Sales Pipeline

At a glance

Location	Sidebar → Pipeline (the board); chat right-click menu → Set stage; contact panel → Pipeline
Plan	All plans, including the free tier
Related features	3

Track where each lead stands in your sales process. Every contact sits in one stage - New, Contacted, Proposal, Won or Lost - and you move it along as the conversation progresses. Set a stage from the conversation itself: right-click a chat (long-press on a phone) and choose "Set stage", or use the Pipeline section in the contact panel, which also shows the last three stage changes with who made each one and when. Moving a card shows an "Undo" for a few seconds. If a teammate moved the same contact first, Spun tells you who moved it instead of overwriting their change. Stages that mean a lost deal ask for a reason before the move is recorded. When a chat is from a number that is not saved as a contact yet, the same menu offers "Save & stage": one dialog that saves the contact - with the name from WhatsApp and the phone already filled in - and puts it straight into the stage you chose. If the contact turns out to have been staged by someone else a moment earlier, the contact is still saved and Spun says so. New leads can also enter the pipeline on their own: the first time you open the pipeline you are asked once whether new leads should be added automatically, and that answer is remembered. The chat list filter bar gets a row of stage chips so you can narrow the list to one stage. Setting stages needs permission to move pipeline cards, and "Save & stage" additionally needs the permission to create contacts. The Pipeline tab shows the whole board: one column per stage plus an Unstaged column, with every contact as a card you can drag between columns. Moving a card takes effect immediately and can be undone with the Undo button or Ctrl+Z. If a teammate moved the same contact first, your card snaps back and Spun tells you who moved it rather than overwriting their change. Tick several cards to move them together, and the result reports any that could not move. Stages that mean a lost deal ask for the reason before the card moves. Managers can add, rename, reorder and archive stages from Manage pipeline; a stage that still holds contacts cannot be archived until they are moved somewhere else, and stages are archived rather than deleted so past history keeps its labels. Cards come in two densities, and on a phone the board is a swipeable pager with a Move-to menu on each card. Every card also carries a small actions menu. From it you can peek at the last five messages without leaving the board - a look only, so nothing is marked as read and nothing is sent, with a link to open the full chat - create a follow-up task or set a reminder already linked to that contact and chat, move the card to another stage, or open the contact panel. A card for a contact you have never exchanged messages with does not offer the peek or the chat entries, because there is nothing yet to look at. Nothing in that menu sends a message from Spun: the board is for organising, and sending stays in the conversation. The one outward step the menu offers is "Open in my WhatsApp": for a card with a real phone number it opens a wa.me link in your own WhatsApp app, prefilled with a message template a manager can save per stage in Manage pipeline, so the send happens from your personal WhatsApp, outside Spun. After reaching out that way you can press "Mark contacted", which records a note on the conversation saying you contacted them outside Spun - it is a note in the contact panel, clearly marked, never a message bubble, and Spun never claims the message was sent through it. The same dialog also lets you move the card to another stage in the ordinary way. You are not limited to one board. A manager can add another board from the board switcher, choosing a ready-made starting point - Support (New, Triaged, In progress, Waiting on customer, Resolved, Closed), Purchasing (Requested, Quoted, Approved, Ordered, Received, Cancelled), Hiring (Applied, Screening, Interview, Offer, Hired, Rejected) - or a blank board you name and build yourself. The stages of a new board are only a starting point: rename, reorder, add and archive them exactly as on the sales board. Boards can be renamed and archived later; archiving hides a board from the switcher without deleting anything, and every contact on it keeps the stage it was in. Your DEFAULT board cannot be archived: make another board the default first, then archive the old one. Your last remaining board cannot be archived either, because the Pipeline tab would have nowhere to land. Restoring an archived board is not something the app can do yet. How many boards you can have depends on your plan: on a free or trial workspace the sales board is the only one, and paid plans are not capped. When you are at the limit the option to add a board says so rather than failing after you have filled the form. Once a second board exists a switcher appears on the board panel, and the board you last used is remembered for you personally, so it follows you to another browser or device without changing what your colleagues see. The stage chips above the chat list follow ONE board with their own setting for which, so looking at another board on the panel does not re-filter your chat list. A contact that sits in more than one board shows one chip per board. A board does not need Won or Lost stages at all - a Support board can simply run Open to Resolved - and only a stage a manager has configured to need a reason asks for one. Stages can also carry automations: when a card enters a stage Spun can create a task, set a reminder, add a label, notify the person who owns the card, or send an email to an address you choose. Everything outbound is off until you switch it on. Sends are held back inside your quiet hours, and, if your organization has asked Spun to skip Shabbat and holidays, on those too - checked in both your time zone and the recipient's. A blocked send is dropped rather than queued up, so nothing arrives in a burst afterwards, and each automation shows what it has been doing lately, including how many sends it skipped and why. Each automation has an hourly limit so a misconfigured one cannot empty a board into the send queue. Undoing a card move never fires anything. An automation can also send a WhatsApp message, but only to someone who has written to you at least once - Spun will not start a WhatsApp conversation on its own, and if it cannot confirm that they wrote to you it does not send. Anything an automation wanted to send and could not appears in your AI sends queue with the reason and what you can do about it: for a contact with no history the answer is to message them once yourself, after which the automation works from then on. There is no send-them-all button, and sending a batch by hand is limited to the same hourly number the automations themselves get. By default a notify automation reaches the person who owns the card in the app and as a push notification, which costs nothing and reaches nobody outside Spun. The wording of that notification follows the Spun language each teammate uses: a teammate whose Spun is in Hebrew reads it in Hebrew, everyone else reads it in English, and a language Spun does not carry this text in falls back to English. Each notify automation can also switch on two more channels. Spun Chat is the preferred one for teammates who use Spun: it is delivered inside Spun, so it has no sending limit beyond your quiet hours. WhatsApp is the fallback for a teammate who is not on Spun Chat, and it goes out from your organization's own WhatsApp number, counting against the same sending and anti-ban budget as a message you send by hand. Because of that, switching it on shows a warning saying so, it is only ever sent to teammates and never to a customer, and each teammate receives at most ten of these a day; anything past that is skipped and shown with the reason, like any other skipped send. With both extra channels on, Spun Chat carries the message and WhatsApp fires only if that delivery fails. Any teammate can turn pipeline WhatsApp notifications off for themselves in Settings, Notifications, and an automation cannot override that. You do not have to switch a notification on to find out what it says: each notify automation in the Automations tab shows the exact sentence Spun will send, in your own Spun language, alongside the wording used when several cards move at once and the single line the chat channels carry. The sentence does not name the stage itself: it says "Won" for the stage the board treats as won, "Lost" for the one it treats as lost, and "a new stage" for every other stage, whatever that stage is called - so a won stage you renamed still reads "Won", and a stage named Proposal reads "a new stage". Every teammate still reads the notification in their own language, so the preview shows yours. The preview is read only: the wording comes from Spun and is the same for every organization, so there is nothing to edit there.The assistant can suggest a stage move as well, and only suggest one: ask it in a chat to move someone to a stage and it writes a suggestion instead of moving the card. The suggestion waits with your other approvals until a person with permission to move cards accepts or dismisses it, and only then does the card move, recorded like any other move with an Undo. A suggestion can only move a card FORWARD - a step back, or sideways between two stages the board ranks equally, is something a person does on the board themselves. If the card has already moved somewhere else by the time you get to the suggestion, accepting it moves nothing and Spun says the card moved on. A suggestion nobody answers within a day expires, and one card never collects more than one waiting suggestion. This is off until you switch on Pipeline Stage Suggestions in Settings, AI Assistant. A board can also be shared with a teammate through Share Access: they open it with only the columns that were shared with them and only the cards their share covers, they can move cards only if their share lets them edit labels, and each move they make is recorded under their own name. A conversation can also be dragged out of the chat list straight onto a board column, on a desktop screen with the board panel open, Spun Chat rows included. The row is matched to a card by contact, then by chat, then by number, and a row with no saved contact behind it offers to save it and stage it in one step, or says why it cannot. Manage pipeline has a Sharing section as well: it opens the same Share Access wizard with this board already chosen, and lists who has access today, where a manager can take back a share that was made directly. Access someone has through a project is shown as managed there instead.

