If you work in recruiting or sales, you already know that keeping track of where every client stands can get messy, fast. Spreadsheets get cluttered, emails go missing, and pretty soon you’re double-booking calls or forgetting who needs a follow-up. If you’re tired of winging it, this guide is for you. We’ll walk through exactly how to use Loxoapp pipelines to manage and track every client interaction—no fluff, just the steps and tips that actually help.
Why bother with pipelines?
Before we jump in, let’s be clear: Pipelines aren’t magic. They’re just a structured way to see where your clients are in your process. Done right, they:
- Show you, at a glance, who needs attention and who’s moving forward
- Cut down the mental overhead of “Did I email them back?”
- Help your team stay on the same page (no more “I thought you were handling that!”)
- Give you data to spot bottlenecks and improve
If you’re already using Loxoapp for sourcing or CRM, their pipelines feature is worth a look. But don’t expect it to fix bad habits or disorganized thinking—it’s just a tool. You still need a clear process.
Step 1: Map out your actual client process
Before you click anything, take five minutes to outline your real client journey. Not the ideal one from a sales book—the one you actually follow. For example:
- Initial outreach
- First call/discovery
- Needs assessment
- Proposal sent
- Negotiation
- Closed/won (or lost)
Write down your steps. Keep it simple. If you can’t remember what happens between “first call” and “signed contract,” that’s a hint to rethink your process.
Pro tip: Don’t overcomplicate with 10+ stages unless you really need them. Every extra step is another thing to update later.
Step 2: Set up your pipelines in Loxoapp
Now, log into Loxoapp and create a new pipeline. You’ll want one pipeline per broad process—so if you have different flows for clients vs. candidates, set up separate ones.
Here’s how to get started:
- Go to the Pipelines section. There’s usually a “+ New Pipeline” button.
- Name your pipeline. Be specific, like “Client Onboarding” or “Retained Search Deals.”
- Add stages. Use the steps from your process map. Loxoapp lets you drag and drop stage names, so don’t stress if you want to tweak them later.
- Set up default actions or reminders. For some steps (like “Follow-up Needed”), you can automate reminders. Set these up now or you’ll forget.
Don’t: - Over-customize right away. Get the basics working first. - Add every possible scenario as a stage.
Do: - Use clear, unambiguous stage names (“Proposal Sent” is better than “In Progress”). - Limit yourself to 5–7 stages at first.
Step 3: Add your clients (the right way)
You’re probably tempted to import your whole contact list and call it a day. Slow down. Garbage in, garbage out.
- Start with a clean list. Remove duplicates and dead leads.
- Import clients into the right pipeline. Most CRMs, including Loxoapp, let you import from CSVs or connect to your email. Double-check which pipeline you’re dropping people into.
- Fill in the basics. Name, company, email, phone. Add any notes you actually use—a blank “Notes” field doesn’t help anyone.
Pro tip: Don’t get sucked into filling out every field. Focus on what you’ll actually reference later.
Step 4: Track every interaction—automate what you can
This is the heart of it: If it’s not in the pipeline, it didn’t happen.
- Log calls, emails, and meetings. Loxoapp lets you add notes, upload call recordings, or sync emails. Make it a habit—either during or right after each interaction.
- Move clients to the next stage as things progress. Drag-and-drop is your friend. Don’t leave someone stuck in “First Call” if you’ve already sent a proposal.
- Set follow-up reminders. If you’re forgetful (who isn’t?), set automated reminders for key stages.
- Use tags or labels sparingly. They help with filtering, but too many just create clutter.
Where Loxoapp shines is reducing manual work. If you connect your email/calendar, it can auto-track interactions. But—double-check that things are syncing as expected. Sometimes, integrations break or miss stuff. Don’t blindly trust the automation.
What doesn’t work: - Using the pipeline as a dumping ground for every random contact - Logging every tiny interaction (like “left voicemail,” “liked a LinkedIn post”)—focus on what moves the needle
Step 5: Review and update regularly (seriously)
A pipeline only works if it’s alive. Set a recurring time each week (15–30 minutes) to:
- Move clients forward or backward in the pipeline
- Archive dead deals or lost clients
- Check follow-up reminders and overdue tasks
- Spot any bottlenecks (e.g., “Why do so many get stuck at ‘Proposal Sent’?”)
If you skip this step, your pipeline will rot, and you’re back to post-it notes and hope.
Pro tip: Don’t try to “catch up” once a quarter. Consistency beats heroics every time.
Step 6: Use pipeline data to get smarter
Once you’ve actually used your pipeline for a month or two, you’ll see patterns. Loxoapp has some reporting features—use them, but trust your gut too.
Look for:
- Stages where most clients stall
- Average time spent in each stage
- Which sources or types of clients close fastest
Don’t obsess over dashboards. The point is to learn what’s working, what isn’t, and tweak your process. If you notice you’re losing people after the first call, maybe your pitch needs work. If proposals sit idle, follow up sooner.
What to ignore: - Vanity metrics (“number of emails sent”)—focus on outcomes, not activity - Overly complex reports—if you can’t explain it to a colleague in a minute, it’s probably not actionable
Step 7: Share progress with your team (if you have one)
If you’re solo, skip this. But if you have a team, make sure everyone’s using the same process and language. Otherwise, your pipeline turns into a free-for-all.
- Hold short pipeline reviews. Quick syncs (15 minutes max) to ask: Who’s stuck? Who needs a nudge?
- Clarify ownership. Make sure each client has a clear “owner”—not “whoever gets to it first.”
- Document changes. If you tweak the process, update your pipeline stages so everyone’s on the same page.
Don’t fall into the trap of endless meetings or pipeline micromanagement. The goal is clarity, not bureaucracy.
Common pitfalls (and how to avoid them)
- Too many stages. You’ll stop updating after a week. Keep it simple.
- Not updating in real time. If you wait until Friday night, you’ll forget half of what happened.
- Using it as a “set and forget” tool. Pipelines are living things—they need regular attention.
- Expecting the tool to fix your process. If your process is broken, no software can save you.
Final thoughts: Keep it simple, tweak as you go
Don’t overthink it. Loxoapp pipelines are just a way to keep your client work organized—so you can spend less time tracking and more time actually talking to people. Start with a basic setup, use it for a month, and adjust as you learn.
The best pipeline is the one you’ll actually use. Start small, keep it updated, and don’t be afraid to change what isn’t working.