Pipeline field guide · 16 columns · 05 Jul 2026

Every column of the sales-pipeline board

Ways in, the station, ways out, and every button on the card — for all 16 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.

Column 1 of 16

🚫 Negative Replies

Real column

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

⚙️First-touch classifier

An objection-flavoured first reply arrives

A reply to mail we sent from a cold-email account, read as a "no", mints a card here. (The universal inbound rule below governs which replies card and which don't — a sender already in the CRM never mints a new card; their existing card just pulses.)

from Any cold inbox

🖱️Rep click

Rep manually moves a card here

Status dropdown → Negative Replies.

from Any column

🚫 Negative Replies3
HB
Horváth Bea
draft reply ready
Awaiting rep decision
+2
2 more waiting…

Real columnWhere an objection-flavoured first reply lands

Ways out ▸

✉ sends⇄ moves
🖱️Rep click

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.

1Open sequence modal→ 2Review every step→ 3Schedule and Send→ 4Email #1 out now→ 5Card → Contacted, steps in its history
→ goes to Contacted — No Appt.
↪ Next steps in Contacted — No Appt.
  • The sequence you armed runs on its own timers — email #1 just went out, the rest are scheduled.
  • Every email carries the lead's booking link; if they book, the card jumps to Booked / Sales Call Prep.
  • If they reply, the card pulses yellow here for you to handle; 2 days of silence past the last nudge auto-moves it to Ghosted.
⇄ moves
🖱️Rep click

Close without a reply

Confirm-gated, silent — no email leaves. The card moves to Lost.

→ goes to Lost (hidden)
↪ Next steps in Lost
  • Lost is terminal and silent — no goodbye left, and nothing will send from here.
  • The card rests in the collapsed Lost column, history intact.
  • It only leaves if you manually move it.

✓ Decided — the old one-click "Send + Booking FUP" button is gone

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.

What every click on the card does

The card shown once a first reply is read as an objection.

Horváth Bea NEGATIVE Move to
HB Dekor Kft.
Their last message12m ago
Köszönöm, most nem aktuális.
History
14:02 — inbound: "Köszönöm, most nem aktuális." · 13:40 — outreach #2 sent
Negative reply — choose the action.
Suggested reply — editable
To follow up, use Send Emails (below) — review every step, then Schedule & Send. No one-click send.
1

Move-to dropdown ⇄ moves

Reassign to any column manually.

2

History collapsed

Collapsed history banner — click to expand the touchpoint log.

3

Send Emails opens the arming modal

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.

4

Approve goodbye → Lost ✉ sends ⇄ moves human gate

The goodbye is a one-off draft — nothing sends until Approve is clicked. Then the card closes to Lost.

5

Close without a reply ⇄ moves confirm-gated

Silent close, no email, moves to Lost.

Column 2 of 16

New lead

Entry column

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

🖱️Rep click

Manual move

Drag or status dropdown.

from Any column

New lead5
TL
Tóth László
no sequence armed
+4
4 more waiting…

Real columnWhere a lead starts

Ways out ▸

✉ sends⇄ moves
🖱️Rep click

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.

→ goes to Contacted — No Appt.
↪ Next steps in Contacted — No Appt.
  • The follow-up sequence you armed runs on its own timers — email #1 went out now, the rest are scheduled.
  • If they reply, the card pulses yellow here for you to handle (Approve a draft or Log call).
  • If they book, it jumps to Booked / Sales Call Prep; if they stay silent to the end, it auto-moves to Ghosted.
📞Phone

Rep logs a phone call

Log call opens a three-way choice — each outcome starts its own process, step by step.

No answer
Nothing happens

The attempt is logged as a touchpoint. The card stays in New Lead — no email, no move.

Answer · agrees to book
Manual appointment booking
1Rep picks date + time→ 2Google's Meet invite lands in the lead's inbox→ 324h + 2h reminders arm→ 4Card → Booked / Sales Call Prep→ 5Prep automation starts by itself
Answer · agrees a follow-up date
Sets a follow-up date
1Rep picks the follow-up date→ 2Date saved · no email sent→ 3Card → Contacted — No Appt.→ 4On the date, a "Call lead" 📞 task surfaces in Today→ 5Rep calls again or arms a sequence
→ goes to Booked · Contacted · or stays
↪ Next steps depend on the outcome
  • No answer — nothing changes; the card waits in New Lead for the next move.
  • Books — the meeting lands in Booked and prep runs by itself (up to 10 min).
  • Follow-up date — the card waits in Contacted; the date surfaces a "Call lead" task in Today so it never slips.
⇄ moves
🖱️Rep click

Manual move

Drag or status dropdown.

