KENYA · GUIDE 0537 · EDITION 4.2
Lead enquiry tracking setup in Kenya: Registration and Activity Checks
Define the activity that authorities need to assess
Set up a simple enquiry register with a client-approved follow-up process.
Set up enquiry tracking around the team's actual handover process, agreeing enquiry sources, responsible staff, status meanings, follow-up dates, and the minimum customer information worth retaining.
Describe that exact operation when checking requirements. State where the work takes place, whether customers enter the premises, who performs technical tasks and whether you manufacture, resell, deliver or coordinate the service. Requirements can change with these facts; a broad business category is not a complete permit determination.
Sector questions to investigate
- Assess ODPC registration requirements for the actual activity, including direct marketing; do not assume a small-size exemption.
- Document client permissions for account access and use of customer data.
- Check rights to photographs, music and other campaign assets before publication.
Keep registration separate from permission to operate
A registered business name does not itself establish approval of premises, products or professional work. Use the Business Registration Service to check the appropriate registration route. Ask the relevant county office which premises and trading checks apply to the actual activity. Confirm tax and invoicing obligations with KRA for your circumstances rather than copying another trader's treatment.
Prepare a written enquiry
| Information to provide | Business-specific starting point |
|---|---|
| Proposed output | Set up a simple enquiry register with a client-approved follow-up process. |
| Scope and exclusions | Set up enquiry tracking around the team's actual handover process, agreeing enquiry sources, responsible staff, status meanings, follow-up dates, and the minimum customer information worth retaining. |
| First operating step | Define the enquiry stages, minimum necessary fields and follow-up authority, then approve access and retention rules before using real customer information. |
| Quality and acceptance | Give staff fictional enquiries covering duplicates, missed calls, and a lost sale, then confirm they can assign ownership and find the next action without extra explanations. |
Add the county, location, premises arrangement, scale, equipment and responsible person's qualifications. Ask which authority handles an issue if it falls outside the first office's remit. Record the answer, reference link, date checked and any renewal or inspection condition. A guide's reference list is a route to verification, not an approval document.
Decide what must wait
Do not offer a regulated service or make a safety, accreditation or certification claim that you cannot substantiate. Resolve an unanswered prerequisite before accepting work that depends on it. A demand interview can often precede trading; a paid or physical trial still needs the appropriate permissions and safe arrangements.
A tracker becomes an unused spreadsheet when nobody owns follow-up or staff interpret the same status differently, making apparent enquiry totals unreliable for business decisions later.
No universal licence package, current fee or exemption is asserted here. The official links below support only their stated scope.
Prepare a precise activity enquiry
Describe this actual operating scope to the relevant authority or competent adviser: Fictional lead tracker ENQ-37 configures a spreadsheet for a furniture maker's twenty open enquiries. The example row reads E007, received 12 October, source 'shop visit', request 'two stools', owner 'sales desk', status 'awaiting dimensions', next action 'call customer by agreed date'. Output is an import-ready table, dropdowns, overdue-action view and one staff exercise. CRM sales automation, bulk marketing, credit scoring and guaranteed conversion are excluded. Customer contact details stay in an access-restricted client file rather than a public reporting sheet.
Use these operating details to make the enquiry specific:
| Detail to disclose | Why it can affect the answer |
|---|---|
| Client spreadsheet account - Owner-controlled shared file with appropriate editing permissions. | Explain the actual premises, scale, use and who will perform the task. Ask which current rule applies to these facts. |
| Status dictionary - Definitions for new, awaiting information, quoted, won, lost and closed duplicate. | Explain the actual premises, scale, use and who will perform the task. Ask which current rule applies to these facts. |
| Source export - Twenty authorised enquiry records with stable references. | Explain the actual premises, scale, use and who will perform the task. Ask which current rule applies to these facts. |
Keep the reply date, official source, exact activity facts and any conditions together. This is an enquiry preparation method, not a determination that a licence, exemption or fee applies. The earlier source dates do not mean legal requirements were rechecked today. Resolve these outstanding checks before relying on a broad business description:
- Actual enquiry data, lawful processing basis and staff workflow unverified.
- No conversion uplift or automated reminder is implemented by this example.