Opportunities & pipeline

Deals, your own pipeline stages, and the drag-and-drop kanban board.

Deals

An opportunity is a deal in progress. It carries a title (required), a value in real currency, a description, a source, and links to a contact, an offering, an assignee and a pipeline stage.

Value, source and description can each be restricted to a minimum role, so deal size can be hidden from people who should not see it. See Team & roles.

More than one contact or offering

A deal keeps one primary contact and one primary offering. The pipeline card, the lists, the filters, the API and reporting all read those two. Beyond them, a deal can link any number of additional contacts and offerings — a buying committee, a bundle of products.

• Pick them on the deal form, or in the drawer's edit mode. They show on the deal page and in the drawer.
• A contact's page lists every deal it is on, whether as the primary contact or an additional one.
• The primary is never also stored as an additional link. If an additional contact becomes the primary, it is dropped from the extras.
• Each change to the links is written to the deal's history.

Assigning a deal

A deal's assignee is shown and changed in the deal's header, on the form, in the drawer, on the board card and in the list. Only admins and above can assign a deal to someone else.

A new deal takes its contact's assignee. If the contact has none, the deal stays Unassigned on the board until an admin assigns it — for example a deal sent through the API for a brand-new contact.

Your pipeline stages

Stages are records you control, in Settings → Statuses. Each has a name, a short machine key, a colour, a description, a position, and a state of either open or closed.

• Drag stages to reorder them; the board and every dropdown follow.
• The colour drives the deal's colour on the board, in lists and on the calendar.
• Open versus closed determines what counts as active pipeline and feeds win-rate reporting.
• A stage still in use cannot be deleted — you will be told rather than losing data.
• A deal created without a stage lands in your first open stage, whichever way it arrives: by hand, from a form, from Calendly, through the API or over MCP.

The board

The kanban board shows one column per open stage. Drag a card anywhere — above, below or between other cards, in its own column or another — and it stays where you drop it. The order survives a reload.

While you drag, the card lifts, a dashed gap shows where it will land, and the column underneath is highlighted. Counts update as you go, and each column paginates on its own, so a busy stage does not slow the rest.

Moving a card within a column only changes its position. It does not add a history entry. A card that arrives in a column any other way — a new deal, a form submission, a stage change from the drawer — goes to the top.

The same pipeline is also available as a list, and appointments across it appear on the calendar and agenda views.

The quick-look drawer

From a list or the board you can open a deal in a side panel. It opens on the deal's own details — title, value, stage, offering, source, assignee, created date and description, with a link to the full page — followed by the contact, recent comments and recent history. It is useful for triaging without losing your place.

If you may edit the deal, an Edit button in the details section lets you change the title, value, offering, source, assignee, additional contacts and offerings, and description in place. Saving updates the drawer, the board card and the list row together. Fields your role cannot see are not shown.

History

Every change is recorded, with stage changes shown by name rather than an internal identifier. Creating, updating or deleting a deal is also written into the parent contact's timeline, so the contact page tells the whole story.

Where deals come from

• Created by hand, from the deals list or from a contact.
• Capture forms — a submission opens a deal against the form's offering.
• Calendly — a booking reuses the contact's open deal, or opens one.
• The API — pushed in from your own systems.
• MCP and SWARECO AI — an assistant can create and update deals when an admin or above has allowed it. See MCP and SWARECO AI.