Pipelines

Pipelines break a repeatable process into stages that records move through.

On this page:

• What pipelines are
• Setting up a pipeline
• Deleting a pipeline or stage

What pipelines are

For work you repeat, a pipeline maps out the stages records move through so everyone follows the same consistent path. Pipelines are set up by Insightly administrators but can be applied by anyone who can create or edit opportunities or projects.

A few key points:

• Pipelines can be used with opportunities or projects.
• Only one pipeline may be applied to each record.
• Every pipeline must include at least one stage.
• For projects, you can apply a pipeline or milestones, but not both.
• You can tie activity sets to a pipeline to automatically create tasks and events when a stage is reached.
• Opportunity pipelines can include a default Probability of Winning, which automatically updates an opportunity’s probability field when its stage is changed.
• You can create reports to track changes in opportunity pipeline stages and notify you of changes through Smart Alerts.

Three-Stage Sales Pipeline Flow Diagram

Combining pipelines and activity sets

Any stage can have an activity set associated with it. When a record reaches a stage that includes an activity set, the set is triggered and automatically creates the predefined tasks and events linked to the current opportunity or project. For example, once a prospect is verified and the opportunity moves to a “Set up consultation” stage, an activity set can automatically create a consultation event for five days later and a task for a local rep to call and confirm the appointment, without anyone entering those records manually.

Applying a pipeline

Once an administrator has created a pipeline, the Pipeline and Stage fields appear when you add or edit an opportunity or project. You can change the stage by editing the record, or more quickly, while viewing a record, click the Change Pipeline Stage link and select the new stage.

Setting up a pipeline

You must be an Insightly administrator to set up a pipeline.

ℹ️ Before you start, write out all the stages in your process along with any tasks or events done at each stage. If a stage will trigger tasks and events, create the activity set first, otherwise you’ll have to come back and edit the pipeline later.

1. Go to System Settings > Pipelines.
2. Enter a name for the new pipeline.
3. Tick the box for opportunities or projects, depending on which object will use this pipeline.
4. Click Add Pipeline. The new pipeline is added to the list.
5. Click Edit Stages next to your pipeline.
6. Enter a name for the first stage. Start stage names with numbers and include a leading zero for single digits (for example, 01 - Contact, 02 - Email) so they display in the correct order in reports and dashboards.
7. For opportunity pipelines, you can set an automatic Probability of Winning percentage (a number from 1 to 100) applied to any opportunity that reaches this stage. This can be manually edited on a record after the stage change.
8. If this stage will trigger an activity set, select the set from the dropdown list.
9. Click Add Stage.
10. Repeat steps 6 through 9 for each stage until your pipeline is complete.

Adding and Managing Pipelines in Insightly

Adding a Pipeline Stage in Insightly CRM

Selecting Activity Set for Pipeline Stage

Deleting a pipeline or stage

To delete a pipeline:

1. Go to System Settings > Pipelines.
2. Click the trash icon next to your pipeline.
3. Click OK to delete the pipeline.

⚠️ If the pipeline is in use, you cannot delete it. Check any tasks, opportunities, and projects that might be using it, and your recycle bin for any deleted records that used the pipeline.

To delete a pipeline stage:

1. Go to System Settings > Pipelines.
2. Click Edit Stages.
3. Next to the stage you want to delete, click the trash icon.
4. Click OK to delete the stage.

Deleting a Pipeline in System Settings

Deleting a Pipeline Stage in Insightly

Related videos

• How to Create & Utilize Pipelines