Checklists

A checklist is the list of steps for one stage of a pipeline: your team's best practice, written once. On every deal at that stage, the Sales Coach shows the checklist, creates each step's task when the step comes up, and moves the deal to the next stage when the last step is ticked. Conditions show a step only on the deals it fits.

A step can also tick itself: give it an "Auto complete if:" condition, and it is ticked as soon as the deal's data meets that condition, with no one having to tick it. For example, a step "Find the decision maker's phone number" with the condition "Contact: Phone number" "Exists" ticks itself the moment a phone number is added to one of the deal's contacts, whoever adds it and however it gets there. The next step then becomes current and, if it has a task, the task is created.

Checklists are written on the "Checklists" tab of the "Sales coach" page (admins only), then attached to a stage in the pipeline popup ("Checklist"). See Settings for pipelines.

Write a checklist

1. Open "Sales coach" in the left menu and the "Checklists" tab. Click + and pick "Content".
2. On the "New checklist" page, give a "Name" and a "Description".
3. Under "Checklist steps", click + to add a step and fill it in (see below).
4. Drag steps to put them in order (the bin removes one), then click "Save".
5. Attach the checklist to a stage: in the pipeline popup, pick it under "Checklist".

Each step

• "Text": what to do, as the salesperson sees it.
• "Type":
  • "Phone call", "Cold call task", "Send message", "Send email" and "Data entry & research" create a task.
  • "Step without a task" is a step to tick, with no task.
  • "Warning: alert" is highlighted in red until it is ticked. Tick "Is task" if it should create a task too.
• "Documents": documents to show on the deal's "Resources" tab while this step is current. See Documents.
• "Explanation" (required): shown when the salesperson hovers the step, so they know how and why.

For a step with a task, also set:

• "Due date (in x days)": 0 is the same day (a few hours later), 1 to 5 that many days, 6 a week, 7 two weeks and 8 a month.
• "Priority": "High", "Medium" or "Low".
• "Queue": the task queue it goes into. See Queue mode.
• "Task owner": "User who completes the checklist", "Owner of the specific company" or a named team member.

Conditions

Tick "Make conditional" on a step to add conditions:

• "Visible if:": the step only appears on deals that meet the conditions. Use it for steps that apply to some deals only, such as a step for one product or one country.
• "Auto complete if:": the step ticks itself as soon as the data meets the conditions, for example "Add the contact's phone number" ticks itself once the contact has one.

Each condition is a "Field", a test and a value. The fields cover:

• the company: city, country, decisions and company fields;
• its contacts: name, phone number, email, email status and verification, call attempts, best LCI, call line type and contact fields;
• the deal: deal fields, "Deal: Probability", minimum and maximum probability and "Deal: Probability confidence";
• JumpStart results: best score, date requested and date scored.

The tests are "Exists", "Doesn't exist", =, !=, >, <, "Contains" and "Doesn't contain"; for choice fields, "Exists", "Doesn't exist", "Is one of" and "Includes none of". With conditions on contacts, you choose whether one contact must meet all of them, every contact must meet all of them, or one contact must meet at least one.

A step ticked by hand while its "Auto complete if:" condition is not met shows its tick in red.

How it works on a deal

On a deal's "Progress" tab the salesperson sees the stage's checklist, showing only the steps whose conditions fit the deal.

• The task is created when the step becomes current, that is when the step before it is done. It goes to the task owner, in the chosen queue, for one of the deal's contacts (for a call, one with a phone number). A step's task needs the deal to have a contact.
• "Cold call task" creates a "Cold call summary" task, plus a call task for each of the deal's contacts whose phone number is worth calling.
• "Data entry & research" steps work on the prospect's Research note, pinned at the top of the timeline.
• Ticking a step with a task opens that task's form, so the work is logged: the call log for a call, the email form for an email. A ticked step says when it was done.
• When the last step of a stage is ticked, the deal moves to the next stage and that stage's checklist starts. "Back" and "Next" move the deal one stage by hand.

Manage your checklists

The three-dot menu on a card offers "Edit", "Delete" and "Clone". Search checklists by name or description, and drag cards onto folders to keep them in order (+ › "Folder"). Ready-made checklists appear on grey cards under "Show defaults".

Good to know:

• Editing a checklist updates the deals that use it, in the background.
• Deleting a checklist removes the open tasks it created, and the stages that used it are left without a checklist.
• Checklists are shared by the whole workspace. Creating your own needs a plan with the full Sales Coach.