How to use

1. Right-click a conversation in the chat list (long-press on a phone) and choose "Set stage".
2. Pick the stage - the current one is ticked.
3. For a lost-deal stage, type the reason before confirming.
4. Use "Undo" in the toast if you picked the wrong one.
5. For a number that is not saved yet, choose "Save & stage", check the name, pick the stage and confirm - the contact is created and staged in one step.
6. Open a contact and look at the Pipeline section to see its stage and recent stage changes.
7. Use the stage chips above the chat list to see only the conversations in one stage.
8. Open the Pipeline tab in the sidebar for the full board: drag cards between columns, tick several to move them together, and use Manage pipeline to add or reorder stages.
9. To add another board (managers, on a paid plan): open the board switcher at the top of the Pipeline tab and choose "Add board", pick Support, Purchasing, Hiring or a blank board, give it a name and confirm.
10. Switch between boards from that same switcher; Spun remembers the one you used last.
11. Rename or archive a board from Manage pipeline.
12. Click the small menu on a card to peek at its last messages, add a follow-up task or reminder, move it to another stage, or open the contact panel.
13. To let the assistant suggest stage moves, switch on Pipeline Stage Suggestions in Settings, AI Assistant; its suggestions then appear with your other approvals, where you accept or dismiss each one.
14. With the board panel open on a desktop screen, drag a conversation from the chat list onto a column to stage it in one movement.
15. To share a board, open Manage pipeline and use the Sharing section, which also lists everyone who has access to it today.

Related features

• Labels
• Contacts
• Tasks

FAQ

• How do I set a stage for a lead?
• Where do I see which stage a contact is in?
• How do I undo a stage change?
• Why does it ask me for a reason?
• How do I save an unknown number and put it in a stage?
• Can I filter the chat list by stage?
• Do new leads get added to the pipeline automatically?
• Who moved this contact to another stage?
• Where is the pipeline board?
• How do I move several contacts at once?
• How do I add or remove a stage?
• Why can I not archive this stage?
• Can I have more than one pipeline?
• How do I create a second board?
• What board templates are there?
• Why can I not add another board?
• How many boards can I have on my plan?
• How do I switch between boards?
• Why does the chat list still filter by the old board?
• How do I rename or archive a board?
• Does my board have to have a Won stage?
• Can I read the last messages of a lead without leaving the board?
• Does looking at a card mark the chat as read?
• How do I add a follow-up task from the board?
• Can I send a message from the pipeline board?
• Can I message a lead from my own WhatsApp?
• How do I set a message template for a stage?
• What does Mark contacted do?
• Can an automation notify a teammate on WhatsApp?
• Why did a pipeline WhatsApp notification not arrive?
• How do I stop pipeline notifications reaching my WhatsApp?
• Can the assistant move a lead to another stage for me?
• Where do I approve a suggested stage move?
• Why can the assistant only move a card forward?
• Why did the suggested move not happen?
• What language do pipeline notifications arrive in?
• What will a pipeline notification actually say?
• Can I change the wording of a pipeline notification?
• Can I drag a chat onto the pipeline board?
• Who has access to this board?
• How do I stop sharing a board with someone?