Pipelines

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Overview

A pipeline is the ordered set of stages an opportunity travels through. Every pipeline has your own open stages plus two fixed system stages, Won and Lost, at the end. Run as many as you need (sales, bookings, projects), each with its own currency, value label and custom fields. Manage them under CRM → Opportunities → Pipelines (/pipelines), or from the board: click the pipeline name in the header and choose Customize pipeline.

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Before you start

Nothing to set up. Your workspace gets a default Sales Pipeline with the stages New Lead, Contacted, Qualified, Proposal, Won and Lost in USD. It also comes with five lost reasons: Too expensive, Chose competitor, Not ready, No response, Other.

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Create a pipeline

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Customize a pipeline

The Customize pipeline panel and the Pipelines page offer the same controls:

• Pipeline name and Description — edit in place.
• Value label — the name of the money field on cards, lists and dialogs, e.g. Deal value or Treatment value (up to 40 characters). Pick a preset or type your own; blank shows Value.
• Currency — applies to new opportunities; existing ones keep theirs.

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Add, rename and reorder stages

Click a name to rename · drag to reorder · ★ marks where new opportunities start.

• Add stage — type a name and press Enter. Up to 20 open stages; new ones go right before Won.
• Stage options (⋮) — Rename, Set as default (where new opportunities land) and Delete.
• Won and Lost are marked System stage: no rename, reorder or delete.

The board offers the same edits. Click a column title to rename, or use ⋮ for Move left, Move right, Set as default, Add automation (opens Workflows) and Delete. There is also an Add stage column at the end.

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Delete a stage

You can’t delete Won, Lost or the last open stage. If you delete the default stage, the first remaining open stage becomes the default.

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Add custom fields to a pipeline

Each pipeline’s Fields section lists its custom fields, tagged All pipelines or This pipeline. To manage fields you need to be an Owner, Admin or Manager. To fill in values you need to be able to edit opportunities. Read-only fields can’t be edited in the panel. Hide field is personal: it hides the field for you only, in this browser.

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Choose the default pipeline

Exactly one pipeline is the default. It receives opportunities created without a pipeline (for example by an AI Employee). On the Pipelines page, click Set as default on a row; the current one is tagged Default.

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Delete a pipeline

In Customize pipeline, click Delete pipeline. Only empty pipelines can be deleted, so move or delete their opportunities first. The last pipeline can’t be removed. Deleting the default makes another pipeline the default.

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Manage lost reasons

Lost reasons are shared by every pipeline and asked for whenever an opportunity is marked as lost. On the Pipelines page, use Lost reasons to Add reason, rename in place or delete. Deleting a reason only removes it from the list for future deals.

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Automate with workflows

A workflow is an automation that runs when something happens. In the Workflow builder: Triggers (what starts the workflow)

• Opportunity created — optionally one pipeline.
• Opportunity enters stage — a pipeline and one or more stages (none = any).
• Opportunity won — optionally one pipeline.
• Opportunity lost — optionally one pipeline and specific lost reasons.

They provide details you can use in later steps, such as Opportunity name, Opportunity value, New stage and Lost reason. Actions (what the workflow does)

• Create opportunity — pipeline, stage, Opportunity name template (default {{first_name}} {{last_name}}), Value, Source (default Automation), Owner (optional) and Skip when the contact already has an open opportunity here.
• Move opportunity — Move to a stage, with a lost reason when the target is Lost.
• Assign opportunity owner — Team members plus a Distribution: Round-robin (takes turns through the team) or Always the first member.
• Add next step — a Next step title such as Call {{first_name}}, Due in (days), and Assign to: The opportunity owner, A specific member or Nobody.

Actions use the opportunity that started the run. Otherwise they use the contact’s most recently updated open deal. If there is none, the step is skipped rather than failing.

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FAQ

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Troubleshooting