If you’re managing sales or client projects, you know the pain of deals slipping through the cracks. Spreadsheets get messy. CRMs get complicated—or worse, ignored. If you’re here, you’re probably trying to wrangle your pipeline into something that actually helps you close more business, not just generate more admin work. This guide is for people who want to use Workwithpod to track deal progress and pipeline stages without going down a rabbit hole of useless features.
Below, you’ll find a no-nonsense walkthrough, some pitfalls to avoid, and tips for making Workwithpod actually work for you.
1. Know What You’re Tracking (And Why)
Before you even log in, get clear on your pipeline. What’s a “deal” for your team? What are the real stages a deal goes through—not the ones some CRM template tells you to use?
Take 5 minutes to sketch this out:
- Typical stages: New lead → Qualified → Proposal sent → Negotiating → Won/Lost.
- Custom tweaks: Maybe you have “Needs approval” or “Legal review.” That’s fine—just keep it honest. Don’t add fluff stages you’ll ignore.
- Define “progress”: Is it just moving from left to right? Or do you need to track tasks, notes, or files along the way?
Pro tip: If your pipeline has more than 7 stages, you’re probably overcomplicating things. Simple is sustainable.
2. Set Up Your Pipeline in Workwithpod
Log into Workwithpod and get to the pipeline or deals section. (If you’re not seeing it, check if you have the right permissions—sometimes admins restrict this.)
Here’s how to set up your pipeline:
- Create Your Pipeline
- Usually, there’s a “+ New Pipeline” or similar button. Click it.
-
Name it after your actual process (e.g. “B2B Sales” or “Client Onboarding,” not “Pipeline 1”).
-
Add Stages
- Enter your stages, one by one, in the order deals should move.
-
You can often drag and drop to reorder them later, so don’t stress about nailing it on the first try.
-
Customize Stage Details (Optional)
- Some people add descriptions or color codes to stages. If it helps you, great. If not, skip it.
-
Don’t waste time uploading custom icons unless it genuinely helps your team.
-
Decide on Required Fields
- Workwithpod lets you pick which fields are required at each stage. Use this sparingly.
- Requiring “expected close date” early on just creates busywork—ask for it when it’s realistic.
What to skip: Avoid setting up automations or integrations until your basic pipeline works. Complexity kills adoption.
3. Add Deals (Without Drowning in Data Entry)
Now comes the grunt work: getting your deals into the system. This is where most CRMs lose people. Here’s how to keep it sane:
- Bulk import: If you have deals in a spreadsheet, use Workwithpod’s import tool. Clean up your data first—duplicate contacts and missing emails will haunt you later.
- Manual entry: For new deals, just hit “Add Deal.” Enter the essentials: deal name, contact, and stage. Skip the stuff you don’t need.
- Assign owners: Make sure each deal has a clear owner. “Everyone” owning a deal = no one following up.
Tip: Don’t try to backfill every old deal. Focus on what’s active, and move forward.
4. Track Progress—The Right Way
Moving deals through stages is the heart of any pipeline. Here’s how to do it in Workwithpod without micromanaging or getting lost in click-fests.
- Drag-and-Drop (Kanban View)
- Workwithpod’s pipeline usually shows stages as columns. Just drag a deal from one stage to the next.
-
This gives you (and your boss) a clear snapshot—no more “Where’s that deal?” emails.
-
Update Deal Details
- Open a deal to add notes, set reminders, or attach files.
-
Be honest: Only add what’s actually useful. If you’re never going to read the “deal description” field, ignore it.
-
Use Tasks and Reminders (Sparingly)
- Setting a follow-up date is helpful. Creating 10 sub-tasks for every deal is not.
-
Use reminders to nudge yourself, not to nag your team.
-
Lost or Dead Deals
- Move dead deals to “Lost” or “Closed.” Don’t let them clog up your pipeline.
- Add a quick note why you lost it—this can help spot patterns later, but don’t turn it into a post-mortem.
Honest take: If your team isn’t moving deals regularly, your pipeline becomes a graveyard. Make sure updating deals is part of your daily or weekly workflow—not an end-of-quarter panic.
5. Reporting and Dashboards: What Matters, What Doesn’t
Workwithpod gives you dashboards and reports, but it’s easy to drown in charts. Here’s what’s actually worth tracking:
- Deals by stage: Shows you where things get stuck. If everything’s in “Negotiating,” something’s off.
- Pipeline value: Total dollar amount by stage. Helps with forecasting—just don’t believe your pipeline’s worth until deals actually close.
- Win rate: Percentage of deals won vs. lost. Basic, but useful.
- Deal velocity: How long deals sit in each stage. If deals stall out for weeks, you’ll see it here.
Skip the vanity metrics (e.g., “number of emails sent”) unless you know exactly how you’ll act on them.
Pro tip: Set up a simple weekly or monthly review—15 minutes, tops. Look for stuck deals, bottlenecks, and what’s actually closing. Adjust your pipeline or stages only if you see a real problem, not just to make the dashboard look pretty.
6. Common Pitfalls (And How to Dodge Them)
Everyone makes these mistakes. Here’s how to avoid wasting time and turning your pipeline into a dumpster fire:
- Too many stages: More stages = more confusion. If you’re debating between “Negotiating” and “Final Negotiations,” you probably just need one.
- Over-customizing: Fancy automations and custom fields sound great, but usually just slow everyone down.
- Forgetting to clean up: Dead deals pile up fast. Set a recurring reminder to archive or close out anything that’s not moving.
- No real owner: Every deal needs someone responsible. “Team” ownership leads to finger-pointing.
- Ignoring adoption: If your team hates using Workwithpod, figure out why. Ask them what’s annoying about the process, and simplify.
7. Tips to Make Workwithpod Actually Work for You
- Start simple: Launch with the fewest stages and fields you can get away with. Add complexity only if you’re missing something, not “just in case.”
- Regular check-ins: A pipeline only works if it’s updated. Block 10 minutes every Friday to move deals along.
- Use filters and search: Don’t scroll endlessly—use filters to find deals by stage, owner, or value.
- Mobile works, but don’t push it: Workwithpod’s mobile features are handy for quick updates, but serious pipeline work is best on a laptop or desktop.
- Don’t chase every feature: If a feature doesn’t clearly save you time or help you close deals, ignore it.
Keep It Simple, Iterate as You Go
The best pipeline is the one you’ll actually use. Start with the basics, get your team on board, and improve from there. Overcomplicating things is a recipe for a neglected CRM and lost deals. Track what matters, skip what doesn’t, and tweak as you learn. That’s how you make Workwithpod—or any tool—work for you.