Pipelines

Pipelines is where you shape the stages your deals move through, Gene's checklist in its own stages, and the tasks created for your team in the others. It has two tabs: Stages and Stage tasks.

How a pipeline is built#

Every pipeline is built on the same skeleton:

1. Three locked AI stages first: Contacting, Qualification, Handover. These are the stages Gene works.
2. Then your own editable stages (Selection and Offer to start).
3. A locked Won stage at the end.

The standard stages are Contacting, Qualification, Handover, Selection, Offer, and Won.

The first three stages are Gene's runway. Contacting means Gene is reaching out, Qualification means the lead replied, Handover means Gene booked or handed the lead to your team. Everything after that is your sales process.

You can create as many pipelines as you need. Each new one starts with the same skeleton.

The one exception is a pipeline Gene's team brought over from your old CRM as its own board during a Transfer. It holds exactly the stages it had there, in the same order, with no locked AI stages and no Won added.

Stages tab#

Edit your stages#

• Stage row: each stage shows a color swatch (select to open a color picker), its name, and a switch in the Gene column. Stages run top to bottom in the order shown. A new color saves on its own once you stop picking, with a Saving... / Saved marker next to the swatch, or "Not saved. Try again" if it did not save.
• Custom stages: click the name to rename it, and drag the handle to reorder.
• Locked stages (the AI head and Won) show a lock instead of a drag handle; hover it for why. Contacting, Qualification and Handover are Gene's, and Won is always last. This holds on every pipeline, the AI one included. You can recolor them and toggle Gene, nothing else.
• Add stage: type a name, pick a color, and select Add. New stages slot in before Won.
• Delete stage: in a custom stage's menu. Any opportunities in the stage must be moved before it can be deleted. A confirmation dialog asks first.

Gene switch per stage#

Controls whether Gene works leads waiting in this stage. It also decides whose list the stage has on the Stage tasks tab: Gene's checklist while the switch is on, tasks for your team while it is off. Handover and Won are the exceptions and always keep team tasks.

• Turning it on for Won asks for confirmation, since those deals are already closed.
• Stages added by a Transfer from another CRM arrive with it off.

Manage pipelines#

The pipeline controls sit in the header:

• New pipeline: name a new pipeline and create it. The page switches to it straight away, so you can edit its stages. It starts with the locked skeleton plus Selection and Offer.
• Switch (when you have more than one): jump between pipelines.
• More menu: Rename pipeline, or Delete pipeline. The rename dialog saves the name as you type (Enter or the X closes it); a pipeline cannot be left without a name.

Note

The default pipeline and the AI (client) pipeline cannot be deleted. Any other pipeline must have no contacts in it before it can be deleted: move its contacts first.

Let Gene move leads to a pipeline#

Every pipeline except the AI pipeline has a When should Gene move a lead here? box under its name on the Stages tab. Write, in your own words, which leads belong in that pipeline, for example "The lead is a real estate agent or broker who wants to partner or refer clients." It saves as you type.

• When a conversation matches that description, Gene moves the lead's deal to that pipeline. The lead lands in the matching stage of that pipeline (a lead Gene is qualifying goes to its Qualification stage) when it has one, otherwise in its first stage.
• Gene leaves a note on the lead saying why, and the lead's owner gets a "Gene moved a lead to another pipeline" alert (choose where it reaches you in Settings > Notifications).
• The lead is never told. Gene keeps the conversation going as before.
• Leave the box empty and Gene never moves anyone into that pipeline. Closed deals (won, lost or abandoned) are never moved.
• A lead in another pipeline stays there when Gene hands it to your team or books a call: it goes to that pipeline's own Handover stage, not back to the AI pipeline.

You can also move a lead yourself: drag its card onto a stage of another pipeline on the board, or ask the AI sidebar ("move Sara to the Partners pipeline").

Stage tasks tab#

Each stage of the pipeline has a card with its task list. With more than one pipeline, pick the pipeline at the top of the tab.

• Gene stages carry a Gene badge: Contacting and Qualification, and any of your own stages, while their Gene switch on the Stages tab is on. Their list is Gene's checklist: what Gene covers with the lead before moving them on. No tasks are created for your team in these stages.
• Team stages carry a Team badge: Handover, Won, and every other stage whose Gene switch is off. Their list is the tasks created for your team when a lead enters the stage. Every task is due the day the lead entered the stage.
• Pick tasks: tick a task on or off, click its name to rename it, use the bin to remove it, and Add task to add one. Changes save on their own, with a Saving... / Saved marker next to the stage name.
• Move to the next stage when all tasks are done: on team stages that have a stage after them. When it is on and the last open task for that stage is completed on a lead, the lead moves to the next stage of its pipeline, as if you had dragged it there. That next stage's own tasks are then created.
• Reset to Gene's defaults: in a stage's menu once you have changed its list. A dialog confirms first.

Every account starts with Gene's default tasks. Your changes affect only your account. Tasks are created the first time a lead enters a stage, not again if it comes back.

Good to know#

Abandoned and Lost are statuses, not stages. A closed lead keeps the stage where it dropped off, and the Pipeline board filters it. That is why there are no Abandoned or Lost columns to manage here.

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Details#

The smaller facts about the Pipelines screen, for when you need to look one up. Pipelines appears in Settings only where enabled for your account. The pipeline controls sit in the header, above the two tabs: Stages and Stage tasks.

• Add stage colors: the color picker offers the presets indigo, violet, pink, rose, orange, yellow, green and cyan.
• Delete stage is blocked for the locked stages, and while opportunities remain in the stage.
• Stages from a Transfer land on the AI pipeline as editable stages, with the Gene switch off. Old pipelines that were set up as their own boards for you get their stages there instead, exactly as they were, with no locked stages added (see Where should your old stages go?). A cold outreach pipeline from the old CRM ("Email Pipeline", "Cold Outreach") never becomes a board: its replied deals land in Qualification and everyone else comes across as a contact.
• Gene's default stage tasks exist for Contacting, Qualification, Selection, Offer, Won and Lost. Other stages start with an empty list.
• Stage task lists follow the stage name: two pipelines with a stage of the same name share its list and its move-on setting.
• Flipping a stage's Gene switch (Stages tab) moves it between Gene and Team on the Stage tasks tab straight away. Turning Gene off on Contacting or Qualification makes it a team stage, so its list becomes tasks for your team. Turning it on for one of your own stages makes it a Gene stage, so its list becomes Gene's checklist and no tasks are created for it. Handover and Won stay team stages either way.