Pipeline & CRM

Tracking Leads

How to move leads through your pipeline, understand each stage, and track potential revenue in your wellness business.

Tracking Leads Through Your Pipeline

Your pipeline is only useful if it reflects reality. That means keeping it up to date -- moving leads from one stage to the next as your relationship with them evolves.

The good news? It's incredibly simple. Most of it takes just a few seconds, and some of it happens automatically.

Opening Your Pipeline

Go to your dashboard

Log into your Growth Tools dashboard.

Click on Opportunities

In the left sidebar, find Opportunities and click on it.

Select your pipeline

You'll see your pipeline name listed. Click on it to open the board view. Your leads will appear as cards arranged across the different stages.

Once you're in, you'll see the familiar Kanban-style board with columns for each stage and cards for each lead.

Moving a Lead to a New Stage

When something happens in your relationship with a lead -- you've contacted them, they've booked a call, they've said yes to your proposal -- you'll want to move their card to the appropriate stage.

There are two ways to do this:

Option 1: Drag and Drop

The quickest way. Simply click on the lead's card, hold it, and drag it to the new stage column. Release it and it's done.

This is great for quick updates. If you're doing a weekly pipeline review (which we recommend), you can breeze through your board in a few minutes just by dragging cards around.

Option 2: Click and Update

Click on the lead's card to open their details. You'll see a dropdown or field showing their current pipeline stage. Click on it, select the new stage, and save.

This method is useful when you also want to update other details at the same time, like adding a note or changing the deal value.

What Each Stage Means

Your pipeline stages are customized during setup, so they match your actual business process. But here's what the typical stages mean and when to move someone into each one.

New Lead

What it means: This person has expressed interest but you haven't connected with them yet. They filled out a form, sent an inquiry, or someone referred them.

When to move them out: As soon as you've made first contact -- sent a personal email, had a quick phone call, or responded to their inquiry.

Automation note: Most leads land here automatically when they fill out a form. You don't need to add them manually.

Contacted

What it means: The conversation has started. You've reached out and they know you received their inquiry.

When to move them out: When a discovery call or next step is scheduled.

What to watch for: Don't let leads sit here too long. If someone's been in "Contacted" for more than a week without a response, it's time for a follow-up.

Discovery Call

What it means: A call has been scheduled or has already taken place. This is where the real relationship begins -- you learn about their needs, they learn about your approach.

When to move them out: After the call, move them to "Proposal Sent" if you're sending an offer, or directly to "Client" if they commit on the call. If it's not a fit, move them to "Lost."

Automation note: When someone books a call through your calendar, the automation often moves them here automatically.

Proposal Sent

What it means: You've sent your offer -- a pricing package, retreat details, program outline, whatever fits your business.

When to move them out: When they say yes (move to "Client") or when they decline (move to "Lost").

What to watch for: This is where deals often stall. If someone's been sitting in "Proposal Sent" for more than 5 days, a gentle follow-up can make all the difference. Something like, "Just wanted to check if you had any questions about what I sent over."

Client

What it means: They've committed. They've said yes, signed up, or paid. You're now in delivery mode -- providing the service they came to you for.

When to move them out: When the engagement is complete. The retreat happened, the coaching program ended, the session series is done.

This is the best stage. Enjoy it.

Completed

What it means: The engagement is finished. The work is done, and now it's time to wrap up the relationship (for now).

When to move them out: This is usually the final stage. Contacts can stay here indefinitely.

What happens automatically: Your review request automation will fire after the engagement ends, asking them to leave a Google review. Down the line, if they go quiet, the re-engagement automation might check in with them.

Lost

What it means: They decided not to move forward. The timing wasn't right, the budget didn't work, or they chose a different path.

When to use it: Whenever someone explicitly declines or goes completely unresponsive after multiple follow-ups.

Important: Don't feel bad about moving people to "Lost." It's a completely normal part of business. Not every lead becomes a client, and that's okay. The pipeline is about having an accurate picture, not about only showing wins.

Moving someone to "Lost" doesn't delete them from your system. They're still a contact in your CRM, and your re-engagement automation might reach out to them months from now. People's situations change all the time.

Adding a Monetary Value to a Deal

Want to know how much potential revenue is sitting in your pipeline? You can assign a monetary value to each lead's opportunity.

