Opportunities Settings

  • Updated on Mar 29, 2023
  • Published on Nov 4, 2021
  • 7 minute(s) read

All opportunity records include multiple tabs that help you manage opportunities and keep track of any changes. The settings available in each tab are detailed below.

Details

This tab lets you control an opportunity's basic information.

Opportunities_DetailsSettings.png

Number Name Details
1 Customer Lets you link a customer to the opportunity.
2 Opportunity name Lets you add a tag to the opportunity in the Opportunities list. This is useful when the same customer is in multiple CRM boards and you need to tell their opportunities apart. image.png
3 Board Lets you select which CRM board to assign the opportunity.
4 Stage Lets you select which stage you want to assign to the opportunity. You can easily move opportunities between CRM boards by selecting a different stage.
5 Type Lets you select an opportunity type. Opportunity types are a great way to categorize opportunities and populate the General notes field with a template.
6 Source Lets you select which source brought the opportunity. You can only select one source per opportunity.
7 Status Lets you edit the status of your opportunity to one of the following:
  • In progress means the opportunity is still moving through different stages.
  • Won means the opportunity led to a sale.
  • Lost means that the opportunity didn't lead to a sale.
8 General notes Lets you add any notes that you want admins to easily see when they click on the opportunity. If you assign a Type to the opportunity, this field is automatically populated with what you added in the opportunity type's template.
9 Responsible Lets you specify the admin responsible for this opportunity.
10 Value Lets you define the revenue you expect from this opportunity if you win it.
For example, if you expect the opportunity to sign up to a monthly plan priced at $1,000, the opportunity's value would be $1,000.
11 Follow up by Lets you define a follow-up date for the opportunity.
For example, if you want to check on the opportunity 3 days after their tour and they visited on the 5th, you would follow-up on the 8th.
You can also quickly edit this date by clicking one of the following:
  • Add a day moves the Follow up by date to the next day.
  • Add a week moves the Follow up by date to the same day on the following week.
  • Add a month moves the Follow up by date to the same day on the following month.

Referrers

This tab lets you assign referrers to an opportunity.
Opportunities_ReferrersSettings.png

Number Name Detail
1 Referring customer Lets you select a customer as opportunity's referrer.
For example, one of your current customers recommended the space to a friend who is now an opportunity that booked a tour of your space.
2 Referring agent/broker Lets you define an external referrer for the opportunity.
For example, you hired several people to send you leads and you want to track which external agent brought each opportunity.

This tab also includes the UTM values associated with the opportunity. These values are automatically populated based on the UTM codes of the URL that opportunity used. For more information, check out Using UTM Codes with CRM Opportunities.

Messages

This tab lets you send messages to the customer associated with an opportunity.

Opportunities_MessageSettings

Number Name Details
1 Search bar Lets you find the relevant messages by typing one or multiple keywords.
2 Filters Lets you filter the opportunity's messages by the following:
  • The message name
  • The message subject
  • When the message was created
  • When the message was last updated
3 Send message Lets you send a new message directly from the opportunity's record.
4 Checkbox Lets you select multiple messages to trigger one of the available options in the Bulk actions menu. You can:
  • Reply to a message
  • Export all messages
  • Delete the selected messages
5 Reply Lets you quickly reply to a message.

Notes

This tab lets you add all types of notes to an opportunity.

Opportunities_NotesSettings.png

Number Name Details
1 New internal note Lets you add an internal note to the opportunity's record. Internal notes are only visible to admins with access to opportunities.
2 Add note Lets you add the new note to the opportunity's record.
3 Copy last note Lets you copy the text in the latest note in the opportunity's record.
4 Search bar Lets you find the relevant notes by typing one or multiple keywords.
5 Delete note icon Lets you delete the relevant note in the opportunity's record.

Visits

This tab lets you manage the opportunity's visits to your space.

Opportunities_VisitsSettings

Number Name Details
1 Views Lets you quickly filter the opportunity's visits.
2 Search bar Lets you find the relevant visits by typing one or multiple keywords.
3 Filters Lets you filter the opportunity's visits by the following:
  • The visitor's name
  • The visitor's access code
  • When they're expected to arrive
  • Whether they've arrived
  • Whether they're here for a tour
  • Whether the tour is confirmed
  • Which team they are part of
  • The purpose of their visit
4 Register visitor Lets you register the opportunity as a visitor and schedule a visit.
5 Checkbox Lets you select multiple visitors to trigger one of the available options in the Bulk actions menu. You can:
  • Create a new customer
  • Check the visitor in
  • Send a new invite
  • Export all visits
  • Delete the selected visits
6 More icon Lets you:
  • Create a customer
  • Check the visitor in
  • Send a new invite

Tasks

This tab lets you manage all the tasks linked to an opportunity.

