# Pipeline Record sales opportunities (leads) from chat, manual entry, or Excel import, and track them until they are Won or Lost — with activities, events, checklists, files, expenses, and follow-up reminders. ## Workflows & stages - Every lead goes into one **workflow**, e.g. "Wholesale & Resellers" or "Institutional Uniforms". Workflows are created in **Manage → Pipeline workflows** (the *Manage workflows, stages, lost reasons & expense categories* permission) and handled by one or more **Back Office teams** (e.g. a Sales team — create it first in Users → Teams with type Back Office). - Stages always run in order: **New** → **In-progress** stages (0–10, e.g. Contacted, Meeting, Negotiation) → **Won** or **Lost**. Labels, colors, and the order of In-progress stages are up to you; New, Won, and Lost always exist (their labels can be changed). - An optional **probability %** per stage is used for the *forecast value* = prospect value × stage probability. - A stage that still holds leads cannot be deleted. A workflow that still has leads is archived (hidden & not selectable for new leads, its leads stay saved) and can be restored. - **Lost reasons** and **expense categories** are set on the same page and apply to all workflows. ## Creating leads - **From chat**: open a conversation in Interaction and click **Create lead** (or use the **Leads** tab in the detail panel). The conversation's contact is locked as the main data; the conversation gets a system note "created lead LEAD-… · team …". - **Manually**: the **+ Lead** button in Pipeline, or **Create lead** on a contact/client profile. Choose an existing contact or fill in a new one — contacts are matched by phone number, then email, so there are no duplicates. - **Excel/CSV import**: **Pipeline → Import**. Upload the template or your own file (max 2,000 rows), map the columns, then check before saving. Columns without a match can become **new custom fields** (lead or contact) — their type is guessed from the values. - **Via the API**: `POST /api/v1/leads` — the same path the app uses. Each lead has a number `LEAD-000123`, a title (the need/opportunity), a contact, an optional client, a prospect value, a team, an optional owner, a follow-up, and lead custom fields. If the contact already has an open lead in the same workflow, Onix warns you (you can still create it). ## Kanban & table - **Kanban**: one column per stage with count & value. Drag cards between stages; moving to **Won** asks for the deal value, to **Lost** for a reason. The Won/Lost columns hold leads closed this month. - Cards show the number, title, contact & client, value, owner (or team when there is no owner yet), follow-up (yellow = today, red = overdue), the next event, checklist, file count, and a marker for leads with no recent activity. - **Table**: all statuses, sortable and filterable; tick several leads to **move stage**, **assign**, or **set a follow-up** at once. - Search by `LEAD-…` number, title, contact name/number/email, or client. Filter by owner and follow-up status. The chosen workflow & view are remembered and kept in the page address (shareable). ## Lead details Click a card to open the large detail view: - The **stage bar** at the top — click a stage to move; **Mark Won** / **Mark Lost** buttons. Won/Lost leads can be reopened by moving them to a New/In-progress stage. - **Left**: contact (main data), client, prospect & deal value, expected close, expense budget, team & owner, custom fields. - **Middle** (tabs): **Activities** (calls, chats, emails, meetings, visits, notes — type `@name` to mention a teammate) plus automatic changes, **Notes**, **Schedule** (meetings, calls, visits, presentations with reminders), **Checklist**, **Files** (quotes, catalogs, sample photos), and **Expenses** (transport, samples, meals, reimbursements — with photo/PDF receipts and a comparison against the budget). - **Right**: the next follow-up, the next event, a checklist summary, and expense usage. ## Follow-ups & reminders - Set the **next follow-up** (time + note) on the lead or with a bulk action. When it is due, the owner (or the whole team when there is no owner) gets a notification; overdue follow-ups are marked red on the board and the dashboard. - **Events** send a reminder 10 minutes to 1 day before they start. - Reminders & `@mentions` are also sent by email — each person can turn this off in **Account → Pipeline reminder emails**. ## Clients - **Contacts → Clients** is the master list of companies, institutions, or shops. It is optional on a lead; the contact stays the main data. - A contact is linked to one client (set it on the contact form, from the client page, or automatically when a lead is created with a client). The contact's leads without a client are linked too. - A client page shows the profile, linked contacts, the leads you can see, and the total deal value. Clients can have custom fields too. - Deleting a client does not delete contacts & leads — only the link is removed. ## Who sees what - Same as conversations & tickets: leads **without an owner** are visible to all members of the **lead's team**; once there is an **owner**, only that owner sees it. The Owner, admin roles, and members with "Can view all data" see all leads. - A workflow is visible to the teams that handle it. A lead handed over to another team disappears from your board; from the conversation, the Leads tab still shows its summary. - Role permissions (Users → Roles, **Pipeline** group): *Open the Pipeline menu & dashboard*, *Create, edit, move & import leads*, and *Manage workflows, stages, lost reasons & expense categories*; clients in the **Contacts** group: *Add, edit & delete clients*. By default Agent & Back Office manage leads; Supervisor gets everything. Details in [Teams & data access](https://onix.sassly.ai/en/docs/tim). - Only admins, the owner, or the creator can delete a lead. ## Quota | | Free | Pro | Custom | | --- | --- | --- | --- | | New leads | 10 / month | 100 / month | Unlimited (or per contract) | Every new lead counts — from chat, manual entry, import, and the API. The quota resets at the start of the month; deleted leads do not return quota. When the quota runs out, creating leads is refused and imports skip the remaining rows. ## Dashboard & reports - **Pipeline → Dashboard**: open leads & value, forecast value, new leads in 7 days, overdue follow-ups, won/lost & win rate, average days to close, the funnel by stage, an 8-week trend, performance by owner, expenses by category, today's agenda, and the quota — all based on the data you can see. - **Reports → Pipeline** (Reports access): download raw data CSV for **leads** (all columns + custom fields), **activities**, and **expenses** by workflow, status, and period. ## Via the API See [API](https://onix.sassly.ai/en/docs/api): `GET/POST /api/v1/leads`, `GET /leads/board`, `POST /leads/{id}/move`, `POST /leads/{id}/activities`, `GET /pipelines`, `GET /pipeline/dashboard`, and `/clients`. Changes are announced via the real-time event `pipeline.changed`.