Use Pipelines for a high-level overview of your business processes and to track specific opportunities. Aggregate all communication and contacts pertaining to a Deal, and trigger Follow-Up Reminders or Programs at each stage to ensure no opportunity is lost due to lack of follow-up.
To set up a Pipeline, go to the Pipelines page and click either Create Pipeline to create one from scratch or Add from Library to download a pre-made Pipeline.
- Adding a premade Pipeline
- Creating a Pipeline from scratch
- Adding Deals to a Pipeline
- How to move a Deal/mark it as won or lost
- Transaction management integrations
Adding from the Library
Clicking Add from Library will take you to the Library where you can choose a premade Pipeline and download it to your account. Use the left hand panel to filter for Pipelines under Contactually's Global Library, your enterprise library, or your team's library. To download a Pipeline, click the three dots under Actions on the right side and click "Copy to My Library." You'll be able to edit the Pipeline to meet your needs.
Creating a new Pipeline
To create a Pipeline from scratch, click Create Pipeline at the top right of the Pipelines page. Name the Pipeline and type in the Pipeline's purposes under Goal.
Click "+ Add stage" to add a stage. Name the stage. If you want to be reminded to regularly follow up with contacts when they're in the stage, type in a number for the Follow-Up Reminder frequency under "Reminder (Days)." If there are no contacts associated with the Deal, you will not receive a reminder.
Under "Program (Optional)" you can select a Program to attach to the stage. You must create the Program on the Programs page before it will be available to attach to a stage. If a stage has a Program attached, contacts will be automatically enrolled in that Program as soon as they enter that stage of the Pipeline. If there are no contacts associated with the Deal, there will be no Program tasks.
A Pipeline can have as many stages as needed. It's recommended to use stages broadly and attach Programs to stages for sub-stages or tasks that need to be completed within a stage. For example, you might attach a Program that generates a list of tasks, automates an email, or moves a contact to a specific Bucket based on the Pipeline stage.
If you want to share the Pipeline with your team, tick the checkbox to "Share with team." You can edit Pipeline access permissions for specific team members once you click Save.
Adding Deals to a Pipeline
Once you save your Pipeline, you will see it on the Pipelines main page. Click on the Pipeline name to open it. Then you can edit the Pipeline and add Deals.
The Contactually term for tracked opportunities is "Deals," but "Deals" can also represent clients, projects, events, and donors—essentially anything you want to track as it progresses through stages of a specific process.
To add a Deal, click Add Deal on the right hand side.
A window will open where you can enter the Deal's details.
Enter a name for the Deal. The name can be an event, project, person or company's name, or another identifier, such as a location.
Select the stage at which you want the deal to start in the Pipeline. Then indicate a dollar value to track the Deal's worth. This can be the total Deal value or the commission. If you want to assign the Deal to a team member (or yourself) on a shared Pipeline, do that now.
You can add an existing contact or create a new contact to track as part of the Deal. Deals can include multiple contacts.
You will now see the Deal in the Pipeline. The total amount of your open Deals is displayed on the top left under the Pipeline name. At the top right of the Pipeline, you can use the drop down menus "Open" and "Most recent" to change which Deals the Pipeline shows (open, won, or lost) and in what order the Deals are displayed (by priority, value, or added date).
To view a Deal's details, click on the Deal's name. You can delete a Deal by clicking the gear icon at the top right of the Deal card
The Deal record keeps a log of communication with all contacts associated with the Deal. You can also associate referrers. You can use the Won Deal and Lost Deal buttons at the top right to mark the Deal as either won or lost from any Pipeline stage.
How to move a Deal and mark it as won or lost
To move a Deal to a different Pipeline, open the contact profile of one of the Deal's contacts and scroll down to the bottom right of the page. Use the drop down menu next to Pipeline to change the Deal's Pipeline. Likewise, to change the Deal's Pipeline stage, use the drop down next to Stage. Changing the Pipeline or stage will move the entire Deal (all contacts in the Deal), not just the contact whose profile page you're on.
To move a Deal between Pipeline stages on the Pipelines tab, open the Pipeline the Deal is in and simply click, hold, and drag the Deal to the appropriate stage.
To mark a Deal as won or lost, drag it to the bottom of the screen.
You can reopen a Deal by changing the Pipeline view to display either won or lost Deals. Click the name of the Deal to view its details and click "Dean won! (Reopen)" at the top right.
Alternatively, change the Pipeline view to display won or lost deals and simply drag the Deal to the bottom of the window where it says Reopen Deal.
Transaction management integrations
Contactually directly integrates with dotloop to sync contacts for transaction management. Additionally, a few other transaction management tools have built integrations on their end.