Ways in, the station, ways out, and every button on the card — for all 11 board columns, plus the hidden Lost terminal state. Every step is written as what you do → what you see on screen (and which email lands in whose inbox). Click any card, station, numbered row, or heading to leave an inline comment — it's the core feature of this guide, not decoration.
The mint-time landing spot for an objection-flavoured first reply. Nothing enters it later and nothing sends from it automatically. The rep either arms a follow-up sequence (same model as New Lead) or closes the lead out.
▸ Ways in
An objection-flavoured first reply arrives
A real human's first-ever reply reads as a "no" → a card is minted here. This is the only way in — the classifier runs at mint time only, never afterwards.
from Any cold inbox
Rep manually moves a card here
Status dropdown → Negative Replies.
from Any column
Real columnWhere an objection-flavoured first reply lands
Ways out ▸
Rep arms a follow-up sequence
Exactly like New Lead: open the sequence modal, review every step, one Schedule and Send click. The first email goes out now, the rest run on their own timers.
Goodbye reply, then Lost
A goodbye is a one-off AI draft with its own Approve — nothing sends until the rep clicks it. Then the card closes to Lost.
Close without a reply
Confirm-gated, silent — no email leaves. The card moves to Lost.
The single-click send-now button has been removed. A Negative card now uses the same arming model as a New Lead card: open the sequence modal, review every step, one Schedule and Send click — the first email goes out now, the rest run on their own timers. There are no per-step approvals. A goodbye, if the rep wants one, is a separate one-off draft with its own Approve. Negative Replies and Lost never send anything automatically.
The card shown once a first reply is read as an objection.
Semmi gond, ha később aktuálissá válik, szívesen segítünk!
Reassign to any column manually.
Collapsed history banner — click to expand the touchpoint log.
Opens the sequence editor (shown expanded on the card). 3a Schedule and Send ✉ sends ⇄ moves fires email #1 now, runs the rest on their timers, and moves the card to Contacted — No Appt. No per-step approvals.
The goodbye is a one-off draft — nothing sends until Approve is clicked. Then the card closes to Lost.
Silent close, no email, moves to Lost.
The landing bay for a fresh interested reply. A brand-new inbound sits here until a rep makes the first move — arming an outreach sequence, or logging a call.
▸ Ways in
A real human writes in — interest-flavoured
A real human's reply landing in any cold inbox with no card yet always produces a card: question/interest-flavoured lands here, objection/"no"-flavoured lands in Negative Replies. No exceptions, no third place, no reply left only in the inbox.
from Any cold inbox
A Ghosted lead writes again
The card returns to the column it was in before ghosting (ghosted from Sign Follow-Up → back to Sign Follow-Up). Yellow pulse + email badge, no auto-reply — an AI draft waits for the rep's Approve.
from Ghosted
Manual move
Drag or status dropdown.
from Any column
Real columnWhere a lead starts
Ways out ▸
Rep arms a sequence
Open the sequence modal, review every step, one Schedule and Send click. Email #1 goes now, the rest run on their timers, and the card pins into Contacted.
Manual move
Drag or status dropdown.
Every real human's first reply to any cold inbox always lands as a card, in exactly one of two places: question/interest-flavoured → New Lead, objection/"no"-flavoured → Negative Replies. There is no third destination and no "neither yes nor no" reply that produces only a notification with no card — a reply that exists only in the inbox would be a lost lead. Input = a human reply, output = a card, every time. (Warmup, promos, payment notices, auto-replies and our own mail still create no card.)
The card shown for a fresh, un-sequenced lead.
"Érdekelne egy weboldal a kertészetnek, mennyibe kerülne?"
The rep's normal next move is arming the sequence above. No email fires just because a call failed.
The lead's inbox gets Google's own Meet invite (real link, native reschedule/cancel), subject "ClientsFlow konzultáció — Tóth (Júl 9. 15:00)" → card moves to Booked / Sales Call Prep → 24h + 2h reminders arm → the rep is added as a real attendee.
A call touchpoint + the follow-up date are saved. No email is sent. The card shows in Contacted until that date; on the day, a "Call lead" 📞 task card appears in Today.
Reassign to any column manually.
Green freshness chip, clears itself after 2 hours.
Shows only when enrichment found no site.
Opens the sequence editor (shown expanded above). 4a Schedule and Send ✉ sends ⇄ moves fires email #1 now and pins the card to Contacted — No Appt.
Phones the lead, then No answer (nothing changes), Answers + books ✉ sends ⇄ moves (Google Meet invite → Booked), or Answers + follow-up date (date saved, no email, stays in Contacted).
