How to set up a successful sales pipeline in Folk step by step guide

So you’ve picked Folk as your CRM, or you’re kicking the tires to see if it’ll actually help you close more deals (and not just add busywork). Good move. This guide is for founders, sales leads, and anyone tired of spreadsheet chaos. We’re skipping the hype and showing you exactly how to set up a sales pipeline in Folk, step by step, with real talk about what’s worth your time—and what’s not.

Let’s get your pipeline out of your head and working for you.

Step 1: Know What You Actually Need From Your Pipeline

Before you start clicking around, get clear on what you want your pipeline to do. Folk is flexible, but it won’t magically fix a broken process. Take five minutes and jot down:

  • How you define a lead, a deal, and a win
  • The key stages you want to track (e.g., New, Contacted, Demo Scheduled, Proposal Sent, Won, Lost)
  • The info you need for each lead (name, company, email, deal size, notes, etc.)

Pro tip: Don’t overcomplicate your stages. The more steps, the more likely you’ll stall out updating things. Start simple—you can always tweak later.

Step 2: Set Up Your Workspace and Collections

Once you’ve logged into Folk, you’ll land in your workspace. Folk organizes contacts into “collections,” which are basically smart lists. Here’s how to get rolling:

  1. Create a Collection: Click the “+ New collection” button. Name it something clear, like “Sales Pipeline.”
  2. Set Permissions: If you’ve got a team, decide who gets access. Folk lets you invite folks (pun not intended) and set their roles.
  3. Ditch the Clutter: Ignore the urge to make a collection for every possible scenario. One or two focused collections (like Sales Pipeline and Customers) is plenty to start.

Step 3: Import (or Add) Your Contacts

You can’t track deals without leads. Folk lets you import from CSVs, Google Contacts, or even LinkedIn. Choose what’s easiest:

  • CSV Import: Export your contacts from wherever they live now (Google Sheets, Outlook, whatever) as a CSV. In Folk, hit “Import” and map the fields.
  • Direct Add: For new leads, just click “Add contact” and fill in the basics.
  • Gmail/LinkedIn Integration: Folk can pull contacts straight from Gmail or scrape LinkedIn profiles. It’s handy, but double-check for duplicates.

What matters: Don’t obsess over perfect data at this stage. Get your leads in, clean up as you go.

Step 4: Define Your Pipeline Stages

Now, let’s make your pipeline reflect how you actually sell—not some theoretical “best practice.”

  1. Set Up Columns: In your Sales Pipeline collection, add columns for each stage of your sales process (e.g., New, Contacted, Demo, Proposal, Won, Lost).
  2. Custom Fields: Folk lets you add custom fields for stuff like deal value, next step, or source. Only add the fields you’ll actually use.
  3. Kanban View: Switch to Kanban mode so you can see leads moving across stages—this is where Folk shines.

Don’t bother: Avoid adding columns for every tiny detail (“Last Coffee Date”) unless it’s critical to your sales style. More fields = more friction.

Step 5: Move and Manage Leads in Your Pipeline

Here’s where the magic happens. Drag and drop leads to update their stage, or bulk update if you’re catching up.

  • Drag & Drop: Literally pick up a lead and move it to the next stage.
  • Bulk Actions: Select a bunch of contacts to update fields or stages at once.
  • Filter/Sort: Use filters to zero in on deals over a certain value, or those stuck too long in one stage.

Pro tip: Set a recurring reminder (weekly, at least) to review and update your pipeline. Folk won’t nag you—if you don’t check in, it’ll quietly collect dust.

Step 6: Add Context—Notes, Tasks, and Emails

A pipeline is only useful if you remember what’s happening with each lead. Folk lets you:

  • Add Notes: Log call summaries, objections, or “don’t call before 10am” reminders right on the contact.
  • Attach Tasks: Assign follow-ups to yourself or team members. Set due dates if you like, but don’t turn this into another to-do list app.
  • Email Integration: Send and log emails directly from Folk (if you’ve connected your email). This keeps context in one place.

Skip: Don’t try to use Folk as your main scheduler or project manager. It’s a CRM, not a Swiss Army knife.

Step 7: Set Up Basic Automations (If You Want)

Folk has some automation features—think reminders, auto-tagging, or even light email sequences. But don’t get sucked into automating before you’ve nailed your manual process.

  • Automated Reminders: Set them for follow-ups so nothing slips.
  • Bulk Emails: Send personalized emails to a group (but keep it personal, not spammy).
  • Zapier Integration: Connect Folk to other tools if you really need to (e.g., auto-create a lead from a form submission).

Reality check: Automations are great if you’re drowning in repetitive tasks. If you’re just starting out, manual is fine. Nail the basics first.

Step 8: Track Progress and Iterate

Your pipeline isn’t a set-it-and-forget-it thing. Every week or two:

  • Check Conversion Rates: How many leads move from stage to stage? Where do they get stuck?
  • Spot Bottlenecks: If deals pile up in “Demo Scheduled,” maybe your demo isn’t convincing—or you’re not following up.
  • Adjust Stages: If you never use a stage, kill it. If something’s missing, add it.

Honest take: Don’t obsess over reporting at first. Folk’s analytics are good enough for small teams, but if you’re desperate for dashboards, you’re probably overcomplicating.

Step 9: Keep Your Pipeline Clean

A messy pipeline is worse than none at all. Make it a habit:

  • Archive Dead Leads: Move closed-lost deals or unresponsive leads out of view, but keep the data for reference.
  • Merge Duplicates: Folk tries to help, but duplicates happen. Clean up monthly.
  • Delete Irrelevant Fields: If you stop using a custom field, get rid of it.

What to Ignore (For Now)

Folk offers a lot, but not everything is worth your time on day one:

  • Fancy Integrations: Unless you truly need them, skip the deep integrations and APIs.
  • Complex Workflows: Start simple. If you’re spending more time setting up workflows than selling, you’re on the wrong track.
  • All-in-One Promises: Folk is a solid CRM—don’t try to make it your marketing tool, support desk, or project manager.

Wrapping Up: Keep It Simple, Iterate Often

A sales pipeline is supposed to make your life easier—not eat up your week. Start with the basics in Folk, focus on actually moving deals forward, and tweak as you learn what works for your sales style. Don’t wait for “perfect”—just get started, and let your process evolve.

You’ll close more deals when your pipeline reflects how you really sell. Keep it simple, keep it honest, and keep moving.