Opportunities_TasksSettings.png

Number Name Details
1 Views Lets you quickly filter the opportunity's tasks.
2 Search bar Lets you find the relevant tasks by typing one or multiple keywords.
3 Filters Lets you filter the opportunity's tasks by the following:
  • The task name
  • Whether the task is complete
  • When the task is due
  • When the task was created
  • When the task was last updated
4 Add task Lets you add a new task directly from the opportunity's record.
5 Checkbox Lets you select multiple tasks to trigger one of the available options in the Bulk actions menu. You can:
  • Mark the tasks as complete
  • Access their audits
  • Export all tasks
  • Delete the selected tasks
6 More icon Lets you mark a task as complete or delete the task.

Proposals

This tab lets you access all the proposals linked to an opportunity.

Opportunities_ProposalsSettings.png

Number Name Details
1 Views Lets you quickly filter the opportunity's proposals.
2 Search bar Lets you find the relevant proposals by typing one or multiple keywords.
3 Filters Lets you filter the opportunity's proposals by:
  • The customer name
  • The proposal name
  • The proposal status
  • When the proposal was created
  • When the proposal was last updated
4 Add propsal Lets you add a new proposal directly from the opportunity's record.
5 Checkbox Lets you select multiple proposals to trigger one of the available options in the Bulk actions menu. You can:
  • Send the selected proposals by email
  • Accept the selected proposals
  • Copy the selected proposals
  • Create documents to be signed
  • Create documents without a signature
  • Export all proposals
  • Delete the selected proposals
    6 Status Lets you know the status of the proposals linked to an opportunity from the following:
    • Draft means that the proposal hasn't been sent to the opportunity yet.
    • Sent means that the proposal was sent to the opportunity but they haven't opened it yet.
    • Seen means that the customer opened the proposal but hasn't accepted it yet.
    • Accepted means that the opportunity accepted the proposal.
    7 More icon Lets you:
    • Send the proposal
    • Accept the proposal on behalf of the opportunity
    • Create an identical copy of the proposal
    • Create a proposal document to be signed
    • Create a proposal document without a signature

    Files

    This tab lets you see all the documents associated with an opportunity.

    Opportunities_FilesSettings

    Number Name Details
    1 Views Lets you quickly filter the opportunity's documents.
    2 Search bar Lets you find the relevant documents by typing one or multiple keywords.
    3 Filters Lets you filter the opportunity's documents by:
    • The customer name
    • The document name
    • Whether a signature has been requested
    • Whether the document is signed
    • When the document was created
    • When the document was last updated
    4 Add document Lets you add a new document directly from the opportunity's record.
    5 Checkbox Lets you select multiple documents to trigger one of the available options in the Bulk actions menu. You can:
    • Send the document
    • Download the document
    • Export all documents
    • Delete the selected documents
    6 Status Lets you know the status of the documents linked to an opportunity from the following:
    • Out for signature means that the document has been sent to the customer to sign.
    • Signed means the customer has signed the document.
    • Shared means the customer can view the document.
    • Internal means the customer cannot view the document.
    7 More icon Lets you send or download the document.

    Forms

    This tab lets you see the forms associated with an opportunity.

    Opportunities_FormsSettings

    Number Name Details
    1 Search bar Lets you find the relevant forms by typing one or multiple keywords.
    2 Filters Lets you filter the opportunity's forms by:
    • The form name
    • When the form was created
    • When the form was last updated
    3 Send form Lets you add a new form directly from the opportunity's record.
    4 Checkbox Lets you select multiple forms to trigger one of the available options in the Bulk actions menu. You can:
    • Send the form request again
    • Export all forms
    • Delete the selected forms
    5 Status Lets you know the status of the forms linked to an opportunity. Pending means the form has been sent to the customer. Submitted means the customer has sent a response.
    6 More icon Lets you send the form request again.

    History

    This tab lets you see the opportunity's movement on the CRM board.

    Opportunities_HistorySettings.png

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