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Add and move deals

1. See your deals

Open Deals in the sidebar. It opens on the Board: one column per stage of your pipeline, each with its count and total. Switch to List for a table, Leads for new enquiries, or Dashboard.

If your workspace has more than one pipeline, choose which one the board shows above it. Beside it, Layout shows the stages as Stage columns or Stage rows. Show picks Needs action, the default, with only the deals that need something from you and the most urgent first, or All deals. Group by puts each stage's deals under their tags, one group per tag plus Untagged, each with its count and value; open or fold a group by its name. The board keeps your choices for you.

A card shows the deal's name, who it is with, its next step, its value and owner. A card that says it has stalled has gone quiet for longer than its stage allows.

2. Add a deal

1. Press New deal.
2. Fill in Deal name and Who this deal is with: a company, a person, or both. Everything else (Value, Currency, Expected close date) can wait.
3. Press Create this deal. It starts in the first stage of the pipeline.

The Currency list offers only current currencies; a deal saved in a retired one keeps it.

3. Move a deal to another stage

Drag the card to another column. A deal with nothing scheduled first asks for its next step: type one and press Move with this step, or press Move without a step. The deal does not move until you answer. Until the move is saved the card shows it is not confirmed yet. If the move is refused, the card goes back to the stage it came from and says why.

To move a deal to another pipeline, open the deal and use Move to another pipeline: choose the Pipeline and Stage, then press Move. It keeps its owner, value, status and history.

To move several deals to one stage at once, tick them in the Deals list, press Move to a stage, choose the stage and confirm. Every deal must be in the pipeline that owns the stage. If one is not, or is archived, nothing is moved and the bar names it. One undo in History puts every deal back.

4. Work on one deal

Press a card or a row to open the deal. From its page you can:

• Edit this deal to change its name, value, people or dates.
• Log a call, meeting or note that already happened, then Log it.
• Log a WhatsApp conversation: press Log a call, meeting or note, choose A WhatsApp chat, paste the chat under What was said and press Log it. It is kept as your own account of the chat, logged by you. The same works on a person's page.
• Plan an activity, such as a call or a meeting, with a due date.
• Ask about this deal, to ask the assistant a question about it.
• Draft a follow-up, on a deal that has gone quiet or had a meeting today or yesterday. You edit the draft and send it yourself; nothing is sent for you.
• Open the Pre-meeting brief before a meeting.
• Tag it: press Add tag under Tags, choose a tag or type a new one, and press Add or Create and add. Press the cross on a tag to take it off. Owners and admins rename or delete tags in Settings.
• See its timeline: emails, calls, meetings and notes, newest first.

5. Win, lose or reopen

On the deal, under Outcome, press Mark won or Mark lost. A lost deal needs a reason: choose it under Why it was lost. Then press Record it as won or Record it as lost. To undo the outcome, press Reopen this deal.

The list of lost reasons is set by an owner or admin in Settings, under Tags, activity types and lost reasons.

6. Archive a deal

Archiving takes a deal off the board and the deal lists without deleting it. On the deal, press Archive deal. To find it again, open Archived deals from the deals list, and press Unarchive deal on it.

To archive several deals at once, tick them in the Deals list, press Archive and confirm. A deal that is already archived refuses the whole act and the bar names it. Each deal keeps its status. One undo in History brings every one back; to bring one back on its own, open it from Archived deals.

7. Leads

Leads lists open enquiries, the ones most worth answering first at the top, each with a priority and why. Filter by High, Normal or Low, or type the start of a title, a name or an email address under Search leads. When more leads match than the search shows, a note says so: type more to narrow it. Press Filter and sort to narrow by status, owner or when it arrived, and Save as view to keep it.

To change several leads at once, tick them and use the bar: Add a label, Remove a label, Set close date, Remove close date or Archive. Each other label a lead has stays. Naming a label that does not exist yet takes an administrator. A close date must fall between 1900 and 2100. If one lead cannot be changed, nothing is, and the bar names it.

To add a lead yourself, press Add a lead on Leads. Say what the lead is, then who it is from: a name, an email address or both, and the company, phone and LinkedIn profile address if you know them. Amount with its Currency and a Note are optional too. A lead about nobody is not added, and the form says so. When you press Add lead, a blank required field or a malformed email address is said under its own field. You own it unless you choose a colleague. Press Add lead, then Open the record to see it. If a contact you can see already has that email address, you are told first and can press Open or Add anyway.

Leads come in other ways too. Import a spreadsheet of them, or paste rows copied from one, on the import screen with Leads chosen (Bring in contacts and deals from a spreadsheet). Connect your mailbox, and someone new who writes to you is offered as a lead under Unknown contacts, for you to add (Connect Gmail or Outlook). Tell the assistant, for example "Add a lead: Noa Peretz from Orbit Labs wants a demo", and approve the lead it suggests. Or connect your own AI agent, such as Claude or ChatGPT, which can add leads once your workspace lets connected tools suggest changes (Connect your AI tool). Owners and admins can also open a lead address or a lead key (below).