→ goes to Any column
↪ Next steps in the chosen column
  • The card lands wherever you dropped it and adopts that column's own behavior.
  • No email fires from a manual move on its own — the destination's rules take over.
  • It skips the usual entry steps, so confirm it's the column you meant.

✓ Decided — a real-human reply always cards

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.)

What every click on the card does

The card shown for a fresh, un-sequenced lead.

Tóth László ✨ NEW No website found Move to
Tóth Kertészet Pest
Their last message8m ago
Érdekelne egy weboldal a kertészetnek, mennyibe kerülne?
What do you want to log?
1

Move-to dropdown ⇄ moves

Reassign to any column manually.

2

"✨ NEW" chip <2h old

Green freshness chip, clears itself after 2 hours.

3

Website-missing badge conditional

Shows only when enrichment found no site.

4

Send Emails opens the arming modal

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.

5

Log call three outcomes

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).

Column 3 of 16 · Pipeline field guide · 05 Jul 2026

Contacted — No Appointment Booked

Display state Derived column

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

✉ sends
🖱️Rep click

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

📞Phone

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

🖱️Rep click

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 move

from Sales Call

🖱️Rep click

Manual move

Rep drags the card here, or picks the column in the status dropdown.

from Any column

Contacted — No Appt. 7
KZ
Kovács Zsolt
napfeny-kert.hu
Reply waiting · review
NB
Nagy Bea
sequence running · grey
+5
5 more in the bay…

A display state, not a stage Where a contacted lead waits

Ways out ▸

⇄ moves
⏱️Time elapsed

Silence after the last nudge

No reply 2 days after the final nudge (cadence day 2 / 5 / 9) → auto-ghosted.

→ goes to Ghosted
↪ Next steps in Ghosted
  • The card sits silent — nothing sends to a ghosted lead.
  • If the lead ever writes back, it auto-reactivates to the column it was in before ghosting, pulsing yellow.
  • An AI reply draft then waits for your Approve — no auto-reply ever goes out.
⇄ moves
🖱️Rep click

Rep marks it dead

Status dropdown → Lost. No goodbye email — Lost is silent.

→ goes to Lost (hidden)
↪ Next steps in Lost
  • Lost is terminal and silent — no goodbye email leaves.
  • The card rests in the collapsed Lost column with its history.
  • Only a manual move brings it back.
⇄ moves
🖱️Rep click

Manual move

Rep drags it anywhere, or picks another column in the dropdown.

→ goes to Any column
↪ Next steps in the chosen column
  • The card lands where you dropped it and adopts that column's rules.
  • Nothing sends from the move itself.
  • It skips the destination's normal entry steps, so confirm it's where you want it.

↻Looks like an exit — but the card stays put

  • A negative reply on a card that has an armed sequence pulses for review but stays here (WJ-56) — the sequence already proved real engagement, so the rep decides.
  • The sequence stepping through day 2 / 5 / 9 is progress, not a move.
  • The card turning grey while a sequence runs is a state cue ("nothing to do"), not a column change.

✓ Decided — the card moves at the No-show click, then the modal comes to the rep

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.

The "Rebooking" card state

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

KZ
Kovács Zsolt
Napfény Kert Kft.
SEQUENCE RUNNING

Rebooking state — dimmed, running dashed border

KZ
Kovács Zsolt
Napfény Kert Kft.
↻ Rebooking

What every click on the card does

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 (⇄).

Kovács Zsolt REPLIED 2d in stage Move to
Auto: Follow-up nudge · 2/5 · next: Jul 9
Napfény Kert Kft. napfeny-kert.hu Bács-Kiskun
Their last message3h ago
Kösz, hogy jelentkezett — most épp sok a meló, de érdekelne. Írjon jövő héten?
History
Reply landed 3h ago — auto follow-up paused until you act.
1

Move-to dropdown ⇄ moves

Reassign the card to any column — Booked, Lost, back to New Lead. Same effect as dragging it.