This is especially useful if you offer packages, programs, or retreats with defined pricing.

Open the lead's card

Click on the lead in your pipeline to open their details.

Find the deal value field

Look for a field called "Deal Value," "Monetary Value," or "Opportunity Value." It might be at the top of the card or in a details section.

Enter the amount

Type in the value of the potential deal. For example, if they're considering your EUR 1,200 retreat package, enter 1200.

Save

Save the card. The value will now appear on the lead's card in your pipeline view.

Why This Matters

When you add monetary values, your pipeline becomes a revenue forecasting tool. You can see at a glance:

Total potential revenue across all stages
Revenue in each stage -- how much is in "Proposal Sent" vs. "Discovery Call"
Trends over time -- is your pipeline growing or shrinking?

This information helps you make better decisions. If you see EUR 5,000 in potential revenue stuck in "Proposal Sent," you know exactly where to focus your follow-up energy.

You don't need to add values to every lead. It's most useful for leads that are in the "Discovery Call" or "Proposal Sent" stages, where you have a reasonable idea of what they might spend.

Automations That Move Leads for You

You don't have to manually drag every card. Many pipeline movements happen automatically through your workflows.

Here are some common automatic moves:

Form submitted -- Contact is created and placed in "New Lead" automatically.
Call booked -- When someone schedules a discovery call through your calendar, they're moved to "Discovery Call."
Tag added -- Certain tags can trigger pipeline movements. For example, tagging someone as "Client" might automatically move them to the "Client" stage.

Automations can move leads between stages automatically -- for example, when someone books a call, they move to the "Discovery Call" stage. You'll still want to manually handle stages that require your judgment, like "Proposal Sent" and "Lost."

Your Weekly Pipeline Review

Here's a habit that will genuinely transform how you run your business. Set aside 5-10 minutes once a week to review your pipeline.

What to do during your review:

Scan each stage. Are the cards in the right place? Does anything need to be moved?
Check for stale leads. Has someone been sitting in "Contacted" for 2 weeks? Time for a follow-up or a move to "Lost."
Count your opportunities. How many active leads do you have? Is the number growing, shrinking, or steady?
Check your revenue forecast. If you're using monetary values, look at the total. Does it match your goals for the month or quarter?
Identify your next actions. Who needs a follow-up email? Who's ready for a proposal? Who needs a nudge?

Update your pipeline at least once a week. It only takes 5 minutes and gives you a clear picture of your business health. Many of our clients do a quick pipeline scan every morning with their coffee -- it takes 2 minutes and sets up their priorities for the day.

[VIDEO: Korneel walks through moving leads and explains when to update stages]

Common Questions

"What if I'm not sure which stage someone belongs in?" Go with your best guess. The stages don't need to be perfect. If someone is somewhere between "Contacted" and "Discovery Call," just pick the closest one. You can always move them later.

"How do I track leads from different services?" If you offer multiple services (e.g., 1:1 coaching AND retreats), you can use tags to differentiate them while keeping everyone in the same pipeline. Or, if your business is complex enough, we can set up multiple pipelines.

"Can I see the history of a lead's pipeline movements?" Yes. Open the contact's profile and check the activity timeline. Every stage change is logged with a timestamp, so you can see the full journey.

"What if I accidentally move a lead to the wrong stage?" No worries -- just move them back. Pipeline changes aren't permanent. Drag them to the correct stage and carry on.

"Do leads get notified when I move them between stages?" No. Pipeline movements are completely internal. Your leads never see the pipeline or know they've been moved. It's purely for your own organization.

Tips for Effective Pipeline Management

Be honest. If a lead has gone cold, move them to "Lost" instead of leaving them in "Discovery Call" and hoping they'll come back. An accurate pipeline is a useful pipeline.
Don't hoard. Having 50 leads in "New Lead" that you haven't contacted in 3 months isn't a pipeline -- it's a graveyard. Either follow up or move them to "Lost."
Celebrate your wins. When you move someone to "Client," take a moment to appreciate it. That card represents a real relationship you've built.
Trust the automations. Many movements happen automatically. If you notice a lead has already been moved to the right stage, the automation did its job. Just verify and move on.
Use it with your calendar. Your pipeline tells you who to focus on. Your calendar tells you when. Use both together for maximum effectiveness.