How the pipeline works
The prospect pipeline consists of:- Prospects — Potential clients in your book
- Opportunities — Deals linked to prospects
- Stages — Steps in your sales process
- Pipeline view — Kanban board showing all opportunities
View your prospect pipeline
1
Open Opportunities
Click Opportunities in the sidebar.
2
Select Prospect pipeline
Make sure you’re viewing the Prospect pipeline (not Client).
3
See all opportunities
View opportunities organized by stage in a Kanban board.
Default pipeline stages
The prospect pipeline comes with default stages:| Stage | Purpose |
|---|---|
| Identified | New lead, not yet contacted |
| Connected | Initial contact made |
| Meeting scheduled | Discovery meeting on the calendar |
| Qualified | Good fit, actively pursuing |
| Closed won | Converted to client |
| Closed lost | Did not become a client |
| Archived | No longer active |
Create a prospect opportunity
1
Open the prospect record
Navigate to the prospect you want to track.
2
Add opportunity
Click Add opportunity.
3
Enter details
- Name — Descriptive title (e.g., “Smith Family - Retirement”)
- Value — Potential AUM or revenue
- Target close date — When you expect to close
4
Save
The opportunity appears in your prospect pipeline.
Move opportunities through stages
Drag and drop
In the pipeline view, drag opportunity cards between stage columns to update their status.From the opportunity record
1
Open the opportunity
Click on an opportunity card in the pipeline.
2
Change the stage
Select a new stage from the Stage dropdown.
3
Save
The opportunity moves to the new column.
Track opportunity value
Each opportunity can have a value representing the potential deal size:- For advisors, this is often potential AUM
- Can also represent expected annual revenue
- Used for pipeline reporting and forecasting
Weighted pipeline
Stages have default probabilities (likelihood of closing):| Stage | Default probability |
|---|---|
| Identified | 10% |
| Connected | 20% |
| Meeting scheduled | 40% |
| Qualified | 60% |
| Closed won | 100% |
| Closed lost | 0% |
Filter the pipeline
Focus on specific opportunities:1
Open Opportunities
Click Opportunities in the sidebar.
2
Add filters
Click Filter and select criteria:
- Owner — Opportunities assigned to specific users
- Value — Above or below certain amounts
- Close date — Due this month, quarter, etc.
- Tags — Specific categories
Close an opportunity
Closed won
When a prospect becomes a client:1
Promote the prospect
2
Move to Closed won
Drag the opportunity to the Closed won stage.
3
Celebrate
The deal is marked as won in your pipeline metrics.
Closed lost
When a prospect won’t become a client:1
Move to Closed lost
Drag the opportunity to the Closed lost stage.
2
Add a note (optional)
Document why the deal was lost for future reference.
3
Update the prospect
Consider archiving the prospect or keeping them for future outreach.
Pipeline metrics
Track your sales performance:- Total pipeline value — Sum of all active opportunity values
- Weighted pipeline — Value adjusted by stage probability
- Win rate — Closed won ÷ (Closed won + Closed lost)
- Average deal size — Total closed value ÷ Number of wins
- Time in stage — How long opportunities stay at each stage
Multiple opportunities per prospect
A single prospect can have multiple opportunities if:- They have multiple decision-makers to close separately
- You’re tracking different service offerings
- A lost deal reopens later
Best practices
- Create opportunities early — Track prospects as soon as they enter your pipeline
- Update stages promptly — Move opportunities when status changes
- Set realistic values — Don’t inflate pipeline with unrealistic numbers
- Review weekly — Check pipeline for stale opportunities
- Document losses — Learn from deals that don’t close