Pipeline

Overview#

The Pipeline is a kanban board that tracks every lead from first contact to a closed deal. Every card is a lead, and every column is a stage that lead passes through on the way to closing.

Each card carries the contact, their source, deal value, owner, and whether Gene is working the conversation. You drag a card from one stage to the next as the deal progresses, and the header tallies how many opportunities are currently in view.

Stages#

Every pipeline has the same shape:

1. Three locked AI stages: Contacting, Qualification, and Handover. Gene works leads through these. Handover is where Gene's job ends and your team takes over.
2. Your own stages after Handover: Selection and Offer by default, fully editable. You can rename, reorder, add to, and delete them.
3. A locked Won stage at the end.

The exception is a pipeline Gene's team brought over from your old CRM as its own board: it keeps exactly the stages it had there, with no locked stages added.

Stages are defined per pipeline, and the board shows them in their saved order with their saved colors. Abandoned and Lost are statuses, not stages (see Lead status), so there is no Lost column.

To change stages or create more pipelines, go to Settings > Pipelines. See Pipelines.

Lead status#

Besides its stage, a lead also has a status:

Abandoned and lost leads keep the stage where they dropped off, so you can always see where deals stall. The status filter in the header narrows the board.

What you can do#

Find deals#

• Filter by status (header dropdown): All, Open, Abandoned, Lost. The board opens on Open; choose All to see closed leads as well.
• Switch pipeline (header dropdown): pick a pipeline, start a New pipeline, or follow "Manage pipelines" to Settings.
• Filter by owner (people picker in the header): show only the deals of the team members you pick.
  • Managers get it, and so does anyone else who sees the whole team's leads (assistants by default).
  • Someone whose Restrict lead visibility switch is on (agents by default) sees only their own leads, so they get no picker.
  • A manager sets the switch per person in Team.
• Search (header): type to filter cards by contact name. The search is kept in the page address, so a reload or a shared link keeps it.
• Expand a busy column (Show N more): columns render up to 100 cards; this button reveals the rest.

Add and move deals#

• Add (header): opens the New opportunity dialog with a stage selector, where you pick a contact, choose the stage, and optionally set a value.
• Add to a specific stage (dashed Add button at the bottom of any column): opens the same dialog pre-set to that column's stage.
• Drag a card between columns: moves the lead to the new stage.
  • The change saves immediately.
  • Dragging into Won records the win. Dragging a won deal back into the funnel reopens it.
• Select several deals (Select in the header on a computer, or Select all on a column): every card shows a checkbox and a click ticks it.
  • Drag any ticked card and the whole selection moves to that stage at once.
  • A bar along the bottom of the board offers Move to stage, Move to pipeline, Abandon, Lost, and Clear.
  • See Bulk actions for the details.

Work a single deal#

• Open a card (click): opens the lead's full editable details, plus status actions: Mark abandoned, Mark lost (asks for a reason), or Reopen.
  • Everything in that panel is listed under Lead details, and the reasons you can give under Lost-reason dialog.

When Gene marks a lead abandoned#

Gene marks a lead Abandoned in two cases:

• When it sends its final follow-up to a lead who has stopped replying.
• When an open lead Gene is on goes 30 days without a reply, in any stage except Won. You can change the number of days in AI > Conversion > Follow-ups under Mark as abandoned.

Leads with Gene switched off stay open until someone on your team closes them. This rule never closes a lead you imported from another CRM.

Abandoned is not the end: when an abandoned lead messages again, they come back as Open in the same stage automatically. Lost stays lost until a human reopens it.

Tips#

• Every card shows a Gene indicator: lit when Gene replies and follows up with that lead, dimmed when Gene is off for them.
• The first three stages and Won are fixed; everything between Handover and Won is yours to shape in Settings > Pipelines.

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Details#

Everything on the Pipeline board and the Pipeline activity log, for when you need to look something up: every control, card field and dialog, plus the rules Gene follows when it moves leads.

