Opportunity and pipeline settings
Manage your Buyers, Sellers and Lettings pipelines; set duplicate opportunity rules and lost reasons for your agency.
3 min read
Settings → Opportunities & Pipelines is where you set the rules of your sales and lettings process. Here you list, edit and copy pipelines, decide whether the same client can have more than one opportunity, and choose which reasons can be picked when an opportunity is marked lost.
Squaremeters setup includes three standard pipelines: Buyers, Sellers and Lettings. When a call ends, the assistant opens the opportunity and moves it to the right stage (e.g. Buyers → Appointment booked if it booked a viewing). So stage names matter not just to you, but to the assistant and your automations too.
Before you start
- This page is visible to users with the Admin role.
- To build a pipeline from scratch and choose stages, see Create a pipeline. This article covers the settings side.
Managing pipelines
- Open Settings → Opportunities & Pipelines.
- The Pipelines tab shows all your pipelines, their number of stages and how many opportunities they hold.
- Use Create Pipeline at the top right for a new pipeline.
Each row has three actions on the right:
- Pencil (edit): rename the pipeline, add, remove or reorder stages.
- Copy: use an existing pipeline as a template. For example, copy "Buyers" to create "Moda Residences – Buyers" for an off-plan development.
- Bin (delete): removes the pipeline.
Which stages does the assistant write to?
| Pipeline | Stages |
|---|---|
| Buyers | New enquiry → Qualified → Appointment booked → Viewing done → Offer → Completed |
| Sellers | New enquiry → Valuation booked → Valuation done → Instruction signed → On the market → Sold |
| Lettings | New enquiry → Qualified → Viewing → Referencing → Agreement → Let |
- The assistant usually writes to the early stages: New enquiry, Qualified, Appointment booked / Valuation booked. Agents move cards on from there.
- Safe changes: adding a new stage in between, changing card fields, editing lost reasons.
- Ask your consultant first: renaming or deleting a stage the assistant or automations use, or deleting a pipeline.
Heads up
If you rename "Appointment booked" to "Viewing scheduled", the assistant and the confirmation automation may no longer find the stage. Tell your consultant before renaming a stage; our team updates the assistant and automations at the same time. Before deleting a stage that holds opportunities, move them to another stage.
Opportunity rules
The Opportunities tab holds the general rules for how opportunities are created.
- The Duplicates box has two switches:
- Allow Duplicate Opportunities: can the same client have more than one open opportunity in the same pipeline? Keep it off, or the board shows two cards when the same person calls twice.
- Allow Multiple Opportunities per Contact: can a client have opportunities in different pipelines? A client selling their home while buying a new one sits in both Sellers and Buyers. Keep it on.
- In Lost Reasons, manage the reasons offered when an opportunity is marked Lost. Add with Add, edit with the pencil, drag to reorder, and save with Save.
Depending on the interface version, these switches may sit elsewhere.
Suggested lost reasons for estate agency
- Price expectations didn't match
- Went with another agency
- Unreachable
- Mortgage declined
- Changed plans
Tip
At month end, look at lost reasons in your reports. If most seller opportunities are lost to "Price expectations didn't match", showing comparable sales more clearly at the valuation is a good place to start.
Card view
You choose what shows on pipeline cards (budget, area, owner, source) from the board itself. See Customise cards.
Common issues
The same client appears twice on the board. Allow Duplicate Opportunities may be on. Switch it off and delete one of the duplicate cards.
Opportunities opened by the assistant land in the wrong stage. A stage may have been renamed. Write to your consultant.
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