The waiting bay — leads we've contacted (a sequence running, a follow-up date set, or rebooking after a cancel or no-show) who don't have a meeting on the calendar yet. That's why so many roads lead in and out. Below: every way in, every way out, and what each button on the card does.
▸ Ways in
Rep arms the follow-up sequence
Couldn't reach the lead → opens the sequence modal, reviews every step, one Schedule and Send click. Email #1 goes now, the rest run on their timers.
from New Lead or Negative Replies · the main road in
Rep logs a call + sets a follow-up date
Called, no answer — logs it and picks a follow-up date. No email is sent.
from New Lead
An "ongoing project" first reply
A brand-new inbound whose thread shows an existing project skips New Lead and lands straight here.
from Cold inbox
Lead cancels a booked meeting
Lead clicks Cancel in the invite before it happens — the booking is torn down and the card returns here in the Rebooking state: dimmed, running dashed border, a big "Rebooking" pill (not looking like a fresh lead).
from Booked
Lead cancels and writes an email
No automated email goes back. An AI reply draft is prepared for the rep's Approve. The card also gets the yellow pulse + email badge on top of the Rebooking state.
from Booked
No-show → rebook by email
Lead didn't show. The card moves here at the No-show click, arriving in the Rebooking state. Then ~1 second after the move animation, the rebooking arming modal opens by itself — steps previewable, one Schedule and Send button. No email leaves before that click.
⏱ arming modal auto-opens ~1s after the movefrom Sales Call
Manual move
Rep drags the card here, or picks the column in the status dropdown.
from Any column
A display state, not a stage Where a contacted lead waits
Ways out ▸
Lead picks a slot
The lead clicks their personal booking link (in every sequence email) and chooses a time — the goal of the whole bay.
Silence after the last nudge
No reply 2 days after the final nudge (cadence day 2 / 5 / 9) → auto-ghosted.
Lead replies positively mid-sequence
The sequence stops instantly. The card stays in Contacted with a yellow pulse + email badge, and a "Call lead" 📞 task card appears in Today — the board card does not jump backwards.
Rep marks it dead
Status dropdown → Lost. No goodbye email — Lost is silent.
Manual move
Rep drags it anywhere, or picks another column in the dropdown.
On a no-show → rebook-by-email, the card moves here the moment the rep clicks No-show (the board reflects reality immediately) and arrives already in the Rebooking state. Then, about 1 second after the move animation finishes, the rebooking-sequence arming modal opens by itself — steps previewable, one Schedule and Send button. No email leaves before that click, and the rep never has to hunt for the card.
Whenever a booked meeting falls away (a cancel, or a no-show heading to rebooking), the card changes look — so a lost slot never hides among fresh leads. It clears the instant a new time is booked.
Normal card
Rebooking state — dimmed, running dashed border
The card a lead shows in this column. Numbered controls map to the list on the right — including whether a click can reach the lead (✉) or move the card (⇄).
"Kösz, hogy jelentkezett — most épp sok a meló, de érdekelne. Írjon jövő héten?"
AI drafted a response. Nothing goes out until you approve it.
Reassign the card to any column — Booked, Lost, back to New Lead. Same effect as dragging it.
Opens the lead's website in a new tab. Read-only.
Copies the address or number to the clipboard. Never contacts the lead.
Opens the info drawer — editable fields, enrichment (location, top-3 services), and the Missive / Notion links.
Every touchpoint with a one-line AI summary; add a private note or copy a transcript.
Reopens the sequence modal to tweak steps or timing. Doesn't send — it only re-schedules; the send stays behind the arm click.
Appears with the reply pulse. Sends the AI-drafted answer to the lead — the one click that reaches them. Mark read clears the pulse without sending.
8a Book appointment ✉ sends ⇄ moves — creates the Google Meet, sends the invite, advances to Booked. 8b Set follow-up — stamps a follow-up date, no email, stays here. 8c Mark as lost ⇄ moves — sends it to Lost.
A meeting is on the calendar. The system and the rep prepare for it — the prep automation runs by itself (up to 10 minutes), then the rep reviews and marks it prepped.
▸ Ways in
Lead self-books from any of our emails
The lead clicks their personal booking link and picks a slot → Google's Meet invite lands in their inbox, reminders arm, the rep joins the event.
from Contacted — No Appt.
Rep books manually during a call
Log call → Book appointment: rep picks date + time, Google's Meet invite lands in the lead's inbox. This is outcome 2b of the Log-call panel — see New Lead → Log call for the full three-outcome branch.
from New Lead / Contacted
A no-show is rescheduled directly
The lead is reachable and still wants it → rep picks a new time → the same meeting moves. Card comes back to Booked.
from Sales Call
Manual move
Drag or status dropdown.
from Any column
Real columnWhere a call waits for prep
Ways out ▸
Lead calls to reschedule
Log call → Reschedule → new time. The same meeting moves.
