What is a lead status?
A lead status is one stage of your pipeline – for example, Initial Enquiry, Proposal Sent, Closed Won, or Closed Lost. Every lead sits in exactly one status at a time. Configurable lead statuses replace the old fixed Active / Won / Lost system. You can create as many statuses as your sales process needs and order them to match your pipeline.
Each status has a Type, and the type controls how the status behaves:
| Type | Behaviour | Probability |
|---|---|---|
| Standard | An open, in-progress stage. Leads in a Standard status are active and still in the pipeline. | Free input, 1–99% |
| Won | A winning outcome. Moving a lead into a Won-type status runs the Mark as Won flow (quote/job conversion). | Locked at 100% |
| Lost | A losing outcome. Moving a lead into a Lost-type status runs the Mark as Lost confirmation. | Locked at 0% |
How won and lost outcomes work
Under the configurable model, a lead is “won” because it sits in a Won-type status, and “lost” because it sits in a Lost-type status. There is no separate won/lost field to set – the status type is the outcome. This is also how the Pipeline view calculates Won Value and Lost Value: it sums the estimated value of leads sitting in Won-type and Lost-type statuses respectively.
You can have more than one Won-type status and more than one Lost-type status if your process needs to distinguish between outcomes (for example, two reasons a lead was lost).
Stage probability
Probability is the percentage chance (0–100) that a lead in a status will be won. It is set on the status, not on individual leads, so every lead in a status shares that status’s probability.
- Standard statuses take a free whole-number probability between 1 and 99.
- Won statuses are locked at 100%.
- Lost statuses are locked at 0%.
Probability drives the Weighted Pipeline metric on the board:
Weighted Pipeline = Σ (lead estimated value × stage probability ÷ 100)
So a $10,000 lead in a status with 60% probability contributes $6,000 to the weighted figure. The weighted value is calculated at display time and is not stored on the lead.
Create or edit a lead status
Lead statuses are configured in your organisation’s settings by staff with the Lead Management privilege (Create/Edit Access or Full Access).
- In the navigation bar, click > .
- Click Settings > Lead Settings.
- Click the Lead Status tab.
- To add a status, click Create new lead status. To edit an existing status, click it to open it.
- Enter a Name.
- Choose a Type – Standard, Won, or Lost.
- Set the Probability. For Standard statuses, enter a whole number from 1 to 99. For Won and Lost statuses the probability is fixed (100% and 0%) and cannot be edited.
- Optionally set the status colours (background, border, and text).
- Save.
If you enter a probability outside 1–99 on a Standard status, you will see Probability must be between 1 and 99 for Standard status.
Reorder, show, and hide statuses
- Reorder statuses on the Lead Status settings tab by dragging them into the order you want. This sets the left-to-right order of the columns on the Pipeline view for everyone in the organisation.
- Show or hide columns on the board using Options > Display Options > Lead Statuses. Showing and hiding columns is saved to your own account only – it changes what you see on the board and does not affect other users or the underlying statuses.
The status order set in Settings is organisation-wide. Which columns you choose to show or hide on the board is per-user.
Constraints
- System statuses cannot be deleted. The seeded Closed Won and Closed Lost statuses are system statuses and have no delete option.
- Deleting a status that is in use. If a status has leads assigned, deleting it asks you to move those leads to another status. The moved leads take on the new status and its outcome. If you delete without choosing a destination, affected leads are left without a status and treated as open.
- Probability is tied to type. Won is always 100% and Lost is always 0%; only Standard statuses accept a custom probability (1–99).
- Multiple Won and Lost statuses are allowed. There is no fixed limit on how many statuses you create.
- Single pipeline. Your organisation has one shared set of statuses; multiple separate pipelines are not supported.
Default statuses
- New organisations start with six statuses: Initial Enquiry (10%), Discovery Complete (30%), Proposal Sent (60%), Statement of Work Sent (90%), Closed Won (100%, system), and Closed Lost (0%, system).
- Existing organisations migrating from the old model receive three statuses: Active (Standard, 50%), Closed Won (system), and Closed Lost (system). Add more statuses in Settings to build out a richer pipeline.