Deals & Opportunities
Learn how to create and manage opportunities, build pipelines, track deals in Kanban view, and convert opportunities into deals.
Deals & Opportunities
Subtitle: Learn how to create and manage opportunities, build pipelines, track deals in Kanban view, and convert opportunities into deals.
Meta description: A complete guide to managing deals and opportunities in CRM Pro — including creating opportunities, building and sharing pipelines, using Kanban view, and converting opportunities to deals.
What is an Opportunity?
An opportunity is a potential deal — used when you're in early conversations with a prospect or client but aren't ready to create a formal deal yet. Opportunities can be tracked through a visual pipeline and converted to a deal at any point.
An opportunity is only visible to the user who created it.
Creating an Opportunity
You can create an opportunity from two places:
- Deals page — click Add New and select Opportunity
- Contact Profile — click Add New and select Opportunity
The Add Opportunity form includes:
| Field | Notes |
|---|---|
| Opportunity Name | Required |
| Contact | Optional — pre-filled when created from a Contact Profile |
| Company | Appears if the selected contact has multiple current companies |
| Estimated Close Date | Optional |
| Estimated Opportunity Value | Optional |
| Pipeline | Optional — select an existing pipeline to place this opportunity |
| Status / Stage | Required if a Pipeline is selected — must match a stage in that pipeline |
| Listing | Connect an existing listing, or click Add Listing to create one in a new tab |
| Property | Connect an existing property, or click Add Property to create one in a new tab |
| Prospect Type | Landlord, Seller, Buyer, Tenant, or Other |
| Notes | Optional |
Note: Listing and Property fields are mutually exclusive — filling one disables the other.
The Deals Page
The Deals page shows both deals and opportunities in one list. Opportunities appear alongside deals but will have fewer columns filled in and different status labels.
Switching views: Use the List and Kanban icons at the top right to toggle between views.
Add New dropdown options: Opportunity, Pipeline, Tenant Rep Deal, Landlord Rep Deal, Buyer Rep Deal, Seller Deal Type, Other Rep Deal
Metrics bar: The current view totals include two opportunity-specific metrics:
- Number of Opportunities
- Opportunities Value (sum of all Estimated Opportunity Values)
Kanban View — Opportunities
The Kanban view gives you a visual board for tracking opportunities by stage. Each column represents a stage in your selected pipeline.
To access: click the Kanban icon on the Deals page, then select a pipeline from the My Pipeline dropdown.
Within the board you can:
- Drag and drop opportunities between stages
- Reorder columns by dragging them
- Sort cards by Close Date or Deal ID
- See the total value of all opportunities in each column
- See a count of opportunities per stage
Click Export to Excel to download all opportunities in the currently selected pipeline.
Creating & Managing Pipelines
Creating a Pipeline
- Click Add New > Pipeline
- Enter a name and click Create a New Pipeline
- Click Add Stage, enter a stage name, and choose a color
- Add opportunities to each stage by clicking Add Opportunities, searching by name, and clicking Add to Stage
- Click Save
Pipeline Templates
When creating a pipeline, you can choose from five pre-built templates:
| Template | Stages |
|---|---|
| Prospecting Pipeline | Initial Contact → Qualification → Needs Assessment → Market Research |
| Seller Pipeline | Listing Inquiry → Property Evaluation → Negotiations → Listing Agreement Signed |
| Buyer Pipeline | Buyer Inquiry → Financial Qualification → Requirements → Buyer Rep Agreement → Property Search & Viewings |
| Landlord Pipeline | Inquiry → Property Evaluation → Listing Agreement |
| Tenant Pipeline | Inquiry → Leasing Requirements & Budget → Tenant Rep Agreement |
All templates can be customized after creation.
Editing a Pipeline
Click Edit Pipeline to rename the pipeline, add, rename, reorder, or delete stages, and update stage colors.
To edit an individual stage, click the three-dot icon on the stage header to: change color, rename the stage, add opportunities, or delete the stage (only available if the stage has no opportunities).
Deleting a Pipeline
Coming soon. Pipeline deletion is not available in the current version.
When available, you'll be able to delete any pipeline you own. If the pipeline contains opportunities, they will remain but their Pipeline and Status fields will be cleared.
Sharing a Pipeline
Coming soon. Pipeline sharing is not available in the current version.
When available, click Share on any pipeline to share it with other CRM Pro users. You'll be able to assign View Only or Edit access.
Access levels:
| Role | What they can do |
|---|---|
| Owner | Full control — share, edit, add/remove opportunities and stages |
| Editor | Edit pipeline name, stages, and opportunities — cannot modify sharing settings |
| Viewer | View pipeline and opportunities in read-only mode |
Shared pipelines will appear in the My Pipeline dropdown with an icon indicating your access level.
Converting an Opportunity to a Deal
Any opportunity can be converted to a deal at any point. This action cannot be reversed.
Click Convert to Deal on the opportunity card or from the three-dot menu.
- If Prospect Type is filled in, you'll be taken directly to the deal page with fields pre-populated. Complete any required fields that are highlighted.
- If Prospect Type is not filled in, you'll first be prompted to select a Deal Rep Type before proceeding.
How opportunity fields map to the new deal:
| Opportunity Field | Deal Field |
|---|---|
| Opportunity Name | Deal Name |
| Estimated Value (Seller) | Asking Price |
| Estimated Value (Buyer) | Budget |
| Estimated Value (Landlord / Tenant) | Deal Notes |
| Estimated Close Date | Estimated Close Date |
| Client Name (Seller) | Seller Contact Details |
| Client Name (Buyer) | Buyer Contact Details |
| Client Name (Landlord) | Landlord Contact Details |
| Client Name (Tenant) | Tenant Contact Details |
| Status | First Deal Status (as defined by your office) |
Deleting an Opportunity
Opportunities can be deleted from:
- The Kanban board
- The Deals page (grid view)
- The Opportunities tab in a Contact Profile
Advanced Search
Coming soon. Advanced search filters for the Deals grid view are not available in the current version.
Kanban View Filters
In Deals Kanban View, the full filter bar is available (mirroring the grid view filters).
In Opportunities Kanban View, only two filters are available:
- Search bar
- Date range
Deals Kanban View
Coming soon. The Deals Kanban View is not available in the current version.
When available, deal pipelines will be organized by rep type across five pipelines: Seller, Tenant, Buyer, Landlord, and Other Deal Rep. Stages in each pipeline will reflect your office's deal statuses.