> ## Documentation Index
> Fetch the complete documentation index at: https://docs.propilotapp.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Deal Pipeline

> Track every deal on a Kanban board through stages, with filters, table and map views, follow-ups, and bulk actions.

The Deal Pipeline is where you track every saved property from first contact through closing.
Find it by clicking **Deal Pipeline** in the sidebar. You can work it as a Kanban board, a
sortable table, or a map, and every card opens the full property workspace with analysis,
conversation, and notes.

<Info>
  **Key things to know**

  * Deals move through **stages** (columns) - drag a card, or use the **Stage** dropdown.
  * Stages, colors, checklists, and the automation timers are configured in **Pipeline Settings** (the gear icon in the Deal Pipeline toolbar).
  * Select cards to **Message**, enroll in a **Sequence**, set an **Owner**, or move **Stage** in bulk.
  * Set a **Default Follow-Up** window once in Pipeline Settings; deals then show **Awaiting Follow Up** when due (override per deal anytime).
  * Moving a deal to **Lost** archives its conversations and starts a deletion countdown; **Revisit** parks it without archiving.
</Info>

<Note>
  **Related settings:** Pipeline stages, default follow-ups, and the automatic cleanup windows
  are configured from the gear icon in the Deal Pipeline toolbar. Organization settings such as
  team members, roles, and deal tags are covered in
  [Advanced Settings > Organization](/settings/advanced-settings/organization).
</Note>

## In this section

<CardGroup cols={2}>
  <Card title="Stages" icon="layer-group" href="/features/deal-pipeline/stages">
    The columns of the pipeline, how deals move (manually and automatically), and how to configure them.
  </Card>

  <Card title="Views & Cards" icon="table-columns" href="/features/deal-pipeline/views">
    Board, table, and map views, every element on a card, and all status badges.
  </Card>

  <Card title="Follow-ups" icon="bell" href="/features/deal-pipeline/follow-ups">
    Keep deals from going cold with automatic and manual follow-ups.
  </Card>

  <Card title="Search & Filters" icon="filter" href="/features/deal-pipeline/filters">
    Search, sort, and the full set of pipeline filters.
  </Card>

  <Card title="Bulk Actions" icon="layer-group" href="/features/deal-pipeline/bulk-actions">
    Message, enroll, assign, or move multiple deals at once.
  </Card>
</CardGroup>

## How deals enter the pipeline

A deal is a saved property. Properties enter the pipeline when you:

* **Save from Deal Hub** - click the heart icon on a property card.
* **Save to Edit** - click **Save to Edit** inside a property you opened from Deal Hub or Lookup.
* **Create a manual off-market deal** - from the Off-Market/Lookup page.
* **Message or schedule a message** about a property - messaging a listing agent about an
  unsaved property saves it automatically so the conversation has a deal to live on.

New deals always start in the first stage, **Not Contacted**.

## How deals move and leave

* **You move them** - drag a card between columns, or use the **Stage** dropdown inside the
  property. See [Stages](/features/deal-pipeline/stages) for moves with special behavior
  (Contacted, Under Contract, Closed, Lost).
* **The system moves them** - a deal advances to **Contacted** automatically when you first
  message its listing agent, inactive early-stage deals move to **Revisit**, and stale Revisit
  deals move to **Lost**. Every card shows an **Auto** or **Manual** pill explaining how it got
  to its current stage.
* **They finish** - a deal ends in **Closed** (with a celebration) or **Lost**. Deals left in
  Lost are deleted automatically after 30 days; their message history is preserved and
  re-saving the property revives it. See [Stages](/features/deal-pipeline/stages).

