Managing and Utilizing Opportunity Pipelines in the CRM

Access Pipelines and Opportunities

1. Log in to the CRM.

2. Navigate to the Opportunities tab on the left-hand menu.

3. View current pipelines using the dropdown menu at the top.

Default Pipelines

The account typically includes 3 pipelines:

• General Notary Work

• Loan Signing Direct Business

• Loan Signing Services

Each has unique stages relevant to its business model.

Create or Edit a Pipeline

1. Click the gear icon in the pipeline section.

2. Click Create Pipeline or Edit.

3. Define stages in chronological order:

   • E.g., New Lead → Intro Call → Appointment Booked → Completed → Review Request Sent

4. Reorder stages using arrow icons.

5. Toggle visibility (green = visible on dashboard).

6. Click Save.

View and Navigate Opportunities

• Use Advanced Filters:

  • By default, shows only “Open” opportunities.

  • Click the “X” to clear filters and show all.

• Use Sort Options:

  • Sort by Name, Date Added, or Opportunity Value.

• Toggle views:

  • Card View or Table View (when enabled).

Add a New Opportunity

1. In Card View, click Add Opportunity.

2. Select an existing contact or create a new one.

3. Fill out:

   • Email (optional)

   • Phone (optional)

   • Company (if applicable)

   • Pipeline and Stage

   • Status (Open, Won, Abandoned)

   • Opportunity Value (e.g., $600 for 6 signings at $100)

4. Assign yourself as the owner.

5. Add team members as followers (optional).

6. Click Create.

Move an Opportunity Through the Pipeline

• Click and drag the contact card to the next stage.

• System updates opportunity status and counts automatically.

Manage Opportunity Status

• Open: Default for active leads

• Won: Converted to client (cash collected/projected)

• Abandoned: No longer active or defaulted

Drag to the Won column to update status automatically.

Custom Fields and Client Details

• Loan Signing Business Fields:

  • Opportunity type

  • Date first contacted

  • First in-person completed

  • Lead temperature (Cold, Warm, Hot)

  • Number of signings

  • Referral source

  • Signing service data

• General Notary Work Fields:

  • Notary work type

  • Specific service details

Note: Fields can be customized or left blank if irrelevant.

Notes Management

1. Click Add Note on the opportunity card.

2. First line becomes the note title.

3. Notes are timestamped.

4. Use edit/delete icons to manage them.

Tasks Management

1. Click Add Task on the opportunity.

2. Enter:

   • Task title (e.g., Follow Up)

   • Optional description

   • Due date

   • Assignee (yourself or a teammate)

3. Click Add Task.

4. Mark tasks complete by checking the box.

Booking and Updating Appointments

• Navigate to the Appointments section in the opportunity.

• Manually add or update appointments.

• A connected calendar is required (configured separately).

Table View Features (when enabled)

• Adjust column sizes and visible fields

• Sort opportunities by field

• Customize card fields (e.g., add number of signings)

• Import/export opportunities (top right corner)

Deleting Opportunities

1. Click the opportunity card.

2. Click Delete.

   • Note: This does not delete the contact.

3. The contact remains accessible from the Contacts tab.