> ## 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. # Stages > Every pipeline stage, how deals move between them manually and automatically, and how to configure stages and cleanup timers. Each column on the board is a **stage**. Together they map the life of a deal from first save to closed (or lost), and a few stages trigger special behavior when a deal enters them. **Key things to know** * New organizations start with nine stages, from **Not Contacted** through **Closed**, plus **Revisit** and **Lost**. * Some moves are automatic: first outreach advances a deal to **Contacted**, inactive deals move to **Revisit**, and stale Revisit deals move to **Lost**. * Deals left in **Lost** are deleted automatically after 30 days; message history is preserved. * Every card shows an **Auto** or **Manual** pill - click it to see exactly how the deal entered its current stage. ## The default stages | Stage | What it means | Special behavior | | -------------------------- | ------------------------------------------------------------------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Not Contacted** | Newly saved deals you haven't reached out about yet. New properties land here. | Communication badges are hidden (agent activity may belong to other properties). Shown as a double-width column. | | **Contacted** | You've started a conversation with the listing agent. | Deals advance here automatically on your first outreach about the property. Dragging a deal here with no recorded communication prompts you to log one first. Double-width column. | | **Official Contract Sent** | You've submitted an offer and are awaiting a response. | - | | **Under Contract** | Offer accepted; working through earnest money, title, and inspection. | Moving here asks for contract details first (**Save & move to Under Contract**). Inspection and closing deadline cards then appear in the property header. | | **Inspection** | Inspection scheduled or underway; negotiating repairs. | - | | **Closing** | Final walkthrough, signing, and funding. | - | | **Closed** | Deal done. | Moving here shows a celebration. | | **Revisit** | A holding stage to park a deal and revisit later. | Conversations are **not** archived. Inactive early-stage deals land here automatically; deals that sit here too long move to **Lost** automatically. | | **Lost** | Not a fit. | Moving here archives the listing-agent conversation (when the contact has no other active deals) and starts the deletion countdown. Communication badges are hidden. Hidden column by default. | Stage names, colors, order, and checklists are configurable per organization in **Pipeline Settings**. Open it from the **gear icon in the top-right of the Deal Pipeline toolbar** (or **More options > Pipeline Settings**) - this is different from the main **Settings** in the left sidebar. Stages marked with a lock icon are **Locked** and can't be renamed or recolored. **Related settings:** Team members, roles, and deal tags live in [Advanced Settings > Organization](/settings/advanced-settings/organization). Pipeline Settings itself opens from the Deal Pipeline toolbar gear, not the main Settings sidebar. ## How deals move between stages * **Drag and drop** a card to another column (board view). * Use the **Stage** dropdown in a property's header (any view). * Use the **Stage** bulk action to move several deals at once - see [Bulk Actions](/features/deal-pipeline/bulk-actions). Under Contract is excluded from bulk moves because each deal needs its own contract details. Three moves do more than just change the column: * **To Contacted without a prior message** - you're prompted to log the communication first, so the stage always reflects real outreach. * **To Under Contract** - a contract details form opens first; the move completes when you click **Save & move to Under Contract**. * **To Closed** - a "Deal closed" celebration plays. ### Automatic advance to Contacted When you send your first SMS, email, or call to the listing agent about a property, that deal moves from **Not Contacted** to **Contacted** automatically. The move is scoped to the property you actually communicated about - other deals listed by the same agent are not moved. If a conversation covers several properties, each property discussed in it advances. ## Configuring stages Click the **gear icon** in the top-right of the Deal Pipeline toolbar (or **More options > Pipeline Settings** on smaller screens). Rename unlocked stages, pick a color, and drag stages to reorder them. Locked stages (marked with a lock icon) keep their name and color because automations depend on them. Expand a stage and use **Add a checklist item...** to define the work that belongs to that stage. Checklists appear on the matching stage tab inside every property. Click the **Add Stage** button below the list. New stages are unlocked, so you can rename, recolor, and reorder them freely. Save your changes. The board updates for everyone in your organization. ## Showing or hiding Lost The **Lost** column is hidden by default to keep the board focused. Use the **Lost** toggle in the toolbar (or **Show Lost** in the overflow menu) to reveal it; a badge shows how many deals are hidden there. ## Automatic cleanup of Lost deals Deals that sit in **Lost** longer than **30 days** are removed automatically to keep the pipeline fast and tidy. * Each card in the Lost column shows a **deletion countdown** (for example "Deletes in 12d"); it turns red in the final week. The same countdown appears in the property view header. Move a deal out of Lost to keep it. * The info icon next to the Lost column name explains these rules right on the board. * Removed deals keep their message history. In Messages, the property appears as a disabled label that reads **"(Deleted)"** next to the address. * If a removed property comes back (for example, you save it again from Deal Hub), it is restored and starts over at the first pipeline stage. * There is no separate email or notification before deletion - the