Pipeline Stages: Each Step Explained
Every pipeline stage is a milestone. This is your reference: what each stage means, which actions belong, the progression rules that Tesoro enforces, and how to use the board daily.
When is this relevant?
Section titled “When is this relevant?”- You are teaching a new agent the pipeline logic
- A status change is rejected, you are looking for the rule
- You are unsure if you can go back to a previous stage
Two pipelines, one system
Section titled “Two pipelines, one system”| Pipeline | For | Number of stages |
|---|---|---|
| Buyer | Buy, Rent | 9 |
| Owner | Sell, Rent out | 8 |
Switch via the Buyer / Owner toggle at the top of the Deals page. Works in both list and board view.
Buyer pipeline: 9 stages
Section titled “Buyer pipeline: 9 stages”What it means: The client is exploring available properties.
Typical actions: Sharing property details, adding Preselect properties, discussing preferences and budget.
Allowed as starting status for new deals: ✅
What it means: First viewing done.
Typical actions: Recording viewing notes, client feedback, updating property scores, scheduling follow-up viewings.
Start stage: ✅
What it means: Multiple viewings, serious comparison.
Typical actions: Compiling a shortlist, discussing pros and cons, first price conversation.
Start stage: ✅
What it means: Offer made.
Requirements: At least 1 Approved property.
Typical actions: Recording the offer amount (automatic offer history), negotiating, tracking counteroffers.
Start stage: ❌
What it means: Property reserved.
Requirements: Approved property.
Restriction: From here on, only Reservation, 10% Contract, Signing DEED, Won, Lost. No going back.
Start stage: ❌
What it means: Preliminary purchase agreement + 10% deposit.
Requirements: Approved property.
Typical actions: Confirming contract, tracking deposit, preparing for deed.
Start stage: ❌
What it means: Final deed at notary.
Requirements: Approved property.
Typical actions: Coordinating date and location, checking documentation.
Start stage: ❌
What it means: Successfully closed, 🎉 confetti.
Requirements: Approved property.
Start stage: ❌
What it means: Did not go through. Can be assigned at any time.
Typical actions: Recording reason in notes, considering for future re-engagement.
Start stage: ❌
Owner pipeline: 8 stages
Section titled “Owner pipeline: 8 stages”What it means: Assignment/sale agreement signed.
Typical actions: Uploading mandate document, setting up listing, aligning marketing strategy.
What it means: Live published on website + portals.
Typical actions: Monitoring performance, adjusting price/marketing, answering inquiries.
What it means: Viewings by potential buyers.
Typical actions: Scheduling and logging appointments, collecting feedback, reporting back to owner.
What it means: Offer received.
Typical actions: Presenting offer to owner, negotiating, managing multiple offers simultaneously.
What it means: Reserved for buyer.
Typical actions: Confirming terms, starting legal preparation, taking listing offline or showing as Reserved.
What it means: Deposit received.
Typical actions: Checking the transfer, legal coordination, informing owner.
What it means: Closed, 🎉.
What it means: Did not go through.
Four progression rules
Section titled “Four progression rules”1. New Buy/Rent: only early stage
Section titled “1. New Buy/Rent: only early stage”New Buy or Rent deals must start in:
- Knowing Property
- First Visit
- Multiple Visits
Offer or later? Rejected: “For new deals, the status [X] is not allowed.”
Owner deals: no restriction, any stage can be start stage.
2. Approved property for Buy/Rent from Offer onwards
Section titled “2. Approved property for Buy/Rent from Offer onwards”Progressing to Offer, Reservation, 10% Contract, Signing DEED or Won requires at least 1 property with status Approved. Otherwise:
“A deal must have at least one approved property to progress to [status] status.”
Owner deals: no restriction (property is linked upon creation).
3. Status restriction after Reservation (Buy/Rent)
Section titled “3. Status restriction after Reservation (Buy/Rent)”Once in Reservation: only allowed statuses are Reservation, 10% Contract, Signing DEED, Won, Lost. No return to Knowing Property, First Visit, Multiple Visits.
4. Deal type is permanent
Section titled “4. Deal type is permanent”Trying to change Buy → Sell? Rejected: “Deal type cannot be changed.”
The Kanban board: daily management
Section titled “The Kanban board: daily management”What is in a column header
Section titled “What is in a column header”- Stage name bolded
- Total deal value in your company currency
- +- button for new deal starting in this stage
What is on a deal card
Section titled “What is on a deal card”- Deal name (clickable)
- Client Portal indicator (for portal-created deals)
- Assigned agent
- Primary contact
- Deal value (if set)
- Closing date (if set)
- Quick action buttons: Calls, Emails, Notes, Tasks
Drag between stages
Section titled “Drag between stages”Click + hold + drag. Status updates immediately.
Reorder within a stage
Section titled “Reorder within a stage”Drag deal card up/down within the same column, order is preserved. Prioritize per stage.
Filtering
Section titled “Filtering”Filter panel on the left, assigned agent, tags, etc. Board updates in real time.
Buyer ↔ Owner toggle
Section titled “Buyer ↔ Owner toggle”Switches the entire board. Buyer shows Knowing Property → Won/Lost. Owner shows Mandate → Won/Lost. Deals themselves do not switch, only which ones you see.
Progression bar on detail page
Section titled “Progression bar on detail page”At the top: horizontal bar with arrow-shaped steps.
- Current stage is highlighted
- Click a stage = move directly
- Rule violation → error message, no change
- Won → confetti
Fastest way without edit form or board.
Practical examples
Section titled “Practical examples”- Client is looking for a villa on the coast → deal type Buy, status Knowing Property.
- Add three villas as Preselect, share details.
- Client wants to view 2 → status First Visit.
- Second round for 1 villa → status Multiple Visits.
- Client chooses → property status to Approved.
- Offer made → deal to Offer.
- Offer accepted, reservation deposit → Reservation.
- 10% contract signed → 10% Contract.
- Deed at notary → Signing DEED.
- Deed registered → Won. 🎉
- Owner signs assignment → deal type Sell, status Mandate, property linked.
- Publish on website + portals → Online.
- Schedule viewings → Visits.
- Offer received → Offer.
- Owner accepts, reservation → Reservation.
- Deposit received → Deposit.
- Deed → Won. 🎉
Frequently asked questions
Section titled “Frequently asked questions”Can I add custom stages?
Section titled “Can I add custom stages?”No, fixed in the system. The current stages cover the standard real estate workflow.
What happens with the Buyer/Owner toggle?
Section titled “What happens with the Buyer/Owner toggle?”Nothing with the deals themselves, only which ones you see. Buy/Rent always under Buyer, Sell/Rent out always under Owner.
Can I skip stages?
Section titled “Can I skip stages?”Usually yes, as long as progression rules are respected. Buyer: Knowing Property → Offer is OK with Approved property. But after Reservation: no return. Owner: free movement.