Pipeline Stages

Stage lives per deal, not per prospect. A deal is one prospect-plus-listing pair, so the same prospect can sit in New Lead on one listing and Viewing Scheduled on another at the same time. Proppy moves each deal through the pipeline automatically as that specific listing gets traction - so you always know what to work on next.

The seven stages

• New Lead - The prospect has asked about this listing for the first time. No booking yet.
• Engaged - They've asked about this listing a second time. A real back-and-forth has started.
• Viewing Scheduled - A viewing is on the calendar for this listing.
• Viewed - The viewing has happened.
• Offer - An offer has been made or received on this listing.
• Won - This deal closed.
• Lost - Archived - either because the deal went quiet, or you marked it not interested / chose another listing / etc.

What Proppy moves automatically

• Prospect asks about a listing for the 2nd time → that deal moves to Engaged
• Prospect books a viewing for a listing → that deal moves to Viewing Scheduled
• The scheduled viewing time for that listing passes → that deal moves to Viewed
• A deal goes quiet for a while → moves to Lost (auto-archived)
• The prospect asks about that same listing again → deal restored to its previous stage

All five transitions above are scoped to the one deal - other deals for the same prospect on other listings keep their own stages.

See Automatic Pipeline Updates for the full story on archiving and restoring.

What you move manually

Three transitions are too important to automate - you decide when they happen:

• Offer - When an offer lands on a specific listing, move that deal to Offer.
• Won - When a deal closes, mark just that deal as Won. The prospect stays active on any other listings they're considering.
• Lost - When a deal won't happen, pick a reason: Not interested, Budget, Chose competitor, Chose another listing, Listing unavailable, or Other. The prospect is not archived at the contact level - they can keep chasing other listings.

Tip: Chose another listing is a real-estate-specific lost reason - often a prospect "losing" on one listing just means they picked another of your listings. Use it so your pipeline numbers stay honest.

Changing a deal's stage

1. Open the prospect
2. Click the CRM tab
3. Scroll to the Deals section
4. Click the stage pill on the deal you want to move
5. Pick a new stage

Changes save automatically and are logged in the Activity tab so you can always see who changed what and when.