Header controls, left to right#

• Title "Pipeline".
• Pipeline switcher (dropdown): lists each pipeline by name with a help tooltip per entry, plus New pipeline and a "Manage pipelines" link to Settings > Pipelines.
• Opportunity count: "N opportunities", reflecting the currently filtered set, with "(N open)" when some are closed and the total open value.
• Status filter (dropdown): All, Open, Abandoned, Lost. Opens on Open.
• People picker: narrows the board to the deals of the team members you pick.
  • Shown to managers, plus agents and assistants whose Restrict lead visibility switch is off (the default for assistants).
  • Anyone with the switch on (agents by default) sees only their own deals and gets no picker.
• Search field: filters cards by contact name (first and last). Kept in the page address, so it survives reloads.
• Select (pill, on a computer): turns on select mode, where every card shows its checkbox and a click ticks it. The pill reads Done while select mode is on; click it to leave.
• Add (pill): opens the New opportunity dialog with a stage selector.

The selected pipeline is also kept in the page address and remembered in the browser.

Board#

One column per stage, in stage order. Each column header has two lines:

• A colored dot (the stage's color) and the stage name, on its own line. Long names wrap to a second line before they truncate; the full name is on hover.
• Underneath: the card count for that column ("5 of 6" when some cards are closed) and the summed value of its open cards.
• Select all (on hover, and always shown while a selection is live): selects every card in the column for a bulk action. Click again (Clear) to deselect the column.

At the bottom of every column is a dashed Add button that opens the New opportunity dialog pre-set to that stage. Columns render up to 100 cards; a Show N more button reveals the remainder.

After the last column, a dashed Add stage button opens the New stage dialog. The new stage is added after Handover, before Won, and you can rename, recolor, or reorder it any time in Settings > Pipelines.

Card fields#

Each card is a contact placed in the pipeline. It shows:

• Contact name (falls back to the formatted phone number, then "Unnamed lead").
• Closed badge when the deal is closed, with a sub-label of Won, Lost, or Abandoned.
  • A lost card also shows its lost reason: No budget, No need or Asked not to be contacted when someone on your team picked it, Asked not to be contacted, Undeliverable or No response when Gene marked it lost, or Unresponsive on a deal lost before that reason was retired.
  • Won cards tint green, lost/abandoned cards tint red.
• Temperature icon (Hot, Warm, or Cold) when the contact has one, with a tooltip.
• Owner avatar (top right): the assigned team member. When the workspace has exactly one human user, every card falls back to that user's avatar.
• Source row: the lead's source as a friendly label (see Source labels).
• Value row: the deal's headline value (see Card value).
• AI indicator (always shown): green "AI" when Gene's agent is on for that conversation, dimmed "AI off" when off.
• Follow-ups badge: shown when automatic follow-ups are on (and AI is on).
• Role label: when the AI has tagged a role (client, buyer, renter, or lister).
• Task and note counts: a checkbox icon with the task count and a sticky-note icon with the note count, when either is present.
• Field lines: the filled values of your opportunity fields, then of any custom contact field switched to Also show on the opportunity card, each as its name and value, up to 4 lines (2 on a phone, on one line). Empty fields, and fields in a hidden folder, are left off. Both are set in Settings > Data & Fields (see Contact and opportunity fields).

Source labels#

Raw source values map to friendly labels: Meta Ads, Google Ads, Website Form, WhatsApp, Manual, API, Telegram, Referral, Instagram, TikTok, Facebook, LinkedIn, YouTube. Any WhatsApp variant reads simply "WhatsApp". Unrecognized sources are title-cased. A contact brought over by a Transfer shows the source the old CRM had for it, such as "JamesEdition", rather than "Gene 2.0" or "GoHighLevel".

Card value#

The headline value on a card is the deal value if set, otherwise the contact's budget max, otherwise budget min, otherwise 0. Formatted as USD by default, or Rupiah (Rp) when the currency is IDR.