2

Site

Opens the lead's website in a new tab. Read-only.

3

Copy email / phone

Copies the address or number to the clipboard. Never contacts the lead.

4

Details

Opens the info drawer — editable fields, enrichment (location, top-3 services), and the Missive / Notion links.

5

Full history

Every touchpoint with a one-line AI summary; add a private note or copy a transcript.

6

Edit & reschedule while running

Reopens the sequence modal to tweak steps or timing. Doesn't send — it only re-schedules; the send stays behind the arm click.

7

Approve & send ✉ sends human gate only if they replied

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.

8

Log call → three outcomes

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.

Column 4 of 16

Booked / Sales Call Prep

Real column

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

📞Phone

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

🖱️Rep click

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

🖱️Rep click

Manual move

Drag or status dropdown.

from Any column

Booked / Sales Call Prep4
SZ
Szabó Anna
Thu 15:00 · not prepped

Real columnWhere a call waits for prep

Ways out ▸

📞Phone

Lead calls to reschedule

Log call → Reschedule → new time. The same meeting moves.

1Log call → Reschedule→ 2Pick new time→ 3Same meeting moves · Google's update notice→ 4Old invite link still works→ 524h/2h reminders re-anchor
stays in Booked
↪ Next steps in Booked
  • The card stays here — same meeting, new time; the lead already got Google's update notice and the old invite link still works.
  • The 24h/2h reminders re-anchored to the new slot; nothing fires for the old time.
  • Review prep, then Mark Prepped → Sales Call (or it auto-moves when the call is captured).
⇄ moves
📞Phone

Lead calls to cancel

Log call → Cancel. The event is deleted.

1Log call → Cancel→ 2Event deleted→ 3Google's cancellation notice to the lead→ 4Card → Contacted in Rebooking state
→ goes to Contacted (Rebooking)
↪ Next steps in Contacted (Rebooking)
  • The card arrives in the Rebooking state — dimmed, dashed running border, big "Rebooking" pill.
  • No email left on the cancel beyond Google's own cancellation notice.
  • To chase a new date, arm the sequence (review steps → Schedule and Send); the state clears the moment a new time is booked.
⇄ moves
🖱️Rep click

Rep clicks Mark Prepped

After reviewing the prep, the rep marks it prepped and the card moves on.

→ goes to Sales Call
↪ Next steps in Sales Call
  • The card waits for the call; when it ends, the recording/transcript is captured automatically (no visible bot, no manual step).
  • The AI pre-fills the post-call form for you to review and edit.
  • From the form you click Send proposal → Sign Follow-Up, or Mark Lost; a no-show reschedules or rebooks.
⇄ moves
⚙️Auto

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.

1Meeting happens→ 2Recording/transcript captured→ 3Card auto-moves (no click)
→ goes to Sales Call
↪ Next steps in Sales Call
  • The card moved on its own because the call was captured — it gets its own log line.
  • The transcript pill runs processing → done and the AI pre-fills the post-call form.
  • Review the form, then Send proposal → Sign Follow-Up (or Mark Lost).

✓ Decided — both prep controls appear at Booked entry, greyed, then turn vivid

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.

⏱ The 10-minute patience rule (for testers)

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.

Prep controls: grey while running → vivid when ready

Grey = prep is running (up to 10 minutes). Vivid = the thing the control opens now exists.

T+0 — just booked (prep running)

SZ
Szabó Anna
szabo-uveg.hu
SALES CALL PREP ◆ Figma
Open in ClientsFlow Studio

T+≤10min — prep done (ready)

SZ
Szabó Anna
szabo-uveg.hu
SALES CALL PREP ◆ Figma
Open in ClientsFlow Studio
◆ Open Figma file

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.

What every click on the card does

The prep card, before "Mark Prepped".

Szabó Anna SALES CALL PREP Thu 15:00 Move to
Szabó Üveg Bt. szabo-uveg.hu
Last message
Foglalás megerősítve — a Google Meet link a meghívóban.
Sales call prep

Prep the niche + script before the call.

