Sales Tracking: Opportunities
Sales Tracking allows you to track every task that could lead to a sale as an opportunity. Opportunities progress through the stages of the processes you define, and are either won or…
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Sales Tracking allows you to monitor every task that could lead to a sale as an opportunity. Opportunities progress through the stages of the processes you define, are closed as either won or lost, and each step is logged in the history. You can open an opportunity from within a meeting, from the customer profile, or from the Sales Tracking screen.
- Sales TrackingOpen the Opportunities Dashboard
- TasksNext Steps for Opportunities
- Opportunity SettingsSending Opportunities to ERP
Accessing the Screen
Click the Sales Tracking icon on the left sidebar. In the Sales Processes folder of the panel that opens, you’ll see the name of each process along with the number of open opportunities, followed by the Won and Lost rows. The Sales Tracking and Tasks tabs are on the same screen.
To view the dashboard, you need permission to "View sales opportunities and the pipeline"; to create, move, and manage opportunities and pipeline stages, you need permission to "Manage opportunities and pipeline stages."
Initial Setup: Process and Steps
If there is no process yet, the screen will display the message "Your sales line has not been set up yet." You have two options:
- Set up the recommended pipeline: This creates a predefined process with the stages New, Potential, Offer Made, and Negotiation. You can rename the stages later.
- I’ll install it myself: Opens the process settings.
You can access the process settings later by clicking the gear icon on the toolbar (Process Settings):
- New process → Adds a separate sales channel (e.g., corporate and individual sales). The new process begins with the recommended steps.
- Stages → These are the columns of the Kanban board, arranged from left to right. Their name, color, and Probability of Success (%) can be changed; they can be sorted by dragging or using the Move Up and Move Down buttons. A new stage is added here.
- Final stages → You can name the "Won" and "Lost" stages yourself; if you leave them blank, "Won" and "Lost" will be used.
- Reasons for Failure → This is a list of reasons to select when a lead is lost, and it applies to all processes. You can create a predefined list by clicking “Add Suggested Reasons.”
- Archive the process → Removes the process from the dashboard; closed opportunities remain in the list view and reports.
Stages and processes are not deleted; they are closed or archived, so the stage names of past opportunities remain visible. When closing a stage that contains open opportunities, you must select the stage to which the opportunities will be moved and click “Move and Close.” A stage with an open opportunity or a process that is the only one remaining cannot be archived.
Creating an Opportunity
- Create an Opportunity — Click the button in the top right or the "Create Opportunity" link in the first column of the Kanban board; the form will open from the right.
- Offer Name — A title that describes what is being sold and will be displayed on the board. Required.
- Amount and Currency — You can enter the amount with a comma for decimals (e.g.,
1500,50). The currency can be TRY, USD, EUR, or GBP. - Process and Stage — If you have more than one process, select the process first, then the stage.
- Responsible Party and Expected Close Date — Enter who is responsible for the opportunity and the estimated close date.
- Contact, Source, and Notes — Contact name, Contact email, where the opportunity came from, and free-form notes.
To open an opportunity linked to a customer, create it from the Sales Tracking and Tasks card in the customer’s profile or from the Sales Tracking section in the Details panel of the conversation. This way, no contact information is requested; the opportunity appears in the customer’s profile, and if it was created from a meeting, the source is populated with the channel name. In opportunities created from the Sales Tracking screen, the contact’s name and email are stored as plain text only.
Kanban and list view
On the toolbar, you can switch between Kanban and list views, select a process, search by opportunity or contact name, and sort by "Oldest First," "Newest First," "Highest Amount," or "Closest to Closing." The view and process you select are saved on this device.
Kanban displays only open opportunities. The column header shows the number of opportunities and the total amount; different currencies are totaled separately. Each card includes the opportunity’s name, contact, amount, and task status:
- "No task!": There is no next scheduled step for this opportunity.
- Red date: There is a overdue task associated with this opportunity.
- "... no activity for [number] days": Opportunity has not changed stages for 14 days.
- "From Chat" and "Sent to ERP": Indicates that the opportunity originated from a conversation and was transferred to the ERP.
You can change the stage by dragging the card and dropping it into another column. While dragging, the “Won” and “Lost” fields (or the names you’ve given to the final stages) appear at the bottom of the screen. Use "Apply Filters" to filter by Assignee, task status, and creation date; in list view, the "Results" filter also includes closed opportunities. A maximum of 500 opportunities are displayed on the screen.
Drag-and-drop does not work on touchscreens. On a phone or tablet, open the window and tap the progress bar to move it.
Offer Details
When you click on a card, the opportunity opens on the right. You can move the opportunity by clicking on a stage in the stage bar below the amount. The Details section displays the person, assignee, expected close date, resource, and dates. From the Tasks section, use “Add Task” to plan the next step. The History section records changes to stages, amounts, and the person in charge, as well as added and completed tasks; you can also add notes here, such as a meeting summary. The menu in the top right includes "Open Chat," "Customer Profile," "Edit Opportunity," and "Delete."
Deleted opportunity tasks are permanently deleted along with their history.
Won and Lost
To close an opportunity, click the "Won" or "Lost" button in the details or on the list row, or drag the card to the area at the bottom of the dashboard. No reason is required for a won opportunity. For a lost opportunity, you must select a reason from the list or enter one using “Other”; it cannot be closed without selecting a reason. A closed opportunity is removed from the board; it remains in the “Won” and “Lost” rows on the board or in the list view. Reopening it brings it back to the board.
Analytics and Export
The graph icon (Analytics) on the toolbar displays the following for the selected process: the number of open, won, and lost opportunities; the win rate; the average closing time; unassigned open opportunities; open opportunities by stage; reasons for loss; and the weighted forecast (the product of the open amount and the stage’s probability of winning). "Export Opportunities" downloads the open and closed opportunities for the selected process as a CSV file.
Send to ERP
If you have an ERP subscription, enable the “Send Opportunities to ERP” toggle on the Settings › Opportunity Settings screen. After that, every opportunity that is created, edited, moved, or closed will also be recorded in the ERP sales pipeline. Stages are matched by name; if there is no stage with the same name in the ERP, the opportunity is placed in the first stage of the ERP sales pipeline. The transfer is one-way: changes you make in the ERP are not reflected back in the CRM. This setting requires administrator permissions.