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Set up stages and fields

Shape the CRM around how your business sells. At the end, the Leads, Deals and Campaigns boards show your own stages as columns, and every form asks for the extra details your team tracks.

Before you start

  • You are a CRM admin or manager. Other roles see the screen as View only.
  • Deal stages come from a pipeline. If you have none, open the Deals board once and the default pipeline is created for you. See Set up pipelines, lead sources and products.

Steps

Open Stages & fields

  1. Open CRM in the left rail, then select Leads, Deals or Campaigns.
  2. Click Board at the top.
  3. Click Stages & fields at the top right. The Stages & fields screen opens on that record type.
  4. Use the tabs to switch between Leads, Deals, Campaigns, Activities and Accounts.

Name your stages

  1. On the Leads or Deals tab, pick a ready-made list under Start from: if one fits, for example Clinic, D2C store, Real estate or Education for leads, or Short sale or Long B2B for deals.
  2. Rename a stage by typing over its name. Pick a colour for its column.
  3. Set what each stage means. For leads pick In progress, Converted or Dropped. For deals pick Open, Won or Lost.
  4. Click Add stage to add one. Use Move up and Move down to change the order of the columns.
  5. Click Remove on a stage you no longer need. Its records move to the first stage with the same meaning. Nothing is lost.
  6. Check the Preview of the board on the right.
  7. Click Save changes at the top right. The message Saved. Boards now follow these stages. appears.

Built-in statuses

Campaign statuses, activity statuses and account types start the work Ohanvi does on its own, such as sending a campaign. You can rename them, recolour them and reorder them. You cannot remove them. Built in. Rename it instead. shows on those.

Add your own fields

  1. On any tab, go to Custom fields and click Add field.
  2. In Field name, type what your team fills in, for example Budget or Treatment.
  3. Pick a type: Text, Number, Amount (₹), Date, Dropdown or Yes / No.
  4. For Dropdown, type the choices separated by commas, for example Hair PRP, Laser, Facial.
  5. Turn on On card to show the field on the board cards.
  6. Click Save changes.

Every field shows in the add and edit forms for that record type. Your fields also get their own columns in the import template. See Import leads and deals.

See what moves on its own

The Moves on its own card lists what Ohanvi does without anyone dragging a card:

  • A completed call, email or WhatsApp moves a lead out of its first stage to the next one.
  • A meeting held moves the lead to the last working stage, ready to convert.
  • A new deal gets a follow-up task for its owner, due in 2 days.
  • A deal moved to an open stage with nothing planned gets a next-step task.
  • A won deal turns its account from Prospect into Customer, and its contact into a customer.
  • A scheduled campaign goes Active on its start date and starts sending.
  • An active campaign is marked Completed the day after its end date.

Video walkthrough

[VIDEO]

Troubleshooting

Issue Cause Fix
View only at the top, and nothing can be changed Only CRM admins and managers can change stages and fields. Ask your admin to make the change, or to give you the role.
Save changes stays greyed out Nothing has changed, or a rule is not met. Read the message under the stages, for example Keep at least one stage a lead works through.
Mark one stage as "Converted" so conversion has somewhere to land. No lead stage means Converted. Set one stage's meaning to Converted.
Mark one stage as "Dropped" for leads that go nowhere. No lead stage means Dropped. Set one stage's meaning to Dropped.
No pipeline yet on the Deals tab No deal pipeline exists. Open the Deals board once. The default pipeline is created for you.
A field does not show on the board cards On card is off for that field. Turn on On card and click Save changes.