The call-outcome buttons (Move Forward · No-show) appear after "Mark Prepped".
1

Move-to dropdown ⇄ moves

Reassign to any column manually.

2

Call-date chip "🔄 Rescheduled" if moved

Amber if rescheduled; a red "⚠️ Invite didn't send" if the invite email failed.

3

Open in Figma & Open in Studio both grey → vivid

Both appear the moment the card enters Booked, greyed. The Figma button turns full vivid colour once the Figma export is ready; Open in Studio turns active once the Studio project is created — opening the lead's Sales-Prep view.

4

Open in CRM

Opens the lead's CRM record. Read-only shortcut.

5

Mark Prepped ⇄ moves

After reviewing the prep, moves the card to Sales Call.

Column 5 of 16

Sales Call / Proposal

Real column

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

⇄ moves
🖱️Rep click

Rep clicks Mark Prepped

After reviewing the prep in Booked.

from Booked

⚙️Auto

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

🖱️Rep click

Manual move

Drag or status dropdown.

from Any column

Sales Call3
PG
Papp Gábor
call done · 38 min
Transcript: Done

Real columnWhere the pitch happens

Ways out ▸

✉ sends⇄ moves
🖱️Rep click

Rep clicks Send proposal (from the form)

Its own explicit click — the proposal never leaves without it.

1Send proposal→ 2Proposal generated with the form's data→ 3Combined signing doc + payment link created→ 4Lead's inbox: proposal email (Hungarian) with signing link→ 5Card → Sign Follow-Up
→ goes to Sign Follow-Up
↪ Next steps in Sign Follow-Up
  • The sign/deadline reminder sequence starts by itself — the lead's inbox gets reminders framing "the discounted price holds if payment arrives by the deadline".
  • The card waits for both signatures; it advances only when both have signed.
  • If the lead replies it pulses yellow for your Approve; 3 days of silence auto-ghosts it.
⇄ moves
🖱️Rep click

Rep clicks Mark Lost

Silent — nothing is sent. The card closes to Lost.

→ goes to Lost (hidden)
↪ Next steps in Lost
  • Lost is terminal and silent — nothing sends.
  • The card rests in the collapsed Lost column with its full history.
  • Only a manual move reopens it.
🖱️Rep click

No-show → reschedule directly

Lead is reachable and still wants it.

1Pick a new time→ 2Same meeting reschedules · Google's update notice→ 3Reminders re-anchor→ 4Card back to Booked
→ back to Booked
↪ Next steps in Booked
  • The card is back in Booked on the new time — the lead got Google's update notice, and the old invite link still works.
  • The 24h/2h reminders re-anchored to the new slot.
  • Review prep again, then Mark Prepped → Sales Call (or it auto-moves when the call is captured).
⇄ moves
🖱️Rep click

No-show → rebook by email

Lead unreachable.

1Card → Contacted in Rebooking state→ 2Arming modal auto-opens ~1s later→ 3Lead books again → Booked→ 3bOR sequence exhausted + 2 days silence → Ghosted
→ goes to Contacted (Rebooking)
↪ Next steps in Contacted (Rebooking)
  • The card arrives in the Rebooking state (dimmed + dashed border + "Rebooking" pill); ~1 second later the arming modal opens by itself.
  • Review the steps and click Schedule and Send — no email leaves before that click.
  • Lead books again → Booked; sequence exhausted plus 2 days of silence → Ghosted.

📝 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.

1

Summary + chosen services / scope

What was agreed on the call and which services the lead picked.

3 sub-pages · new website · end-of-June deadline
2

Payment plan

Default: 50% deposit, remainder later.

50% deposit
3

Offer valid-until date

This is the payment-arrival deadline printed everywhere — document, card countdown pill, chase reminders.

Valid until Jul 12
4

Optional next-consultation date

If set, the lead's inbox gets a distinct "Megbeszélés" Google invite (its own title + description, clearly not a sales-call invite).

5

Notes

Anything else the rep wants on the record.

What every click on the card does

The card after the call happened.

