Track prospects in your pipeline
Add someone to your pipeline when they reach out, move them along as things progress, and see what's likely to close this month.
A few minutes a week on your pipeline means nobody who reached out falls through the cracks. Here's how to add a prospect, move them forward and read the board.
Before you start
- Time: 2 minutes per prospect.
- You need: your stages set up. See Set up your client pipeline.
- The person should already be a contact so the deal links to their history. See Add a contact.
Add a prospect
- Go to Opportunities. Check Active Pipeline shows the right pipeline.
- Click Add Deal at the top right, or + Add Deal at the top of a stage column.
- Under Link to Contact, search by name, email or phone and pick the person.
- Fill in the required fields:
- Opportunity Name: for example "Dana R., 6-month coaching".
- Contact Name.
- Deal Value: what they'd pay if they say yes, like 1800.
- Stage: where they are now.
- Optional: Expected Close Date, Lead Source, Notes, and Assign To if a teammate owns this one.
- Click Create Deal.
Move a prospect forward
On the Opportunities board, drag the card to the next column when something changes: they book a call, you send a proposal, they sign. When they become a client, drag them to your Won stage. If it's a no, drag them to your Lost stage. Keeping the no's, rather than deleting them, keeps your win rate honest.
Pair each stage with a next step
When you move someone to "Proposal sent", add a task to follow up in three days. See Manage your tasks and follow-ups.
Read the board
| Card at the top | What it tells you |
|---|---|
| Pipeline | Total value of open deals. |
| Weighted | That value adjusted by each stage's win probability. A realistic forecast. |
| Win Rate | How many closed deals you won. |
| Avg Deal | Average value per deal. |
| Closing Soon | Deals with a close date this month. |
| Stale Deals | Deals unchanged for more than 14 days. Start your weekly review here. |
Each card shows the person, value, days in stage and close date. A red Overdue badge means the expected close date has passed. Update the date or the stage.
Use Search deals by name or company... and the filters above the board to narrow it. Switch between By Stage and Swimlanes to change the layout.
Update many deals at once
- Open the Bulk Actions tab.
- Tick the deals, or Select all opportunities.
- Choose Update Stage, Export Selected or Delete Selected.
- Under Quick Actions, Bulk Assign and Add Tags work on the deals you ticked. Export All downloads every deal, and Import CSV brings deals in from a file.
Delete Selected
The red Delete Selected button removes the deals. Moving them to your Lost stage keeps the history instead.
Check it worked
- The new card shows in the stage you chose, and the column total goes up.
- The deal shows on the person's contact page under the Deals tab.
If something's off
- Create Deal does nothing: fill in Opportunity Name, Contact Name, Deal Value and Stage.
- A deal is missing: check Active Pipeline, clear the search, and reset the filters above the board.
- The deal is linked to the wrong person: open it and check the contact. Duplicate contacts with similar names are the usual cause.
- Bulk Assign is greyed out: tick some deals first.