Name the stages you use.
Write the notes you write.

A custom stage is a column you name. Clients sit in one stage at a time, and you drag them in and out like any other column.

1. Open Pipeline and click Add column.
2. Choose Custom stage. Name it, for example Waitlist, and add a short description if you want one.
3. Set Counts as. Automations, on-call, and reports treat clients in this column as that built-in stage. A waitlist that counts as Enquiry still behaves like an enquiry.
4. Click Add column. Drag to reorder. You can hide a built-in stage you do not use.

Changing what a stage counts as moves the clients already in it, and any automation for the new stage can run for them. Closed and Lost are never moved by an automation.

A smart column does not replace a client's stage. It shows everyone who matches rules you set, such as 36 weeks and over, a tag, an event they attended, or a product they got from your shop. They stay in their own stage as well.

1. Click Add column and choose Smart column. This is part of Pro.
2. Name it, for example Due soon.
3. Add rules. Match all of them, or any of them. Closed and Lost stay out unless a rule names those stages.
4. Save. The column fills itself, and updates when a client changes.

A rule used to only send a message. It can now move a client to a stage, or add and remove a tag, on the same triggers you already use. That includes a signed contract, a paid invoice, a stage change, or a client getting a product.

1. Open Automations and add or edit a rule. Automations are part of Pro.
2. Under Then, choose Move to a pipeline stage, Add a tag, or Remove a tag.
3. Pick the stage or type the tag. Save and turn the rule on.

Only if still limits who it runs for. A message and a move are separate rules, so you can send the email without moving them, or move them without writing.

Built-in templates stay. Your own sit above them, named for the visit you actually run.

1. Open Notes and click New template.
2. Name it, choose a category, and write the body. Type three underscores, ___ , wherever you want a blank to fill in later.
3. Save. It appears under Your templates.
4. On a new note, choose Start from a template. Tab moves from one blank to the next. Typing replaces the blank and keeps the rest of the note in order.

You can hide a built-in template you never use. Editing a template does not change notes you have already written.