Papp Gábor PREPPED Jun 28 14:00 Sales call done · 38 min Done ✅ Sales call processed — proposal can be sent Move to
Papp Építő Kft. papp-epito.hu
Last call — note2h ago
Lead wants 3 sub-pages, deadline end of June…
Log call outcome
No-show
1

Move-to dropdown ⇄ moves

Manual reassign.

2

Call-done tag

Green "Call done · N min".

3

Transcript pill processing / done / failed

Amber "Transcript processing…", green "Done", red "Transcript failed — retry".

4

Processed banner

Confirms the AI summary pre-filled the post-call form and the proposal can be sent.

5

Send proposal ✉ sends ⇄ moves

Opens/uses the post-call form, sends the proposal email to the lead, advances to Sign Follow-Up.

6

No-show options ⇄ moves

6a reschedule directly → back to Booked; 6b rebook by email → Contacted in the Rebooking state (arming modal auto-opens ~1s later).

7

Mark Lost ⇄ moves

Silent close to Lost.

8–9

Open in Figma / My signing link stay on the card

The vivid Figma icon (the prepared assets) and the rep's own signing link.

Column 6 of 16

Sign Follow-Up

Real column

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

✉ sends
🖱️Rep click

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

Sign Follow-Up2
MJ
Molnár Judit
day 4 in stage

Real columnWhere signatures are chased

Ways out ▸

⇄ moves
⚙️System

Both parties sign

"Signed" always means both. The reminders stop.

→ goes to Proposal Signed
↪ Next steps in Proposal Signed
  • The sign reminders stop; the card now waits for the money.
  • When a payment matches the deposit (or the full amount) it auto-moves to ① Paid / Send full design / Gather logins, marked paid.
  • If the payment deadline passes with nothing, a "Deadline missed" tag shows and one more silent day auto-ghosts it.
⇄ moves
⏱️Time elapsed

3 days of silence after the last follow-up

The one silence rule for this column → the card auto-ghosts.

→ goes to Ghosted
↪ Next steps in Ghosted
  • The card sits silent — nothing sends to a ghosted lead.
  • If the lead writes back, it auto-reactivates to Sign Follow-Up (its pre-ghost column), pulsing yellow.
  • An AI reply draft then waits for your Approve.

↻Looks like an exit — but the card stays put

  • The lead signed, the rep hasn't yet — a visible "waiting for your signature" flag; the rep signs via his own signing link shown right on the card.
  • The lead declines or the document expires — nothing dramatic: the card stays here and the reminders keep running.
  • Money arrives before both signatures — a banner + a flag on the card; it does not advance (both signatures are still required); the rep decides the next move.

What every click on the card does

Waiting on signature.

Molnár Judit PROPOSAL SENT 4d Offer valid until: Jul 12 Reminder 2/3 Move to
Auto: Proposal chase · 2/3 · next: Jul 9
Molnár Bútor Kft. molnar-butor.hu
Last message you sent1d ago
Elküldtem az ajánlatot és az aláírási linket — az akciós ár Jul 12-ig él.
Proposal sent — chase for signature.
Proposal chase · until Jul 12
1

Move-to dropdown ⇄ moves

Manual reassign.

2

Stage tag PROPOSAL SENT / AWAITING PAYMENT

Reflects where the deal is in the signing/payment flow.

3

Days-in-stage chip

How long it's been waiting.

4

Offer-valid-until chip

The proposal's expiry date.

5

Reminder-index tag nudge cadence

Which auto-nudge step the deal is on.

Column 7 of 16

Proposal Signed / Payment Follow-Up

Real column

Both parties signed — waiting for the money. A transfer is matched to the invoice with tolerance (±2% or 2,000 HUF).

▸ Ways in

⚙️System

Both parties signed

Both signatures land — "Signed" always means both.

from Sign Follow-Up

Proposal Signed2
RB
Ruzsa Béla
⚠ deadline missed

Real columnWhere payment is chased

Ways out ▸

⇄ moves
⚙️System

Transfer matches the deposit

A Stripe payment or a Wise "transfer arrived" email within ±2% / 2,000 HUF of the deposit → card moves, marked deposit-paid.