Lead calls to cancel
Log call → Cancel. The event is deleted.
Rep clicks Mark Prepped
After reviewing the prep, the rep marks it prepped and the card moves on.
Meeting happened, Mark Prepped never clicked
When the call recording/transcript is captured, the card auto-moves — the board never shows a finished call still in "Prep". This is the one sanctioned no-click forward move; it gets its own log line.
The moment a card enters Booked, both prep controls appear on it, greyed out: the Figma icon and the Open in ClientsFlow Studio button. Grey means "prep is running, not ready yet". As the prep automation completes, the Studio button turns active (opens the lead's Sales-Prep view in a new tab) and the Figma icon turns full vivid colour (opens the lead's Figma file, and the link also lands in the CRM record). The controls then stay on the card at every later stage.
From the moment a card enters Booked, the prep automation (Studio project → asset generation → Figma export) can take up to 10 minutes to finish end-to-end. Don't judge the Figma icon, the Studio button, or the Figma link as broken before waiting the full 10 minutes — a check run 30 seconds after booking is testing too early.
Grey = prep is running (up to 10 minutes). Vivid = the thing the control opens now exists.
T+0 — just booked (prep running)
T+≤10min — prep done (ready)
If a step looks subpar, the rep reviews it in Figma and re-runs just that step from Studio; the refreshed result imports back so Studio and Figma stay in sync.
The prep card, before "Mark Prepped".
Prep the niche + script before the call. The call-outcome buttons (Move Forward · No-show) appear after "Mark Prepped".
Reassign to any column manually.
Amber if rescheduled; a red "⚠️ Invite didn't send" if the invite email failed.
Greyed while prep runs; turns active once the Studio project exists, opening the lead's Sales-Prep view.
Opens the lead's CRM record. Read-only shortcut.
After reviewing the prep, moves the card to Sales Call.
The call is done (or due). The recording is captured automatically and the AI pre-fills the post-call form; the rep debriefs the call and decides the way forward.
▸ Ways in
Rep clicks Mark Prepped
After reviewing the prep in Booked.
from Booked
Call captured, Mark Prepped never clicked
When the recording/transcript arrives, the card auto-moves here — the one sanctioned no-click forward move.
from Booked
Manual move
Drag or status dropdown.
from Any column
Real columnWhere the pitch happens
Ways out ▸
Rep clicks Send proposal (from the form)
Its own explicit click — the proposal never leaves without it.
Rep clicks Mark Lost
Silent — nothing is sent. The card closes to Lost.
No-show → reschedule directly
Lead is reachable and still wants it.
No-show → rebook by email
Lead unreachable.
📝 The Post-Call Form
The call's recording/transcript is captured automatically (no bot visible, 2–3 participants); the transcript pill goes processing → done, and the AI pre-fills these five fields. Each stays editable.
What was agreed on the call and which services the lead picked.
3 sub-pages · new website · end-of-June deadlineDefault: 50% deposit, remainder later.
50% depositThis is the payment-arrival deadline printed everywhere — document, card countdown pill, chase reminders.
Valid until Jul 12If set, the lead's inbox gets a distinct "Megbeszélés" Google invite (its own title + description, clearly not a sales-call invite).
Anything else the rep wants on the record.
The card after the call happened.
Manual reassign.
Green "Call done · N min".
Amber "Transcript processing…", green "Done", red "Transcript failed — retry".
Confirms the AI summary pre-filled the post-call form and the proposal can be sent.
Opens/uses the post-call form, sends the proposal email to the lead, advances to Sign Follow-Up.
6a reschedule directly → back to Booked; 6b rebook by email → Contacted in the Rebooking state (arming modal auto-opens ~1s later).
Silent close to Lost.
The vivid Figma icon (the prepared assets) and the rep's own signing link.
The proposal went out — waiting for both signatures. The sign/deadline reminder sequence starts by itself; every reminder frames "the discounted price holds if payment arrives by {deadline}", matching the document and the card's countdown pill.
▸ Ways in
Rep sends the proposal
Send proposal from the post-call form → the lead's inbox gets the proposal email (Hungarian) with the signing link → card lands here.
from Sales Call
Lead replies (questions, objections)
Yellow pulse + email badge. An AI reply draft waits for the rep's Approve — contract questions are never auto-answered. The card stays here.
from The lead
Real columnWhere signatures are chased
Ways out ▸
Both parties sign
"Signed" always means both. The reminders stop.
3 days of silence after the last follow-up
The one silence rule for this column → the card auto-ghosts.
Waiting on signature.
