Managing deals and pipeline stages

The Kanban board

The Pipeline tab shows your deals as cards in columns — one column per stage. Drag a card between columns to move a deal forward (or backward) in your sales process.

Each card shows:

• Deal title
• Contact name
• Deal value (if set)
• How long the deal has been in its current stage
• A red outline if the deal is stale (see below)

Click any card to open the full deal editor.

Stale deals

Deals that sit too long in an open stage are highlighted with a red outline and a "stale" label. This helps your team spot enquiries that need follow-up before they go cold.

Default: 7 days in the same open stage.

Closed deals are never marked stale — once a deal is Closed Won or Closed Lost, the timer stops.

Change the stale threshold

1. On the Pipeline tab, click Stages (gear icon or stages button).
2. Set Highlight deals stuck in a stage after (days) to your preferred number (1–365).
3. Click Save.

Customizing pipeline stages

Your stages should match how your team actually sells. You can add, rename, reorder, recolor, or remove stages.

1. On the Pipeline tab, open Pipeline Stages.
2. For each stage:
   • Change the name to match your terminology
   • Pick a color for the column header
   • Use the arrows to reorder stages
   • Click the trash icon to remove a stage (must have at least one)
3. Click Add Stage to create a new one.
4. Click Save.

Things to know about stage changes

• Existing deals keep their current stage. If you remove a stage that still has deals on it, those deals need to be moved first.
• Some CRM automations reference specific stages (e.g. "Quoted Follow-up" watches the Quoted stage). If you rename or remove a watched stage, check your automations still make sense.
• The At Risk stage is used by the "Flag Stalled Quotes As At Risk" automation. If your pipeline doesn't include At Risk, that wizard won't appear.

Editing a deal

Click any deal card to open the editor. You can update:

Changes save immediately when you click Save.

Moving deals with automations

You don't have to drag every card by hand. CRM automations can move deals between stages automatically:

• Deposit confirms deal — moves to Confirmed when a deposit order completes
• Flag stalled quotes as at risk — moves Quoted deals to At Risk after a set number of days
• Quoted follow-up and Tentative reminder — send messages but don't change stages

See CRM automations and nurture for the full list.

Filtering and searching

Use the search box on the Pipeline tab to find deals by title or contact name. The board loads up to 500 deals at a time — for larger pipelines, use search to narrow down.

Troubleshooting