→ goes to ① Paid / Send full design
↪ Next steps in ① Paid / Send full design / Gather logins
  • The card is marked deposit-paid and the delivery flow starts: send the full design from Studio and gather the client's logins.
  • When the design goes out to the client, the card auto-moves to ② Waiting for feedback.
  • Any later balance payment still matches and logs onto the card.
⇄ moves
⚙️System

Transfer matches the full amount

Card moves, marked fully-paid — the deposit step is simply skipped.

→ goes to ① Paid / Send full design
↪ Next steps in ① Paid / Send full design / Gather logins
  • The card is marked fully-paid (the deposit step is skipped) and the delivery flow starts.
  • Send the full design from Studio and gather logins; the card then auto-moves to ② Waiting for feedback.
  • The card keeps its full history intact through the whole delivery flow.
⇄ moves
⏱️Time elapsed

Payment deadline passes with no money

A reply or a payment during the grace day cancels the move.

1Deadline passes→ 2"Deadline missed" tag appears→ 3Discount framing drops from reminders→ 41-day grace clock starts→ 5Still no reply/payment → auto-move to Ghosted
→ goes to Ghosted
↪ Next steps in Ghosted
  • The card only lands here after the "Deadline missed" tag showed and one grace day passed with no payment and no reply.
  • It now sits silent — nothing sends.
  • If the lead pays or writes, it reactivates to Proposal Signed (its pre-ghost column), pulsing yellow.

↻Looks like an exit — but the card stays put

  • Money arrives that matches nothing — a persistent banner appears and nothing else. The rep investigates; the card does not move on its own.

What every click on the card does

Signed, unpaid.

Ruzsa Béla SIGNED — AWAITING PAYMENT OVERDUE 6d Move to
Ruzsa Agro Kft. ruzsa-agro.hu
Last message
Szerződés aláírva — a foglaló utalására várunk.
Contract signed — awaiting payment (Payment FUP).
1

Move-to dropdown ⇄ moves

Manual reassign.

2

Stage tag

"SIGNED — AWAITING PAYMENT".

3

Deadline-missed tag conditional

Red, appears once the payment deadline passes; the discount framing then drops from the reminders.

Columns 8–13 of 16 · Delivery flow

The delivery flow — ① Paid → ⑥ Website done

6 real columns

Money in — the deal is won, and the build becomes a visible six-step journey. These six columns replaced the old "Payment Arrived / Onboarding" and "🏗 Ongoing build" columns: instead of one opaque "being built" bucket, you see exactly where every won deal stands. The heart of it is the ②⇄③ design rally: the client reviews in Studio, you edit, the card swings back and forth between "Waiting for feedback" and "Edit design based on comments" as many rounds as it takes — it is the one place on the board where a backward move is normal and automatic. From ④, ⑤ or ⑥ the deal can fork off to 📈 Ongoing marketing at any time.

🗺The whole flow at a glance

  • ① Paid / Send full design / Gather logins → send the design from Studio → ② Waiting for feedback
  • ② client clicks "Megjegyzések küldése" in Studio → ③ Edit design based on comments → you re-send → back to ② … (the ⇄ rally, any number of rounds)
  • client clicks "Elfogadom a végleges dizájnt" → ④ Design accepted / handoff → site published → ⑤ Waiting for last payment → final payment arrives → ⑥ Website done & fully paid
  • from ④ / ⑤ / ⑥ → optional fork to 📈 Ongoing marketing

⚙️How payments are recognized

  • Automatic: a Stripe payment, or a Wise "transfer arrived" email, is matched to the deal by amount + lead (within ±2% / 2,000 HUF) — the card moves by itself and is marked paid.
  • Manual fallback: if a payment lands some other way and no auto-move fires, just drag the card to the right column (or log it manually) — nothing breaks, the tags catch up.

① Paid / Send full design / Gather logins

The won deal lands here the moment the deposit (or the full amount) is recognized. Your job: send the full design from Studio and collect the client's logins.

▸Ways in

  • System — deposit or full payment matched (Stripe / Wise email, amount + lead) — from Proposal Signed. Full payment simply skips the deposit step.
  • Rep click — manual Move-to, e.g. when a payment arrived outside the matched channels.

▸Ways out

  • System — you send the full design to the client in Studio → the board notices (a background check runs every few minutes) → card auto-moves to ② Waiting for feedback.