countdown on the card and in the property header is the warning. The 30-day period is fixed and the same for every organization - it is shown under **Lost Auto-Delete** in **Pipeline Settings** (the gear icon in the Deal Pipeline toolbar) but cannot be changed. Move any deal you want to keep out of Lost before its countdown runs out. ## Automatic move of inactive deals to Revisit Deals in **Not Contacted** or **Contacted** that have gone quiet are moved to **Revisit** automatically, so the early columns only hold deals you're actively working. A deal moves to Revisit when **all** of these are true: * The listing is **no longer Active** on the market (or it's an off-market deal with no listing status). * There has been **no communication** for your organization's inactivity window (1, 7, 14, or 30 days; default 7) - no messages, calls, or logged activities, in or out. * The deal is **not enrolled in a sequence** - enrolled deals are never auto-moved. Any message, call, logged activity, or listing status change resets the timer. Internal notes do not count as activity. Cards approaching the move show a countdown badge (for example "Revisit in 5d") during the final week only, so the board stays quiet until it matters. ## Automatic move from Revisit to Lost Deals that sit in **Revisit** longer than your organization's window (30, 45, 60, or 90 days; default 45) are moved to **Lost** automatically, where the Lost Auto-Delete countdown takes over. The timer starts when the deal lands in Revisit and resets on any communication or listing status change. Every card in Revisit shows its countdown (for example "Lost in 12d"), and deals enrolled in a sequence are never auto-moved. Admins can change both windows with the **Auto-Move to Revisit** and **Revisit Auto-Move to Lost** settings in **Pipeline Settings**. Changing either window asks for confirmation first and tells you how many deals the change affects. ## How did this deal get here? The Auto/Manual pill Every card on the board (and the property view) shows a small **Auto** or **Manual** pill telling you how the deal entered its current stage. Click it for the full explanation: * **Manual** - someone on your team moved it (drag and drop or a stage change), or it was placed in the first stage when the property was saved. * **Auto** - the system moved it: the automatic advance to Contacted after your first outreach, an automatic move to Revisit after inactivity or when the listing went off-market, or an automatic move to Lost after sitting in Revisit too long. For automatic moves, the explanation includes the rule and the window that applied at the time (for example "moved to Revisit automatically after 30 days of inactivity"), so there's never a mystery about why a deal changed columns overnight. Deals moved before move-tracking existed show as Manual with a note that the move was recorded before tracking. ## Rollout grace period and "Apply now" When the automatic cleanup rules (Lost auto-delete and the Revisit moves) are first turned on for your organization, a **grace period** protects your existing deals: every timer starts counting from the moment the rules were enabled, so each deal gets at least one full window of visible countdown before anything moves or is deleted - nothing is swept right away. If your organization has no deals in the pipeline yet when the rules turn on, there is nothing to protect, so the rules are simply live from day one and the banner below never appears. Every deal you save afterwards still gets its full countdown window before any rule touches it. During the grace period, a banner at the top of the Deal Pipeline shows each rule with its own start date and how many deals it would affect today. Admins can skip the wait per rule with the **Apply** button on each card, or for everything at once with **Apply all now**: * A confirmation dialog first shows exactly what would happen - how many deals are already past the deletion window, how many inactive deals would move to Revisit, and how many Revisit deals would move to Lost. * After confirming, the applied rule's timers count from each deal's **real history** (when it actually entered its stage or last had activity) instead of from the enablement date. Affected deals are processed within 24 hours, and the rule's card shows **Live**. * Closing the banner with the X hides it for your current session only; it returns until every rule is live. Collapsing it is remembered. Applying the rules early cannot be undone. If the dialog shows deals already past the deletion window, move any you want to keep out of Lost before confirming. ## Common questions Stages marked with a lock icon (such as Not Contacted, Contacted, Revisit, and Lost) are locked because the automatic moves depend on them. You can still reorder checklist items on them, and you can freely rename, recolor, and reorder all unlocked stages. Its listing was no longer Active and it had no communication for your organization's inactivity window (default 7 days). Click the **Auto** pill on the card for the exact rule and window that applied. Any message or call brings it right back into play - just move it back manually. No. Deals enrolled in a [sequence](/features/sequences) are exempt from both automatic moves (to Revisit and from Revisit to Lost) for as long as the enrollment is active. The message history is preserved and the conversation shows the property as **"(Deleted)"** in [Messages](/features/messages). If you save the property again (for example from Deal Hub), the deal is revived and starts over at the first stage. No. Only **Lost** archives conversations. Revisit is a holding stage - everything stays open, which makes it the right place to park deals you may come back to. Organization admins and owners can change the **Auto-Move to Revisit** and **Revisit Auto-Move to Lost** windows in Pipeline Settings, and every change shows a confirmation dialog with its impact first. The **Lost Auto-Delete** period is fixed at 30 days and cannot be changed.