Pipeline Management

What Is a Pipeline?

A pipeline is a visual board that tracks every enquiry from first contact through to a result. Each column is a stage, and each card is an opportunity — a potential member, a society booking, an event enquiry.

You drag cards from left to right as they progress. At a glance, you can see what needs attention, what's stuck, and what's close to closing.

Why Pipelines Matter

Without a pipeline, enquiries live in inboxes, notebooks, and people's heads. Things get missed. Follow-ups slip. You have no idea how many live prospects you have or what they're worth.

With a pipeline:

• Every enquiry is visible in one place
• Nothing falls through the cracks
• You can see exactly where each prospect is in the process
• You know who's responsible for what
• You can forecast revenue based on what's in the pipeline

Your Pre-Configured Pipelines

Your CAPTURE account comes with pipelines for each type of enquiry:

• Membership
• Group Golf / Societies
• Weddings
• Meetings and Events
• Golf Lessons
• Green Fees
• General Enquiries

Your onboarding guide lists the exact pipelines configured for your club.

Pipeline stages

Every pipeline uses the same stage structure. This keeps things consistent — your team only needs to learn one process, regardless of the enquiry type.

Plus Won and Lost on every pipeline.

Important: Only move to In Contact when there's actual two-way engagement — not just because you tried calling. And only mark as Lost when they've explicitly said no or you've exhausted all follow-up attempts.

See the Sales Follow-Up Best Practices guide for the full follow-up cadence and how to handle each response type.

Understanding Opportunities

An opportunity is a single deal or enquiry moving through your pipeline. Each one has:

• Contact — the person enquiring
• Stage — where they are in the process
• Value — what the deal is worth
• Owner — who on your team is responsible
• Source — where the lead came from (website, referral, phone, etc.)
• Status — Open, Won, Lost, or Abandoned

Creating opportunities

Automatically (recommended): When someone submits a web form or books through a calendar, an opportunity is created automatically in the right pipeline. This means no leads get missed.

Manually: Click Add opportunity in the Opportunities view. Select a contact, choose the pipeline and stage, add a value, and assign an owner.

Moving opportunities

• Drag and drop cards between columns on the board
• Or open the opportunity and change the stage from the dropdown

Pipeline Views

Board View (Kanban)

The default view. Stages appear as columns, opportunities as cards. Drag and drop to move deals forward.

You can customise what shows on each card — up to 7 fields including opportunity name, value, owner, contact details, days since last update, and next task due date. Quick actions at the bottom of each card let you open conversations, add tasks, and make notes without leaving the board.

List View

Toggle to list view using the switch at the top right. This shows all opportunities in a table format — useful when you have a lot of deals and want to sort, filter, or scan quickly. You can customise columns, sort by any field, and export data.

Filtering

Use the filter icon to narrow down what you see:

• By owner — see only your deals, or a specific team member's
• By status — Open, Won, Lost, or Abandoned
• By source — website, referral, phone, etc.
• By value — greater than, less than, or equal to a specific amount
• By date — created, last updated, last stage change, won date, lost date
• Combine filters with AND/OR logic for more precise views

Tasks: Your Follow-Up Safety Net

Every follow-up should have a task with a due date and an owner. Tasks keep your team accountable and stop things from slipping.

How to use tasks

• Create a task for each follow-up action (e.g., "Call back Tuesday", "Send quote", "Chase deposit")
• Set due dates that match your follow-up cadence
• Assign tasks to specific team members
• Mark tasks as complete when done
• Review overdue tasks daily

Task automation

Set up workflows to create tasks automatically:

• When an opportunity enters Attempted Contact 1 — create a task: "Make first call"
• When an opportunity moves to In Contact (Hot) — create a task: "Send proposal or book tour"
• When an opportunity is Won — create onboarding tasks
• When an opportunity goes stale — create a task: "Review and follow up"

Tasks appear on opportunity cards in the board view, so you can see at a glance what's due next.

Automations

Automations remove manual work and make sure nothing gets missed. Here are the most useful ones for golf clubs:

Stale opportunity alerts

A stale opportunity is one that's been sitting in the same stage with no activity. CAPTURE can automatically flag these.

Set a stale threshold (e.g., 3 days for early stages, 7 days for later stages). When triggered, the system can send a follow-up email, notify the deal owner, or alert a manager.

This is one of the most valuable automations you can set up. It catches the deals that would otherwise quietly die.

Keeping Your Pipeline Clean

A messy pipeline gives you bad data. If it's full of stale deals and outdated opportunities, you can't trust the numbers and you can't forecast accurately.

Weekly review

Every week, each team member should:

• Update every deal they've touched with a note and a next step
• Move deals forward (or backward) based on what's actually happened
• Flag any deals that are stuck

Monthly cleanup

Once a month, a manager should:

• Review all deals that have been in the same stage for more than 30 days
• Mark genuinely dead deals as Lost (with a reason)
• Mark unresponsive deals as Abandoned
• Check that deal values are accurate
• Remove duplicates

Always record a reason when marking Lost

This is critical. Common loss reasons to track:

• Price / value concern
• Chose a competitor
• Timing not right
• No response after full follow-up
• Location
• Not a good fit

Over time, this data tells you exactly why you're losing deals — and what to fix.

Pipeline Metrics

What to track

Pipeline coverage

A good rule of thumb: maintain 3-4x your revenue target in open pipeline value. If your win rate is 25%, you need 4x coverage. If it's 33%, you need 3x.

Dashboard

The CAPTURE dashboard shows:

• Pipeline value — total and per stage
• Conversion rate — leads won vs total leads
• Funnel chart — percentage of leads progressing through each stage
• Stage distribution — how many opportunities sit in each stage right now

Use date filters to view specific periods and track trends over time.

Quick Reference

Do

• Assign an owner to every opportunity
• Set a value on every deal
• Create tasks for every follow-up
• Move deals forward based on actual buyer actions
• Record a reason for every lost deal
• Review and clean up weekly

Don't

• Leave stale deals sitting for weeks
• Move deals forward just because you tried contacting them
• Mark "not right now" leads as Lost (move to Long Term Prospect instead)
• Delete old leads — keep them on Long Term Prospect for re-engagement
• Forget to update values and stages after conversations