## A typical daily workflow

<Steps>
  <Step title="Check what needs attention">
    Open the **Status** filter and select **Awaiting Follow Up** and **Need Reply**. These are
    the deals waiting on you. The dashboard's **Follow Ups Needed** card opens the same view.
  </Step>

  <Step title="Work the conversations">
    Click a card to open the property, reply or follow up from the conversation panel, and set
    the next **Follow-Up** if the default timing doesn't fit.
  </Step>

  <Step title="Move deals forward">
    Drag deals that progressed to their new stage, or use the **Stage** dropdown in the
    property header. Complete the stage checklist items on the stage tab as you go.
  </Step>

  <Step title="Triage what's stale">
    Park deals you want to return to in **Revisit**, and move dead deals to **Lost**. The
    automatic cleanup rules handle anything you miss.
  </Step>
</Steps>

## Inside a property

Click any card to open the full property workspace - photos and map, financial analysis,
the agent conversation, pipeline stage checklists, and notes. From its header you can set a
**Follow-Up**, assign an **owner** and **deal tags**, enroll in a **Sequence**, change the
**Stage**, **Export PDF**, and open **Zillow** or **Map**. See
[Property Details](/features/property-details).

## Common questions

<AccordionGroup>
  <Accordion title="Why did a deal move to Contacted by itself?">
    Sending the first SMS, email, or call to the listing agent about that specific property
    advances the deal from **Not Contacted** to **Contacted** automatically. Only the property
    you actually communicated about moves - other deals with the same agent stay put. The
    card's **Auto** pill explains the move when you click it.
  </Accordion>

  <Accordion title="Can I rename or reorder stages?">
    Yes - open **Pipeline Settings** (the gear icon in the Deal Pipeline toolbar) to rename,
    recolor, reorder, and set checklists for unlocked stages, and to add new stages. Locked
    stages (marked with a lock icon) can't be renamed. See [Stages](/features/deal-pipeline/stages).
  </Accordion>

  <Accordion title="Why don't I see outreach badges on a card?">
    Communication badges are hidden in the **Not Contacted** and **Lost** stages by design. In
    Not Contacted, agent activity could be inherited from other properties tied to the same
    agent; in Lost, the deal is out of active circulation. Each column has an info icon
    explaining this on the board.
  </Accordion>

  <Accordion title="What happens to conversations when I mark a deal Lost?">
    The listing-agent conversation is archived, unless the contact still has other active deals
    with you. Use **Revisit** instead if you want to park a deal without archiving its
    conversations. Deals left in Lost are removed automatically after 30 days; their message
    history is kept and the property shows
    as "(Deleted)" in Messages. Archived contacts stay visible on the Lost deal's card, and
    adding an archived contact to an active (non-Lost) deal reopens their conversation
    automatically.
  </Accordion>

  <Accordion title="Why did a deal disappear from the board?">
    The two most common reasons: it sat in **Lost** past your organization's retention period
    and was deleted automatically (each Lost card shows a "Deletes in Xd" countdown first), or
    a filter is active - check the filter count pill in the toolbar and the **Lost** toggle
    (the Lost column is hidden by default).
  </Accordion>

  <Accordion title="What's the difference between 'Default' and 'Not set' for a follow-up?">
    **Default** writes a real due date (now plus your org's default window). **Not set** uses
    automatic timing from your last contact, and the clock resets each time you message. See
    [Follow-ups](/features/deal-pipeline/follow-ups).
  </Accordion>

  <Accordion title="Will I get a reminder when a follow-up is due?">
    There's no separate email or push reminder. Due follow-ups appear on the dashboard's
    **Follow Ups Needed** card and under the **Awaiting Follow Up** status filter.
  </Accordion>

  <Accordion title="Why are some controls missing on mobile?">
    On small screens the view toggles, portfolios, the Lost toggle, and Pipeline Settings are
    hidden; you get a stage filter plus a single card list.
  </Accordion>
</AccordionGroup>

## Limitations

* The board loads up to 5,000 saved properties and isn't paginated.
* Manual card order within a column isn't saved - ordering follows your chosen sort.
* Filters don't persist when you leave the page, and there are no saved filter presets.
* There's no real-time sync of teammates' changes - refresh the page to see their updates.