Managing your pipeline for education

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in this video we will show you how to manage your sales pipeline with the capsule sales pipeline you get a visual representation of your sales allowing you to seamlessly manage and track your opportunities throughout your sales process capsule offers three different views of the sales pipeline a visual pipeline a list and a dashboard all three of these views benefit your account in different ways let's start by looking at the visual pipeline here you can see the milestones of your open sales opportunities a milestone is used to highlight a key stage in your sales process this helps keep track of how your business is moving through the pipeline these milestones can be edited by an admin user to ensure they reflect how you would like that journey to look this can be done by clicking into the account menu then account settings and finally opportunities from here you can edit add or delete any existing milestone as you see necessary within this setup you can enter a description for the milestone this will then be highlighted on the pipeline view to all users you can also modify the probability of winning this is measured as a percentage and will highlight the likelihood of the sale converting at this stage and will be used to calculate your sales forecast we'll cover this later on in the video these until stale is the term used to flag any sim where there hasn't been any activity in the amount of days specified this can be different on every milestone and is a good way to highlight a sale that may need to be reengaged any stale opportunity will be flagged in orange providing a clear visual we will look at this again shortly now that we are happy with our milestone let's jump back to our pipeline by scrolling over our milestones we can see our entered descriptions we can also clearly see the stale opportunities that we may need to prioritize the filter is located here provide a great way to quickly segment opportunities you can ensure that you are viewing your open opportunities or you can switch and view a colleague's please note that if you are on the capsules team plan your access to view records will depend on your role or overall team assignment the same rule will apply to the team filter that you can see here the tag filter is a great way to easily break down your sales opportunities based on a tag that has been applied to easily grip it now a great tip for quickly changing the milestone of an opportunity is to simply drag and drop the cart using the same method you can move an opportunity to won or lost let's look at how simple it is to add a new opportunity we start this process by clicking up here on the add opportunity button we can then see all the fields that we can populate any field that has a red star is mandatory the rest are optional we recommend however filling out as many details as possible particularly when the account grows as it makes it easier to identify historical information first we have to link the new opportunity to at least one existing contact or organization we then enter a name that will help us easily identify the new sale a description isn't essential however it can be beneficial for capturing useful additional information here we can apply a tag let's add the tag gold to flag the sale is a priority this will help us quickly get an overview of all the opportunities that have this tag applied a great method for segmenting your sales selecting the currency field will allow us to change the currency of our sale we can also change the payment option to highlight if our sale will have a fixed amount or if it will have recurring revenue for example if you enter an expected income of five thousand per month for three months then the opportunity will be worth a total of fifteen thousand we can pick the milestone over sip so if something is already qualified we can quickly jump to the correct stage pick an expected closed date to reflect when you expect this sale to be won and then you can apply a track to the sale the track is a sequence of tasks that you follow in your business this is a great way to standardize your approach to business across the capsule account if I apply this my task will be populated when I create the sale if you'd like more information on tracks for example on how to set these up please look at our training material around capsule account settings tracks if you've already created custom fields you can also enter this information here helping you record the specific information that you wish to capture for your sale again for more information on custom fields you can view our dedicated support material lastly you can change the owner of the opportunity here once we are happy with all the information we click save and this will create our sales opportunity now that our opportunity has been created we can see the stage we are at all of the information we have recorded such as The Associated contact along with the track that we applied we can easily log activity within the opportunity attach any documentation that may be necessary and schedule additional tasks for actions that may be required the current milestone can be selected allowing us to update the milestone to its current state here we can also set if the sale has been won or lost and why that brings us to lost reasons you may wish to keep track of exactly why an opportunity was lost this can help you learn and adapt your processes if needed in order to improve your results lost reasons can be customized in the account settings let's have a quick look at how to do this click into the account menu then account settings and again we are going to go to opportunities however this time we will click on lost reasons here you can see the lost reasons that we've already created we can also create a new one like so simply by clicking add a new lost reason when creating lost reasons you can decide whether opportunity's marked with this reason will feed into the pipeline conversion rate that's done by using this check box voila we have now created a lost reason that can be applied now if we go back to our pipeline we can use this to reflect a lost sale don't worry about where a sale goes when it is closed all historical information will be accessible in the list view in the list view you can view open won or lost sales opportunities and you can easily refine these lists using our built in filters let's say I want to find all the sales that I lost because the timing wasn't right I can set the status filter to lost add an owner filter of Keith and a lost reason of timing not right I can now get a quick overview of my historical sales a couple of useful things we can do is save this list for future reference by clicking on the list action menu and then selecting save list as simply give the list a name and then pick if you want this list for your reference only or if you would like colleagues to also have access I can then work through and reopen anything at a later stage that I know was due to incorrect timing for the customer the advantage of this workflow is that no information on a sale will be removed from capsule and all of your activities will remain meaning you can pick up exactly where you left off a great thing about the save list is anytime a new sale matches the criteria it will automatically be added to our list if you prefer the list view you can also use it to gain a visual on anything open and from here you can quickly reassign or add tags that may be necessary in bulk finally let's talk about the sales dashboard the dashboard is a great place to quickly get a summary of your sales pipeline here you can see some different visuals pipeline forecast this shows the estimated income generated from your pipeline it is the pipeline value distributed by month in order for your sales opportunities to appear on the graph you need to enter an expected closed date and an expected value on your opportunities along with the milestone and it's expected probability here you get an estimated value of your sales pipeline pipeline by milestone is a count of all open opportunities that have reached each milestone at a glance you can see if your pipeline is a healthy funnel shape pipeline by tag here you quickly get a breakdown of the most used tags across your sales opportunities this can be a great way to segment opportunities perhaps regionally or by priority level by clicking on any of the text in blue we will be taken to a predefined list containing the relevant records this is a useful way to quickly get an overview of the specified opportunities conversion rate calculates the number of successful opportunities against all opportunities that have closed over the last month quarter or year clicking on any of the text highlighted in blue will quickly take you to a list view that has been created with this information this is a super useful way to see a breakdown of the specified information that was a quick overview of all the different sales views that we have available on capsule and the value you can add in utilizing them across your account capsule also has activity and sales reporting available that could really help you understand performance across the account our team plan features advanced sales reporting that can help you quickly give an overview of historical along with forecast performance by user and team level we covered this in more detail in our reporting video plus you can find additional information on our support website if you need any more advice please head over to our support pages for more articles relating to sales management or contact our friendly support team who will gladly help you out