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 the Growth plan and up, 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, and Quote — Quote copies the prospect's info and jumps you into your agency's rater so nobody retypes the same data.

• 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 — 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 — upload a CSV, Excel, or PDF file and OfficeHubb maps the columns for you. See the Importing Data guide.
• Lead vendors — vendors can deliver leads straight onto your board through a webhook, no manual entry.

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.