Pipeline stages

The pipeline is your kanban board for active jobs. Each card is a deal — a specific opportunity you’re working on for a customer. Stages are the columns that deals move through, left to right.

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Default stages

Out of the box: These are starting points. Most owners rename or reorder them within the first week to match their actual workflow.

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Customize stages

Settings → Pipeline → Stages:

• Add new stages
• Rename existing ones
• Reorder by drag-and-drop
• Recolor — the color shows on the kanban card and badges throughout the app
• Delete stages — deals in deleted stages fall back to the previous stage

A few example customizations:

• Trades / contractors: Lead → Site Visit → Quoted → Booked → On Site → Completed → Cancelled
• Property management: Inquiry → Application → Lease Signed → Move-In → Active Tenant → Move-Out
• Cleaning / recurring: Lead → First Clean → Recurring → Paused → Cancelled

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Stage colors

Stage colors are mostly cosmetic but they make the kanban scannable. Use:

• Cool colors (blue, purple) for “we’re working on it”
• Warm colors (yellow, orange) for “needs attention”
• Green for “done / good”
• Red / gray for “lost / closed”

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Stage transitions are tracked

Every time a deal moves between stages, we log the transition. This drives the Pipeline analytics dashboard — average time in each stage, conversion rates, where deals get stuck. More on analytics →

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Mapping form submissions to stages

A form can be configured to land its submissions in a specific starting stage. E.g., a “Quote request” form auto-creates a deal in the Lead stage; a “Repeat customer booking” form might skip straight to Booked. Configure in Forms → [form] → Pipeline integration → On-submit stage. This only applies to NEW contacts. Existing contacts who fill out a second form don’t get demoted back to an earlier stage.

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Auto-opening deals on new appointments

By default, every appointment the AI Receptionist books for a contact who isn’t already in the pipeline opens a fresh deal in the Booked stage. The card title is the service name when the AI Receptionist captured one (e.g., “Drain cleaning”), or “New appointment” otherwise — you can rename it anytime. The duplicate guard means you won’t get a second card when:

• The customer already has an open (in-flight) deal — that one stays the source of truth.
• The AI Receptionist books a follow-up appointment as part of a job that’s already in your pipeline.

A new deal does open when the customer’s previous deal is Completed or Lost — that’s a fresh job, not a continuation. Turn it off in Settings → Pipeline → Auto-open deals. Recurring-service businesses (weekly cleaning, monthly retainer, subscription) usually want it off so a regular visit doesn’t generate a new card every time.

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Required fields per stage (advanced)

We don’t currently enforce required fields per stage — a deal can move to Booked without an appointment date set, even if that doesn’t make sense logically. On the roadmap.

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