Your pipeline: stages, rules and automations
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Order your stages, choose where new leads start, decide who may move leads, and automate what happens next.
Your pipeline lives under Leads → Pipeline, for anyone whose role may manage the pipeline (Owner, Admin and Lead Manager to start with). Nothing on it changes how your leads behave until you change it.
Stages
- Each stage has a name, a colour, a Counts as setting (Open, Won or Lost) and an optional one-line description, shown when a stage is picked so a new teammate knows which to choose.
- Drag a stage to reorder it, or use its up and down arrows. Lists, pickers and the board follow the order.
- Rename a stage and every lead already in it moves with the new name.
- Stages from your industry's starting set can be renamed or switched off; stages you added can also be deleted. A stage that still has leads asks where they should go first.
Where new leads start
Mark one stage as the default. A new lead starts there when nothing else picks a stage: the lead form, imported rows with a blank status, web forms, the chatbot, WhatsApp and property enquiries. The default must be a stage that is switched on and counts as Open.
Rules for a stage
Every rule is optional. Without one, anyone who can edit a lead can move it to the stage, and nothing is asked.
- Who can move leads into the stage, and who can move them out: everyone, or only the roles and people you pick. For example, only managers may reopen a Won deal.
- What a move into the stage must include: a follow-up date, a note, a lost reason or a deal value. Picking the stage asks for exactly what is missing and saves it with the move. A deal value is never asked of someone whose role cannot see and edit deal values.
- Owners and anyone who manages the pipeline are never restricted, so a stuck lead can always be fixed.
- Someone who may not use a stage sees it with a lock and the reason, instead of an option that fails.
Automations
An automation says: when a lead moves from one stage (or any stage) into another, do these steps — up to five. Pick From, then Into, the way the move happens.
- Notify the assignee, their manager, the lead's watchers or people you pick. Only people who can see the lead are told, and never the person who moved it.
- Reassign the lead to a person, or to the current assignee's manager.
- Set the follow-up a number of days after the move, at a time in your company's time zone — optionally keeping a later follow-up the lead already has.
- Add watchers, or set the priority.
Automations run when someone moves a lead — not when a lead is created, and not when you empty a stage before deleting it. They never message your customer. Each one shows its recent runs and what it did, and every change it makes appears in the lead's activity.
Pipeline notifications arrive in the app and as push notifications. Their email is off until each person turns it on under Notifications → My settings.
Won and lost
- Won and Lost are what the dashboard and the Revenue report use, so a stage you rename keeps counting correctly.
- A workspace must keep at least one enabled Open, Won and Lost stage; the app refuses to switch off, recategorise or delete the last of any of them.
- Changing a stage from Open to Won (or back) updates the won and lost dates of the leads sitting in it.
- Lost leads are hidden from the default lead list; use the Outcome filter to see them.
Moving a lead into a Won stage records the date it was won. If the lead has no deal value yet, the app asks for one at that moment — you can skip it and add it later, unless the stage requires one.