dated Attended Conference Call
  • Dated Attended 3-Way Call with Upline
  • Any Additional Information You See Fit

All you need to do is create a Microsoft Excel Spreadsheet with these categories in the columns.  Whenever you get a new lead, you add them to your spreadsheet. Every time you follow-up with a lead or send them through another part of your follow-up process, you update your spreadsheet.

What’s great about using this method is that you have all of your leads in one place. In addition to that, you can look at your spreadsheet at any given time and know exactly where your leads are in the follow-up process.

This is a lot more effective (and simpler) than keeping leads in your address book or index cards. By all means, you can purchase an expensive CRM program to do this for you, but I don’t think it’s necessary.

Once again, what matters most is that you create a simple tracking system for your MLM Leads that works for you. Using an Excel Spreadsheet is probably the easiest way to get started because it is free and easy to do.

Your only responsibility is to keep this spreadsheet accessible at all times and keep it updated. If you can do that, you will be able to manage the lead flow in your business with ease.

Index Card System

Another way to track your MLM leads is to use an index card system. You can buy a pack of 100 index cards for $1 at any discount store.  You would also want to purchase an index card holder, or you could use a shoe box. The final thing you need to buy is monthly tabs. You want a pack of 12-monthly tabs, one for each month of the year.

Whenever you get a new lead, you fill out an index card with their information. You write down all of their contact information on the index card, what you talked about, and their interest level.

Once you do that, you file it away in your index card holder. If they are interested in learning more, keep their index card in the active leads tab and walk them through your entire recruiting process.

If the person is not interested in what you have to offer, file their index card away for six months from now, so you can follow-up with them again in six months. If you do this on a daily basis, you will never run out of leads.

Using an Auto-Responder

An auto-responder is a great way to automatically stay in touch with your leads, although it is a little bit limited. It manages all of your email leads for you. Uninterested people can unsubscribe from your email list whenever they want to.  As long as people stay subscribed, they will keep getting your emails at whatever frequency you set.

I personally use Aweber as my auto-responder of choice. I’ve used them for about 10-years now and really like their ease of use and high deliverability rates.

The only problem with just using an auto-responder is you don’t have anywhere to keep your prospect’s personal information, such as information about their hobbies, family, work experience, goals, or anything else you discussed.  Instead, you simply have their email.  You won’t have their phone number, address, interests, or list of things you talk about.

I suggest that EVERYONE uses an auto-responder, but I think it’s good to add  the personal touch and keep a spreadsheet or index card on each person as well.

The great thing about an auto-responder is that it sifts and sorts through your prospects for you and automatically weeds out all of the uninterested people and tire kickers.

Custom CRM Program

There are several CRM programs you can use to track leads. The first one that comes to mind is SalesForce. You can also do a quick GOOGLE search to find other alternatives.

A good CRM program lets you keep all of your contact’s information in one place, online, and it simplifies and automates your follow-up process. This should only be used by the serious network marketer. It does come with a monthly subscription fee, but I think the price is worth it if you are really serious about your business.

Stat Trak Pro

I use another program called Stat Trak Pro. This is one of my SECRET RESOURCES. I think it costs a one-time fee of about $30. This is where I keep all my mailing addresses so I can do mailing labels.  It also lets you store people’s email, phone number, notes from your conversation with them, etc.

Even better, it lets you create different lists. For example, you can keep a list of your personal customers, your personally sponsored distributors, your hot prospects, your leaders, etc. I’ve been using this software program for more than five years now and I really enjoy it.

You must get organized and have a systematic way to track your leads

The Bottom Line

The bottom line is that you need a simple and effective tracking system to manage your MLM Leads.  Your primary goal is to build a database and maintain it.  A good list of people who like, know and trust you is worth a LOT of money. Think about it this way for a minute.

If you talked to five people a day, every day, for five years, you would have a list of about 10,000 people. If you did a good job staying in touch with all of these people, you would never have to talk to anyone ever again about your products, services, or business opportunity.  You could build a dynasty just from this list!

What are your thoughts? What type of tracking system do you use for your MLM Leads?  Leave a comment below to let me know what you think. I look forward to hearing from you.

chuck holmes


Chuck Holmes
Network Marketing Professional (since 2002)
Author, Blogger, & Entrepreneur

P.S. Level up your life today! FREE resources to help you improve your health, finances, business, and relationships. I'll even give you FREE leads and a free business plan template. Learn more.

17 thoughts on “How to Create a Tracking System for Your MLM Leads”

  1. Implementing a system is very beneficial!

    I just started using Aweber and I love it. I like that I am able to see who has clicked, opened, unsubscribed, etc.

    I was spending so much time emailing, actually NOT REACHING people because my email system would not allow mass email. It was definitely a waste of time that could have been used to manage other parts of my business.

    I would definitely recommend that when you are able to get a tracking system and implement our systems in your business you will start to see your business grow or at least know where you need to improve.

  2. I have always been intimidated by the computer so it is nice to hear your thoughts on working with the spreadsheet. I have always kept up with mine with the file system but it is easy to let those slip through the cracks. You have given me the encouragement to start doing one! I really appreciate your knowledge and that you like to share. Thank you!

  3. I think this tracking system is great! I usually keep my list of contacts and note if and when I followed-up but I love the idea of planning subsequent follow ups and making each one progressively different. In theory by the time you get them on the phone with your sponsor they will be ready to join the team. I also like that by using progressive steps you don’t waist time sharing the business with people who are not ready or not really interested. Also because each follow up is different and gives a little more information, the lead won’t feel as if you keep sending them the same information or asking the same question.

    1. Yes, you definitely need a series of steps to walk your prospect through and you need a way to stay organized and track each lead. Using a tracking system is just a smart move.

  4. Great post!
    I think using some kind, any kind of system to track your leads is crucial. How else will you be able to follow up if you don’t have all of their information? And I personally love using spreadsheets! They are such a great way to stay organized. I’m going to utilize this for sure!

  5. I noticed that you did not have a mailing address down as part of the lead. I believe that when you are requesting information from people, you should attempt to attain their mailing address. This will allow you to send out a simple postcard, or even a free sample. Many businesses do not utilize the mail as much as they could. Where people will hang up a phone, they normally will look at all their mail. Just my opinion, but getting an address is wise.

  6. This is the system that I use and I have really benefited from it. The ease of locating leads on my list and being able to easily track where I am in the process with them has made my job a lot easier. Organization is a big part of the process because it helps you to assess what work you still need to do in order to reach specific goals. I love having that visual reference that I can always go back to at any given time to see where things stand with a specific person. Makes life just that much simpler.

  7. It is of utmost importance to keep a tracking system for your network marketing leads. I believe an Excel spreadsheet is the best way at first, but as you grow your business, a CRM program really may be a good investment.

    As I once was a top telemarketer for a nationwide home improvement company, one of the most difficult parts was keeping a good system of staying in contact with leads. You just cannot allow leads to grow cold, because if you do, the competition will grab them.

    You explained in a simple way how to keep track of your leads using Excel. Hopefully others will learn from this.

  8. Hello Chuck, Now this is some great advice my friend! I do use a Google Spreadsheet to keep track of all my leads and contacts, this is a great way to stay in touch as well.

    I to like to get a physical address as well as important dates such as Birthdays and such! I have learned all about appreciation marketing in 2014 and love this technique and know you do the same.

    I am looking forward to getting to know you better in 2015.. Thanks for sharing & Happy New Year!! Chery :))

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