How to set up CRM pipelines

A pipeline is a set of stages a lead goes through. The stages become columns on the board.

Steps

1. Open the CRM settings.
2. Create a pipeline and name it after the inquiry flow it serves.
3. Define the stages — they will become columns on the board. The system won and lost stages can't be deleted.
4. Mark one pipeline as primary: leads with no pipeline explicitly specified go into it.
5. Set up inquiry sources if you need to tell where a lead came from.
6. Give employees CRM access — by default they don't have it.

The toggle ignores the role

CRM access is turned on for each employee separately and isn't limited by role. If you turn it on for a user with the “Partner” or “Guest” role, you give them access to the CRM module. Role restrictions on individual actions still apply.

Why several pipelines

Different inquiry flows follow different paths: a daily rental, a long-term rental, and a corporate request need different stages. Each flow gets its own pipeline.

Default pipeline

One of the pipelines is marked as primary: leads with no pipeline explicitly specified go into it. The marked one is shown with a separate indicator in the list.

What you can do with a pipeline

Create, rename, make primary, delete.

Not every pipeline can be deleted

Deletion is unavailable in two cases, and the menu item simply becomes inactive:

• the pipeline is marked as primary — the primary pipeline can never be deleted;
• at least one lead is linked to the pipeline, including closed and archived leads. Closing or archiving leads does not remove this restriction.

If the item can't be clicked, the reason is one of these two, not a lack of permissions.

Settings are available only to two roles

Changing pipelines affects the work of all employees, so this section is available only to users with the “Branch manager” or “Main Administrator” role.

Pipeline stages

Stages can be created, renamed, and given a different color and order. Two stages are system ones — won and lost; they can't be deleted, as all pipeline statistics rely on them.

Deleting a stage that has leads requires a decision

If a stage has leads, the system will ask where to move them when you delete it. The leads don't disappear or close on their own — but you can't delete the stage without answering the question either.

Inquiry sources

A source tells where a lead came from. Some sources are created by the system, some by you; each has its own color and order.

Inquiries from connected channels get their source automatically, by the channel they came through.

Important

When you delete a source, its leads also need to be moved — just like when deleting a stage.

Automatic closing of won leads

A lead can be closed as won automatically — on vehicle pickup or on its return.

Only one event can be selected

Either pickup or return — both at once don't work. The difference matters: on pickup the lead closes at the start of the rental, on return — at the end, and pipeline reports shift by the full length of the rental.

Closed and archived leads are not touched by the automation.

Assistant settings

When RentProg has enabled the assistant, an “Assistant” tab appears in CRM settings. Users with the “Main Administrator” and “Branch manager” roles can change the mode, reply language, and company instructions. The tab also shows the number of runs and monthly budget usage. RentProg enables “Suggestions” mode; you can select “Shadow” or “Off” yourself. See how to use the CRM assistant.

Inquiry channels

Channels are connected in the company profile, not here. Incoming messages through them automatically create leads.

Each channel has its own connection procedure and its own requirements — for example, a positive balance and daily billing for messengers. The channel's status is shown by an indicator, next to which there are check and restart options.

Tip

If leads stop appearing, start with the channel indicator, not the pipeline settings: most often the cause is a dropped connection.