Drag and drop#

• Dragging a card to another column moves the lead to that stage and saves immediately.
• Dragging a card that is part of a selection moves every selected card to the stage you drop on, with an "N deals" badge on the card while you drag.
  • The cards land in the new column straight away and save after.
  • If the save fails, the board puts them back.

Bulk actions#

To start a selection, click Select in the header, hover a card and tick its checkbox, or use a column's Select all.

While anything is selected, clicking a card adds or removes it, and a bar docked along the bottom edge of the board offers:

• Move to stage: moves every selected card to a stage in this pipeline.
• Move to pipeline: moves every selected card to a stage of another pipeline (shown when the workspace has more than one).
• Abandon and Lost (with a reason), and Clear to drop the selection.

A bulk move does exactly what dragging each card would:

• A move into Won marks the deal won.
• A won deal moved back into the funnel reopens.
• Each moved card gets an activity entry, and the stage's tasks when it is a team stage.
• Cards already in the chosen stage are left alone.
• Any card you are not allowed to move is skipped and counted in the confirmation.

The AI sidebar can do the same in one step, for example "move everyone in Contacting to Qualification": it shows one confirmation card for the whole move and applies the same rules to every deal. It reassigns deals the same way: "assign all deals to Nick" gives every open deal to Nick in one confirmation, and you can name won, lost or abandoned deals, a pipeline, a stage or the current owner to narrow it.

Card click#

Clicking a card (outside select mode) opens the lead's details in a centered panel. Hovering a card prefetches its profile.

Popups and drawers#

New opportunity dialog#

Reached from the header Add button (with stage selector) or a column's dashed Add button (stage preset). Fields:

• Stage (select, required): shown only in the header version; lists all stages.
• Contact (required): type-ahead search (minimum two characters), returns up to five matches; pick one, or Change to swap it.
• Value (USD) (number, optional).

Submit button Add opportunity. Places the contact in the pipeline at the chosen stage, with status "open" and the value you entered.

A contact has one opportunity. Pick a contact that is already on the pipeline and an orange note says so (for example "Sarah Lee already has an opportunity in Qualification."), and the button becomes Move existing opportunity: continuing moves that opportunity to the chosen stage instead of creating a second one.

If the workspace renamed opportunities (Settings > Data & Fields > Opportunities > Details), the dialog title, note, button and the count next to the board's title use that name, for example New deal and Add deal.

Lost-reason dialog#

Opens from Mark lost in the lead details. Title "Why was this deal lost?". Pick the reason that fits best, since it feeds the pipeline reports. A single-choice list with exactly these options:

• No budget
• No need
• Asked not to be contacted

There is no "Unresponsive": a lead who stops replying is Abandoned, not Lost, so use Mark abandoned for them.

Picking Asked not to be contacted also turns on Do not contact for the contact, so they are left out of Push this project, Reactivation and every other outreach from then on. Reopening the deal does not switch it off; do that on the contact's Do not contact switch.

Buttons: Cancel and Mark as lost (disabled until a reason is picked; saves the status with the reason). The lead keeps its stage and shows a Closed badge with the reason. The bulk bar's Lost menu asks for the reason the same way, as a list, and the contact page asks the same question when you move a deal to a Lost stage.

Lead details#

Opens on card click. It holds:

