Pipeline & Lead Management

The pipeline is your visual lead board. Each card represents a person or household your team is working, and each column represents a stage in your sales process.

Every agency starts with a Sales Pipeline — new leads land in the first stage and finished deals end in Sold. The stages in between are yours to customize, rename, and color.

On every package, your agency can run additional purpose boards alongside the Sales Pipeline. Start one from a template — Renewals, Cross-sell, Win-back — or build a blank one, then invite the teammates who should see it.

Purpose boards track outcomes: when a card reaches Done, you record how it went (renewed, rewritten, no action needed, lost). A rewrite flows straight into the normal sale-reporting flow so the premium is counted.

One dropdown switches between your Sales Pipeline, your agency's shared boards, and (for owners and managers) teammates' boards.

1. Add or receive a lead — typed in by hand, from your website, from a form, or from an import.
2. Move the card through your stages. Cards stay exactly where you drag them — the board keeps your order.
3. Open the card to work the lead: review their answers, message them, leave comments for the team, attach files, and see the full history.
4. Schedule a follow-up when the lead isn't ready yet. The card leaves the board and automatically returns on the date you picked.
5. Report the sale when the lead closes. A card can't reach Sold without a sale report, so your numbers stay honest.

Opening a card gives you the whole picture in one place:

• Details — everything the lead told you, from any source, plus the AI chat transcript if they came through your website.
• Messages — the lead's email and text conversation in a single thread, with scheduling, reusable scripts, and AI-drafted replies you approve before anything sends (messaging plans).
• Comments — internal team notes.
• Files — documents attached to the lead.
• Activity — a timeline of everything that happened: stage moves, messages, calls, follow-ups, the sale. You can also log calls, emails, and texts you handled *outside* OfficeHubb so the record stays complete.

Quick actions sit at the top of every card: Call, Text, Email, Quote, and Video link. Quote copies the lead's details and answers and opens your agency's rater in a new tab, so you paste instead of retyping. It shows once your agency has a rater on file.

Video link copies a link to one of the two short OfficeHubb films, made for this one lead, to paste into an email you send yourself. The card then shows when they opened it and how much they watched (the Video line under the name, and rows on the Activity tab), and you get a pop-up when they open it and when they press play. Security scanners that check links in incoming mail are not counted. For a newsletter or your website, use the two general film links in Settings, Email instead: they count views without naming anyone. Emails you send from inside OfficeHubb also show Opened and Clicked on the Messages tab when the mail provider reports them; treat both as hints, since some mail apps open messages on their own.

Click a number to call. On a Mac the call goes through your iPhone when Calls from iPhone is on: on the iPhone, Settings, Phone, Calls on Other Devices, allow the Mac; on the Mac, FaceTime, Settings, Calls from iPhone. Pressing Call logs the call. When you come back to OfficeHubb, the card asks for a note on that call, and you can delete it if nobody answered.

• Search — find any person across every board and archive from the top bar.
• Needs reply — one filter shows every card with an unanswered inbound message.
• Bulk actions — select several cards and move, reassign, or archive them together.
• Follow-ups — cards return on schedule, on their own, to the board they came from.
• Split credit (Basics and The Full Package) — share a lead 50/50 with a teammate; the premium and commission divide automatically when it sells.

Dead leads aren't deleted — they move to the Lead Archive with a reason (not interested, no response, already insured, and so on).

The archive is built for second chances: filter by renewal-cycle windows (for example, leads archived 10–12 months ago — right when their policy renews), select the ones worth another shot, and re-import them onto a teammate's board.

• Add by hand on any stage.
• Website and forms: leads from your public page and intake forms arrive automatically, assigned by round robin or to the agent the prospect asked for.
• Import: send us a CSV, Excel, or PDF file and our support team loads it for you. See the Importing Data guide.
• Lead vendors: a vendor can post leads to a web address that belongs to your agency. Each one lands on your board as it arrives.

Why can a teammate see cards I cannot? Role permissions, shared boards, and board invites affect visibility. Owners and managers see agency-wide; sales and service staff see their own work plus boards shared with them.

Can I move a lead to someone else? Yes — transfer a single card, or bulk-reassign several, where your role allows it.

Why is a lead not on the board anymore? It may be in follow-up, archived, sold (sold cards tidy themselves off the board after a few days), or on a different board.