How can I use stages?

Need information on CRM Settings right away? You may use this table of contents to navigate through this article:

What are stages?

stages are custom lead and job statuses that can be set on each job. 

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Once you're able to successfully set up your organization's stages, you can manually update the status of a job on the notes section. This is the notepad icon on the right side of the job, as shown here:

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Where can I edit stages?

Please note that to add, delete, or edit a stage, a user must have Organization Admin permissions. To access this feature, follow these steps:

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Then, click on the CRM Settings tab.

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Adding stages

To add stages, click on the Add stage button

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Choose a name, then click Save.

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Edit a stage

To edit a stage, you may click on the Edit button on the right side of each stage. For example, let us try to rename Requires Follow-up to Needs Follow-up:

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You may also edit the order in which stages are displayed on the note tool. To do so, drag and drop the icon with three horizontal lines towards where you'd like it to be displayed. For example, if I click the icon for Needs follow-up, I may drag and drop it under Cancelled.

Deleting a stage

To delete a stage, click on the Edit button beside the stage you'd like to delete. And then click on the trash icon:

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You will then be asked if you'd like to replace the stage, or simply delete it by choosing No stage. This is especially helpful if jobs are assigned to a stage you're about to delete. If you choose another stage to replace it with, all jobs under the stage to be deleted will be moved to the selected stage.

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Assigning a stage for a job manually

There are two ways to do this. One can assign a stage for a job through the notes modal on the pipeline. See below:

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A note and follow-up date can also be added through the modal.

Filtering by stage

On the Pipeline, you can filter jobs by stage. Here's how:

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Then you can filter stages. stages displayed here will be limited to available stages on the jobs on your pipeline. In this case, since all jobs on our pipeline fall under No stage, only this is displayed. Should other jobs be assigned to other stages, this will display a longer list.

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Transitions

In addition to updating jobs manually, the Organization Admin can also setup automations around updating stages. These are called Transitions.  As certain events (contract signed, credit approved, milestone rejected, etc) happen naturally through a job's workflow, transitions can be setup to automatically update the stage of a job to a stage that would best fit the new status of the job. 

To edit Transitions, head over to Settings through the gear icon on the upper right section of the screen. Then, choose CRM Settings on the left panel. Below stages, if you scroll down (and with the right permissions), you will be able to see the Transitions section. It would look like this:

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Adding Transitions

To add a transition, click on the Add Transition button. And you will then be prompted to fill out certain fields. This is how it would look like:

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• Contract Status Change

• Qualification Update

• Site Archived

• Milestone Status Change

• Proposal Emailed

• Follow-Up Date Set

• Follow-Up Date Complete

Setting up a Transition manually

Follow these steps to set up a transition.

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Once saved, here is how it would look like on the platform:

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Editing a Transition

We can also edit a transition. Let's try it on the New Transition created above. 

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The fields above will then be shown, and editable fields will be enabled. Edit highlighted fields as needed, and don't forget to click Save!

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Deleting a transition

To delete a transition, click Edit for the transition you'd like to Edit. Once the fields are shown, look for the trash icon and click it.

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Click Delete, and the transition will then be deleted.

What if I'd like to delete a stage that is part of a transition?

Good question! When this happens, the transition where the deleted stage is in use will be deleted as well. 

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