Create a pipeline
How the buyer, seller and lettings pipelines are built, and how to add, reorder and chart stages.
3 min read
A pipeline is the ordered list of steps a client goes through, from the first call to completion or a signed tenancy. A well-built pipeline lets your agents answer "what should I do with this client now?" just by looking at the board. The assistant moves opportunities through these same stages.
Before you start
- The three standard pipelines (Buyers, Sellers, Lettings) are set up by the Squaremeters team during onboarding. Most agencies never need a new one.
- You need Admin rights to create and edit pipelines. See Roles and permissions.
- Each stage should be a moment you can verify: "viewing done", "instruction signed" and so on.
The standard pipelines
| Pipeline | When to use it |
|---|---|
| Buyers | Clients looking for a property to buy. Viewings and offers. |
| Sellers | Owners who want to sell. Valuation, instruction, marketing and sale. |
| Lettings | Tenant and landlord enquiries. Viewings, referencing and agreement. |
For the detailed design, see Buyer pipeline, Seller and valuation pipeline and Rental pipeline.
Create a new pipeline
For example, you may want to track sales for a single off-plan development separately.
- Click Opportunities in the left menu.
- Switch to the Pipelines tab at the top.
- Click Create new pipeline at the top right.
- Enter a clear name in Pipeline name.
- Add the stages one by one with Add stage.
- To reorder, drag a row by the ⋮⋮ handle on its left.
- Use the Funnel chart and Pie chart boxes next to each stage to choose whether it appears in the funnel and pie charts in reports.
- Click Save. The pipeline now appears in the pipeline selector on the Opportunities screen.
You can also manage pipelines under Settings → Opportunities & Pipelines. See Pipeline settings.
Tip
Keep it to 5–7 stages. Too many stages and agents stop updating their cards.
Edit stages later
Open the edit window from the ⋯ menu on the pipeline's row:
- Rename a stage: opportunities stay where they are and show the new name.
- Add a stage: the new column starts empty.
- Delete a stage: move the cards to another stage before deleting one that has opportunities in it.
Heads up
The assistant and automations move opportunities to specific stages (for example Appointment booked when a viewing is booked). Message your consultant before renaming, deleting or reordering those stages, otherwise the assistant's rules may stop working.
When do you need a separate pipeline?
The three standard pipelines are enough for most agencies. Consider a separate one when:
- Off-plan sales: you want to track the units of one development separately (for example "Off-plan – Ataşehir Residences").
- Commercial property: office floors or shops, with a longer, different process.
- Different teams: a separate branch wants its own board.
If the assistant needs to use the new pipeline (for example for off-plan enquiries), plan it with your consultant.
Troubleshooting
I can't see the Create new pipeline button. Your role may not allow pipeline editing. Ask your office manager for access.
The stage order didn't change on the board. Make sure you clicked Save, then refresh the page.
Related articles
Didn't solve your problem?
Ask the assistant or message our support team.