• The lead's name as the title. Hover it and click the pencil to rename the lead: the new name saves as you type, with a Saving... / Saved marker beside it, and Enter, Esc or clicking away closes the box. A lead cannot lose its name, so an empty box keeps the old one.
• The lead's full, inline-editable contact details. It is the same panel as the Details tab of the contact page, so every field saves on its own. That includes the Do not contact switch (see Do not contact).
• An Opportunity section with every shown opportunity field (Settings > Data & Fields > Opportunities > Fields), editable in place, with a + between fields to add one. Fields in a folder sit under the folder's name, and a hidden folder's fields are left off (see Folders). A folder can't be hidden here; a folder hidden earlier is listed under N hidden folders below the fields, with Show, which brings the folder back for the whole workspace (the same as its Hidden button in Settings > Data & Fields > Opportunities > Fields). Field names are changed in Settings > Data & Fields, not here. It only shows once the workspace has opportunity fields. With more than 8, each folder shows its filled fields and its name opens the rest (it reads "3 of 16", filled of total), and the folders with nothing filled in sit under one N more folders line at the end; without folders, it shows the filled ones topped up to 8, and one Show all N fields opens the rest (see Many fields).
• A link to their conversation.
• A Status block: Move to Won, Mark abandoned and Mark lost (asks for a reason) on an open deal, or Reopen on a closed one.
• Remove from pipeline (asks to confirm).
• Deals in (followed by the CRM's name), for a contact imported from another CRM where they held several deals. Gene keeps one card per person, so this list shows the deals the contact held before the move, each with its stage, status and date.

Filters, sorts and views#

• The board opens on Open deals. The status dropdown switches to Abandoned, Lost, or All to see everything. Closed deals keep the stage where they stopped, with a Closed badge.
• Won deals are the cards in the Won column.
• The people picker narrows to chosen owners, and the header Search field matches the contact's first and last name.
• The count of opportunities sits next to the title, with how many are open and their total value.

Automatic stage moves#

Gene advances leads automatically by fixed rules (you never have to drag). Gene does not pick stages itself, with one exception: it can move a lead to another pipeline that you described in Settings > Pipelines.

• A new lead lands in Contacting.
• The first time the lead replies, they move to Qualification.
• Someone who got one of your email campaigns and replies lands on your sales pipeline's Qualification stage even when Gene is switched off for them, so cold outreach needs no pipeline of its own. This only places people who are not on a board yet: a contact already on a pipeline stays where it is.
• When an appointment is booked, the lead moves to Handover. Gene switches itself off for that conversation (handover), and the assigned salesperson is notified (in-app and by email unless they changed it in Settings > Notifications).
• On a team stage with Move to the next stage when all tasks are done turned on (Stage tasks), completing the stage's last open task moves the lead to the next stage of its pipeline. When that next stage is Won, the deal is marked won.

You can still move any card manually. These automatic moves only ever move a lead forward from its current stage:

• A deal someone already moved past Handover keeps its stage when a meeting is booked.
• A won, lost or abandoned deal is never moved or reopened by them.

Pipeline roles#

When a workspace has more than one pipeline, each carries a role shown in the switcher tooltip:

• AI client pipeline (client): Gene's AI flow. Inbound leads land in Contacting and Gene works them through Qualification to Handover, where your team takes over. Those three stages are locked; the stages after Handover are yours.
• Listing: sellers and property owners ready to list; a human picks them up after handover. Stages editable.
• Agent: real-estate agents to place inventory with, tracked through onboarding. Stages editable.
• Custom client: your own client tracking, fully editable, no automated routing.
• Default: a custom pipeline with no automated routing.

Deal statuses#

How each lead status shows on a card:

• Open: active on the board.
• Won: marked won (tints green, "Closed · Won").
• Lost: marked lost with a reason (tints red, "Closed · Lost · {reason}").
• Abandoned: closed without a win or an explicit loss ("Closed · Abandoned").

Activity log#

The Pipeline activity log is its own page, Pipeline > Activity (search "pipeline activity" in the command palette to reach it). It is a table of audit events for opportunities, newest first, capped at the 100 most recent.

Viewing the log requires the Manager role; without it the page shows an error.

Columns:

• Action: a colored badge: Created (green), Updated (blue), Deleted (red), or Stage created.
• Opportunity: the opportunity's short id, linking back into the pipeline.
• By: the actor (a team member, "System", or "Unknown"), with avatar.
• When: relative time ("Just now", "Nm ago", "Nh ago", "Nd ago", then a date).

A back button returns to the Pipeline, and a count of events sits beside the title.

Every stage move, status change, and edit on an opportunity is logged here for the whole team. Before the first one, the page reads "No pipeline activity yet".