② Waiting for feedback

The design is with the client. Nothing to do but wait — or nudge.

▸Ways in

  • System — design sent to the client in Studio — from ①, or from ③ when you re-send an edited round (the backward half of the ⇄ rally).

▸Ways out

  • Client click — the client finishes a review round and clicks "Megjegyzések küldése" in Studio → card auto-moves to ③ Edit design based on comments, and a "Client submitted a round of comments" entry lands in the history.
  • Client click — the client clicks "Elfogadom a végleges dizájnt" → straight to ④ Design accepted / handoff.

③ Edit design based on comments

The client's comments are in — you work through them in Studio.

▸Ways in

  • Client click — a round of comments submitted in Studio — from ②.

▸Ways out

  • System — you re-send the edited design in Studio → card moves back to ②. This ③→② move is the only routine backward move on the board — the rally repeats until the client approves.
  • Client click — "Elfogadom a végleges dizájnt" → ④ Design accepted / handoff.

④ Design accepted / handoff

The client approved the final design. Build it out, publish the site, hand it over.

▸Ways in

  • Client click — "Elfogadom a végleges dizájnt" in Studio — from ② or ③; a "Client approved final design" entry lands in the history.

▸Ways out

  • Rep click — Published / handed over on the card, once the site is live → ⑤ Waiting for last payment.
  • Rep click — Start marketing retainer → fork to 📈 Ongoing marketing.

⑤ Waiting for last payment

The site is live and handed over — the balance invoice is out.

▸Ways in

  • Rep click — Published / handed over — from ④.

▸Ways out

  • System — the balance payment is recognized (same Stripe / Wise amount-matching as the deposit) → ⑥ Website done & fully paid, marked fully-paid. No auto-move? Drag the card.
  • Rep click — Start marketing retainer → fork to 📈 Ongoing marketing.

⑥ Website done & fully paid

Delivered and settled — the delivery flow's happy end.

▸Ways in

  • System — final payment matched — from ⑤.

▸Ways out

  • Rep click — Start marketing retainer → fork to 📈 Ongoing marketing; otherwise the card simply rests here with its full history.

What every click on the delivery card does

One card, six columns — the controls are the same everywhere in the flow.

Farkas Ildikó DEPOSIT PAID 1d Move to
Farkas Optika Kft. farkas-optika.hu
Last message
Foglaló megérkezett — köszönjük! Indul a tervezés.
Paid client — the delivery flow tracks the build round by round.
1

Move-to dropdown ⇄ moves

Manual reassign — also the fallback when a payment or milestone didn't auto-move the card.

2

Payment tag deposit-paid / fully-paid

Confirms the matched amount; updates by itself when the balance lands.

3

Open in Studio

Jumps to the project in Studio — where you send designs and the client comments and approves.

4

Published / handed over ⇄ moves

Shown on the ④ card — you confirm the live site is handed over; the card moves to ⑤ Waiting for last payment.

5

Start marketing retainer ⇄ moves

Available on ④ / ⑤ / ⑥ — forks the client to 📈 Ongoing marketing.

6

Create Task

Adds a Main-Tasks entry.

Column 14 of 16

📈 Ongoing marketing

marketing

Retainer client. Terminal on the board — no further column to move to.

▸ Ways in

🖱️Rep click

Start marketing retainer

Won clients arrive here as the nurture audience; the retainer runs from here. The fork is available anywhere from ④ Design accepted onward.

from ④ Design accepted / ⑤ Waiting for last payment / ⑥ Website done

📈 Ongoing marketing6
BP
Balogh Péter
retainer · monthly

Real columnWhere retainer clients live

Ways out ▸

⚙️None

Terminal

No further column — the retainer is the end state on the board.

→ — none —
↪ Next steps — end of the board
  • This is the board's end state — the retainer runs and no column follows.
  • The card stays put with its full history; nothing auto-sends from here.
  • Any change from here is a manual move.

What every click on the card does

Retainer running.

Balogh Péter 📈 ONGOING MARKETING 34d Move to
Balogh Marketing e.v. balogh-marketing.hu
Last message
Havi retainer fut — köszönjük a bizalmat!
Marketing retainer client.
1

Move-to dropdown ⇄ moves

Manual reassign — the only way out.

