Pipeline, Tasks & Reminders
Track deals by value, keep a to-do list for every contact, and see which follow-ups are due.
What it does
A small set of CRM tools sits around your contacts:
| Tool | What it's for |
|---|---|
| Pipeline | Sales opportunities (deals) with a value, moved across stages on a board. |
| Tasks | To-dos with an assignee, a priority and a due date, optionally linked to a contact. |
| Tags | Coloured labels you put on contacts. |
| Custom fields | Extra details you want on every contact profile, such as a birthday or a plan name. |
| Reminders report | Open tasks grouped by when they're due. |
Where to find them
Most of this lives on the contact profile. Go to Manage Customers → Customers and click a contact. The profile has Deals, Tasks and Custom Fields tabs, and a Tags card on the left. From there, Deals → Open pipeline takes you to the full board, and Reports → Reminders → Manage tasks opens the full task list.
The deals pipeline
- On a contact's Deals tab, click Open pipeline.
- Click New deal and fill in Title, Value, Currency, Stage, Owner, Contact, Expected close and Notes.
- Click Create deal.
- Drag a card from one column to another as the deal progresses.
The board has six stages: Lead, Qualified, Proposal, Negotiation, Won and Lost. Total pipeline value at the top adds up every deal on the board. When a deal is linked to a contact, its creation and every stage move show up on that contact's Activity tab.
Tasks
- Go to Reports → Reminders and click Manage tasks.
- Click New task and fill in Title, Description, Contact, Assignee, Priority (Low, Normal or High) and Due.
- Click Create task.
- Tick the circle next to a task to complete it. Tick it again to reopen it.
Switch between Open, Overdue, Completed and All at the top. Overdue due dates are shown in red. A contact's Tasks tab lists their tasks and lets you tick them off too.
The Reminders report
Reports → Reminders lists every open task that has a due date.
- The tiles show Overdue, Due today, This week and Next 14 days. Click one to filter.
- The Window dropdown adds Next 30 days and All open.
- Each reminder shows the customer, assignee, due date and description, with Open customer and Send notification buttons.
Send notification sends the linked contact a short WhatsApp reminder made from the task's title, due date and description, so write those with the customer in mind. It's a regular text message, so WhatsApp only delivers it if the contact has messaged you in the last 24 hours. The button is greyed out when the contact has no phone number.
Tags
- Set them up on the Tags screen: enter a Name, pick a Colour and click Add tag. Each tag shows how many customers carry it. Use Edit to rename or recolour one.
- Apply them from a contact's profile: on the Tags card click Manage, tick the tags you want and click Save tags.
Deleting a tag removes it from every contact.
Custom fields
- On the Custom Fields screen, enter a Label and pick a Type: Text, Number, Date, Select, Boolean or Url.
- For a Select field, list the Options one per line or separated by commas.
- Click Add field.
- On any contact's Custom Fields tab, fill in the values and click Save fields. A Boolean field shows as Yes or No.
Deleting a field removes it from profiles, but values already saved stay on the contact.
Good to know
- Total pipeline value doesn't convert currencies, so keep your deals in one currency if you want the total to mean something.
- A task with no due date won't appear in the Reminders report.
- The Reminders report is available when both Reports and the CRM module are enabled for your workspace. Contact support to switch them on.
Give every open deal at least one task with a due date. The Reminders report then becomes your daily follow-up list.