Manual reassign.
Reflects where the deal is in the signing/payment flow.
How long it's been waiting.
The proposal's expiry date.
Which auto-nudge step the deal is on.
Both parties signed — waiting for the money. A transfer is matched to the invoice with tolerance (±2% or 2,000 HUF).
▸ Ways in
Both parties signed
Both signatures land — "Signed" always means both.
from Sign Follow-Up
Lead replies
Yellow pulse + email badge. The card stays here.
from The lead
Real columnWhere payment is chased
Ways out ▸
Transfer matches the deposit
A transfer within ±2% / 2,000 HUF of the deposit → card moves, marked deposit-paid.
Transfer matches the full amount
Card moves, marked fully-paid — the deposit step is simply skipped.
Payment deadline passes with no money
A reply or a payment during the grace day cancels the move.
Signed, unpaid.
Manual reassign.
"SIGNED — AWAITING PAYMENT".
Red, appears once the payment deadline passes; the discount framing then drops from the reminders.
Money in — the deal is won. Onboarding begins: an onboarding email draft appears for the rep to approve.
▸ Ways in
Deposit (or full amount) recognized
A matched transfer marks the card deposit-paid or fully-paid.
from Proposal Signed
The remaining balance arrives later
Recognized and logged the same amount-matched way; the card shows fully-paid — even after it has moved on.
from Bank match
Real columnWhere the won deal is onboarded
Ways out ▸
Rep approves the onboarding email
Won clients become the nurture audience. The card's full pipeline history stays on it.
Paid, pre-build.
Manual reassign.
Confirms the matched amount.
Sends the onboarding email (Hungarian) to the lead and moves the card to Ongoing Marketing.
The site is being built. Ends when the retainer starts.
▸ Ways in
The build stages progress
The card works through the build stages after payment.
from Payment Arrived
Real columnWhere the site gets built
Ways out ▸
Start marketing retainer
The rep starts the marketing retainer for the finished site.
Build in progress.
Manual reassign.
Shows once the build payment is confirmed.
Marks the invoice step done — bookkeeping only.
dealMarketing — advances to Ongoing marketing.
Adds a Main-Tasks entry.
Retainer client. Terminal on the board — no further column to move to.
▸ Ways in
Start marketing retainer
Won clients arrive here as the nurture audience; the retainer runs from here.
from Payment Arrived / Ongoing build
Real columnWhere retainer clients live
Ways out ▸
Terminal
No further column — the retainer is the end state on the board.
Retainer running.
Manual reassign — the only way out.
Adds a Main-Tasks entry (monthly retainer deliverable).
Silence won. The instant the lead writes back, the card returns to the column it was in before ghosting.
▸ Ways in
Silence after the final nudge
2 days of silence after the final nudge → auto-ghosted.
from Contacted — No Appt.
Unreachable timeout
No contact channel responds within the window.
from Contacted — No Appt.
Real columnWhere silence goes
Ways out ▸
Any reply
Any reply resurfaces it with a yellow pulse + email badge; no auto-reply, an AI draft waits for Approve.
Silent, waiting for a reply.
No reply in 14 days. If they write back, the card returns to the column it was in before ghosting.
Manual reassign.
Static state marker.
Explains the reactivation rule to the rep.
Adds a manual follow-up reminder outside the sequence system.
The very last column of the board, hidden by default behind an expand button. Reached from Negative Replies ("Approve goodbye → Lost" / "Close without a reply"), Contacted — No Appt. ("Mark as lost"), or Sales Call ("Mark Lost"). It is terminal (no further moves) and silent — nothing is ever sent to a Lost lead. A goodbye, if the rep wants one, is a separate one-off draft with its own Approve.
Whenever a reply lands on an existing card — in any column, including Booked — the card gets a yellow pulsing animation + an email badge, the email is logged as a touchpoint, and any pending unsent draft or queued sequence step for that lead is cancelled. No stage is skipped and the pulse is never red.
Every column here is written to match the owner-signed EBO v2 (03 Jul 2026). The earlier open questions — the negative follow-up chain, real-human carding, no-show timing, the Studio/Figma controls, and the reply pulse colour — are all now decided; those callouts are marked ✓ Decided inline above.
No lead's own status is "Contacted — No Appt." — the board shows a contacted lead there whenever something pins it into view: a running sequence, a follow-up date, a cancelled booking, or a no-show heading to rebooking. Every other column above is a real column a card actually lives in.
Each ticket is what you do → what you see on screen (and which email lands in whose inbox). Trigger types: 🖱️ click · ⏱️ time · ✉️ email · 📞 phone · ⚙️ system. A step chain shows a multi-step outcome in order — scroll it sideways on a narrow screen.