Answers
Pipelines: the deal board Keap does not give you
Flip on the Pipelines module and your CRM deals become an actual board, with four views on the sidebar. Overview is the sales strip (total pipeline, won in the window, win rate, average deal size, going stale, each against the period before), a bar per stage, the value trend and the board. Board is the kanban alone. Deals is the sortable table with every custom field as a column. Analytics is the sales manager half.
Drag a deal to a stage
On a desktop, drag a card into another column and the stage is written to your CRM the moment you let go, through the same path the deal drawer uses, with a note on the deal saying we did it. If the CRM refuses, the card goes back and the reason is said. On a phone a stage is a tab and a move is a Move to button, never a drag: a drag that competes with a scrolling thumb moves deals by accident.
The deal drawer
Click a card and the deal opens over the right edge: the stage as a stepper you can click, won and lost, the value in dollars as your CRM holds it, the owner, the contact, days in this stage against the stage’s own stale rule, where the deal came from, when it was created, the latest note and a box for a new one, and every move we observed.
Who sees which deals
By default everyone with the Pipelines area sees the whole board. On Settings, Users an admin can scope a person to only the deals they own in the CRM: we match them to a CRM user by the email the CRM reports, or by the user you pick, and from then on the board, the list, the export and every move are theirs and nobody else’s. A manager the CRM can match gets an Everyone / Mine switch at the top of the page.
It stays fresh by itself
The board refreshes every 15 minutes, and the page updates itself without you touching F5. When a rep drags a deal through three stages before lunch, we record every hop with a timestamp. Keap keeps no stage history at all, we checked, thoroughly, so we built the memory it should have had.
Still on Keap’s old Opportunities?
Plenty of long-standing Keap accounts have deals on the legacy Opportunities board rather than on Pipelines, and some have records on both. This page shows one Keap board at a time: choose which under Board settings, and a line above the board says when records sit on the one you are not using. On that board we change one thing, the stage: drag a record within its board, or move it to another board from its drawer, and everything else is worked in Keap. On that board the STAGE is the outcome: a record in one of the ending stages you set under Opportunity Defaults counts as closed, won or lost by the stage's name, and days in stage comes from Keap's own stage-to-stage history. A value shown as a span is the projected low and high your own record holds, and any total adds up the low end. A short How this board works line under the board opens the rest.
Find any deal
Every filter sits on one row at the top of the page: who you are looking at, the window, the pipeline, the owner, your own fields, and the filter box. The box takes a deal name, a contact name, an email, or a phone number in any format. Type what you know; it figures out what you meant, and every count on the page narrows with it.
Board settings
Every CRM account has different custom fields, so YOU pick which ones matter, what color each value wears, and how many days a deal may sit in each stage before it reads as stale, under Settings, Modules, Pipelines. Mark deals won or lost, move stages, and add notes from the drawer, or in bulk from the Deals view if it is that kind of day.
Which stages mean the deal is finished
A deal has two ways to be over and they disagree more often than you would think. There is its status, which your CRM calls active, won or lost, and there is the stage it sits in, which is a column somebody named. A stage called “Closed Won” is not the same fact as a status of won, and on a board that came in from an import the two part company constantly: deals get dragged into the closing column and nobody changes the status.
So on Settings, Modules, Pipelines each stage gets one answer: Open, Won or Lost. That answer decides what counts as open pipeline, what counts as won revenue, and what the morning brief tells you, everywhere and all at once.
We guess from the stage’s name and show you the guess, badged so you can see it was guessed. Nothing is stored until you save, and the guess is often wrong in exactly the way that matters: a stage called Won Back carries the word won and is live work. Correct it and it stays corrected.
Until you mark them, nothing changes: an account that has never opened the page reads exactly as it did before. Once you have, the board names any disagreement rather than quietly fixing it, in a line like “3 deals sit in a Won or Lost stage but are still marked active”. That sentence is your cleanup list. We do not silently adjust the number, because a number that corrects itself teaches nobody that their board needs tidying.
The Analytics view: velocity, stalling, and where deals go
Stage velocity gives each stage the median days deals actually sit there, measured from the moves we recorded. Deals going stale flags open deals against that stage’s own normal rather than a made up threshold, and falls back to the stage’s configured limit only while it has too little history to have a normal. Where deals go next counts, per stage, how many advanced, how many were sent back, and how many were lost right there, and turns that into an advance rate.
Every one of those abstains rather than guessing. A stage with fewer than three completed stays shows how many it has instead of a median, and a stage with fewer than five recorded exits shows its count instead of a rate. These numbers exist nowhere else, because Keap keeps no stage history and this is measured from the board we photograph nightly, so they get better every week you run.