A lead that came in by email to a lead address, through a lead key or from a form has one line under its reasons saying how it reached its owner:

• "Routed by" and the name of the lead-routing rule that matched it.
• "Routed to this source’s default owner", when no rule matched.
• "Routed to the workspace owner, because this source’s default owner is not active".

8. Choose who gets new leads

Owners and admins decide who owns each lead that comes in by email to a lead address, through a lead key or from a form. Open the account menu, choose Administration, then Lead routing.

Each lead goes to the first rule in the list that matches it. When none matches, it goes to its source's default owner, and when that person is deactivated, to the workspace owner. Nobody approves the choice. A rule chooses the owner and nothing else.

1. Press Add a rule and give it a name. The name is shown on each lead it routes.
2. Under What it does, choose Give every matching lead to one person and pick them, or Take turns among several people and tick them. Turns go in the order you tick people. Only active colleagues can be picked.
3. To narrow it, tick sources under Only leads from these sources, or type domains under Only leads whose email domain is, separated by spaces or commas. A domain also matches the addresses under it. Leave both empty to match every lead. A domain is only a guess at where a lead is from: a gmail.com address says nothing about it.
4. Use Move up and Move down to change the order, and Remove to take a rule out.
5. Press Save rules. The next lead is routed by them. If nothing has changed since the last save, the page says there is nothing to save and sends nothing.

Each source’s default owner, on the same page, lists each source with who gets its leads when no rule matches. A rule whose people are all deactivated is marked as routing nothing, and a source whose default owner is deactivated is marked as sending its leads to the workspace owner.

9. Open a lead address or a lead key

Owners and admins open the doors leads come in through. Open the account menu, choose Administration, then Lead sources under Integrations. On Leads, owners and admins also see Manage lead sources.

A lead address is an email address anyone can write to: each message sent to it becomes a lead. A lead key lets a tool such as Zapier or your website's form send leads. Both kinds land in the same Leads inbox.

1. Under What to open, choose A lead address or A lead key. A lead address needs email reading turned on for the workspace.
2. Give it a Name. The name is shown on each lead it brings.
3. Choose its Default owner: who owns each lead it brings when no lead-routing rule picks someone else.
4. Press Open lead address or Open lead key.

The address or the key is shown once, in the window that opens. Copy it before you close the window: it cannot be shown again. A lost address means opening a new source and closing the old one. A lost key means revoking it and issuing another.

Under Your lead sources, open sources are listed first, each with its default owner by name. The two built-in sources, Added by hand and Import, have no default owner: their card says where each lead's owner comes from instead. On a lead key source:

• Issue another key gives it a second key, shown once, so you can switch a tool over before revoking the old one. A source holds at most two live keys.
• Revoke, beside a key, stops that key at once, after you confirm.

Close, on any lead address or lead key source, stops it bringing leads, after you confirm. Leads it already brought stay. Closing cannot be undone.

10. Open one lead

On Leads, press a lead's title to open its record. It shows the lead's status, its owner, the source it came in through, and the name, email and company the sender gave. Under Details, each value says who set it and when. A value nobody gave is marked as missing, not filled in.

To give an open lead to someone else, use Change who owns this: choose a colleague and press Change owner. Only active colleagues can be chosen.

To turn an open lead into a deal, use Convert to a deal. Choose the deal's contact and its organization: the one the lead is already linked to, a new one named as the sender typed it, or none. When the lead is not linked to a contact but an existing contact has the sender's email address, that contact is offered and already chosen, and the organization is left at none so the company is not added twice. A deal needs at least one of the two. Press Convert to a deal. The deal takes the lead's title, amount and owner, and the lead's email threads and activities move to it. Press Open the deal to go to it. The lead stays, marked Converted to a deal, and you work on it from the deal.

To correct the lead's title, the contact's name, email, company, phone or LinkedIn profile, the close date, or a product trial's end day and status, press Edit, change what you need and press Save changes. Only what you changed is saved. When a trial sign-up pays for your product, press Mark converted (trial sign-ups).

To take a lead out of the inbox, press Archive lead. An archived lead offers Restore lead, which puts it back in the inbox, open.

An open lead lists its planned and done activities and lets you plan one, as a contact's page does. Plan follow-up under People waiting on you on To Do opens this form with Follow up filled in; nothing is saved until you save it. When the lead becomes a deal, its activities move to the deal.

Your role decides which of these you see work. The Edit level on leads lets you edit and convert. Full also lets you archive and restore. Converting also needs permission to create deals, and to create a contact or an organization when you choose a new one. If one is missing, the lead is not converted and the message names the permission.