2

Create Task

Adds a Main-Tasks entry (monthly retainer deliverable).

Column 15 of 16

📨 Ongoing Instantly

ongoing_instantly

Cold-email clients on the Instantly service — a parallel lane like 📈 Ongoing marketing, off the main sales journey. Nothing moves a card here automatically; it is a home you assign.

▸ Ways in

🖱️Rep click

Manual move

You pick 📨 Ongoing Instantly in the Move-to dropdown for a client whose cold-email campaigns you run.

from anywhere

📨 Ongoing Instantly1
KX
Kovács Xavér
cold-email retainer

Real columnWhere cold-email clients live

Ways out ▸

⚙️None

Terminal

Like the marketing retainer: no column follows automatically — any change is a manual move.

→ — none —
↪ Next steps — end of the board
  • The card stays put with its full history; nothing auto-sends from here.
  • Replies from this client keep landing on the existing card — they never mint a new lead.

🛡Inbound guards — mail that never becomes a card

  • Promo / marketing senders — mail from known promo domains or addresses (e.g. anything from imperiumlabsltd.com) is dropped like automated noise: no card, no CRM page, no Slack ping. The list is extensible — add a domain to cover every address at that host, or a single address for a one-off sender on an otherwise-legit domain.
  • Internal colleagues — mail from a teammate's address never mints a pipeline card or CRM page; colleagues aren't leads. Also an extensible list.
Column 16 of 16

👻 Ghosted

Real column

Silence won. The instant the lead writes back, the card returns to the column it was in before ghosting.

▸ Ways in

⏱️Time elapsed

Silence after the final nudge

2 days of silence after the final nudge → auto-ghosted.

from Contacted — No Appt.

⏱️Time elapsed

Unreachable timeout

No contact channel responds within the window.

from Contacted — No Appt.

👻 Ghosted9
NN
Nagy Norbert
silent 14 days

Real columnWhere silence goes

Ways out ▸

What every click on the card does

Silent, waiting for a reply.

Nagy Norbert 👻 GHOSTED 14d Move to
Nagy Füves Kft. nagy-fuves.hu
Last message14d ago
Rendben, átgondolom és jelentkezem.
Lead went silent — no reply in 14 days. If they write again interested, they auto-return to the column they were in before ghosting.
1

Move-to dropdown ⇄ moves

Manual reassign.

2

👻 GHOSTED tag

Static state marker.

3

Summary text

Explains the reactivation rule to the rep.

4

Create Task

Adds a manual follow-up reminder outside the sequence system.

⛔Terminal state — Lost

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.

Trigger lines — what fires the move

🖱️Rep click
✉️Email — inbound or a lead link-click
⏱️Time elapsed
📞Phone call
⚙️System / auto
✉ sends reaches the lead — always behind a human click ⇄ moves the card changes column matches the owner-signed EBO (2026-07-04 delivery baseline)

Card state cues — what a card's look tells you

Yellow pulse + email badge — a reply is waiting (any stage)
Rebooking — dimmed + running dashed border + "Rebooking" pill (a booked meeting fell away)
Armed sequence running — indigo dashed
Pre-call reminder armed — blue dashed
A sequence is attached but not yet armed — red border
Quiet / nothing to do — dimmed, clears on hover
Payment deadline missed — solid red
Call captured & processed — pulsing green
Fresh new lead — recency bar

✓ The universal inbound rule — every reply either cards or pulses

Any inbound email that replies to something we sent from one of our cold-email accounts mints or updates a card: interest-flavoured → New Lead, objection-flavoured → Negative Replies. The one exception: if the sender is already in the CRM, nothing moves and no new card is minted — the lead's existing card, in whatever column it sits, simply gets an email-icon badge + a yellow pulse so the rep sees the reply. Warmup mail, promos, colleagues, payment notices and our own mail never create a card.

✓ Decided — the reply pulse is yellow, at every stage

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.

What this guide reflects

Every column here is written to match the owner-signed EBO v2 plus the 2026-07-04 delivery-flow EBO (updated 05 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.

Why "Contacted" is a display state

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.

How to read a ticket

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.