Pipeline and stages
Every buyer and renter, from the first message to the closed deal, on one board.
The CRM has 4 sections: Pipeline, Contacts, Viewings and Tasks. This page covers the pipeline.
Each lead in the pipeline is one property request from a person (a contact). The same person can have more than one request, say an apartment to live in and a shop to invest in.
Stages
| Stage | Meaning | Who moves it there |
|---|---|---|
| New | Added, nobody has talked to them yet | You |
| Qualifying | The agent (or your team) is collecting the request | The agent, as soon as it starts collecting details |
| Qualified | All qualification fields are collected | The agent when it qualifies the lead, or you |
| Viewing | A viewing is requested or booked | Automatic with the first viewing request or booking, or you |
| Negotiation | You're negotiating price or terms | You |
| Won | The deal is done: Reserved, Sold or Rented | You |
| Lost | The lead was lost | You |
Stages never move backwards on their own: a lead in Negotiation that asks for a second viewing stays in Negotiation.
Move a lead
- Board: drag the card to the new column ("Drop here"), or use Move to from the card's menu.
- Lead page: change the Pipeline stage.
Choosing Won asks "How was this lead won?": pick Reserved, Sold or Rented → Mark as won. Choosing Lost asks "Why was this lead lost?". The reason is optional but helps the team learn, e.g. "budget too low" or "bought elsewhere" → Mark as lost.
Every move is logged in the lead's activity ("Moved from … to …").
Won? Create the deal
A Won lead shows a Create deal button to record the final price, commission and payments. Deals are part of the Growth and Pro plans. Deals
Board and list
- Board: one column per stage, each showing its lead count and the total Estimated value. On phones you always get the list.
- List: a table with Client, Stage, Score, Looking for, Areas, Budget, Owner and Updated. Click a column to sort by it.
Search and filter
- Search: "Search name, phone or area".
- Stage, Score (Hot, Warm, Cold, or Not scored), Assigned to (Assigned to me, Unassigned or a teammate) and Source (WhatsApp, Instagram, Website, Walk-in, Referral…).
- Clear filters resets everything.
Add a lead by hand
A client called or walked into the office?
- Click New lead.
- Choose Existing contact and search by name or phone, or New contact and fill in their details.
- Click Create lead, then complete the property request.
What sales agents see
Sales agents only see leads that have been qualified (Qualified and later), and can move them between Qualified, Viewing, Negotiation, Won and Lost. They can't add or delete leads, and don't see New or Qualifying. Roles