Move a client through your pipeline stages

Stages live in two places. On the Clients page in your sidebar, each row shows a small coloured pill in the stage column, and a dropdown above the list filters everything down to one stage. On a single client's record, the same pill sits beside their name and is the control you click to change it.

CalsoThe stage pill on a client record

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What each stage means

Calso gives you six stages and does not attach any behaviour to them. Moving someone to Paused does not stop them booking, and Completed does not hide them from anything. They are a lens on your list, not a lock on your client — which means the meanings below are conventions, and you should feel free to bend them to how your practice actually runs.

Set a client's stage

1. Open the client's record

   Go to Clients in the sidebar and click the person's row. If you have more than a few dozen clients, type part of their name or address into Search by name or email... rather than scrolling — the list shows up to 50 clients at a time.

2. Click the stage pill beside their name

   The pill sits immediately to the right of the client's name at the top of the record, showing a coloured dot and the current stage. Clicking it opens a dropdown of all six stages with a check mark against the one they are on now.

3. Choose the new stage

   Click the stage you want. There is no confirmation step and no save button — the change is written the moment you click, the pill takes on the new stage's colour, and the dropdown closes. Click the pill again to correct it if you picked the wrong one.

4. Confirm it carried across to the list

   Click Back to Clients and look at the stage column on that person's row; it should match. On a narrow phone screen that column is hidden to make room, so check on a wider window if you do not see it.

Filter your client list by stage

Above the client list, next to the sort control, is a dropdown set to All stages. Pick one stage and the list rebuilds to show only clients on it. The filter is applied to your whole client list rather than to the rows already on screen, so nobody on that stage is missed, and it stacks with the search box, the All tags filter, and the Show Archived tick box. The page still shows 50 rows at a time, so on a stage holding more people than that, narrow it further with a tag or the search box.

CalsoThe stage filter on the Clients list

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The filter holds one stage at a time, and the sort control offers Name A-Z, Last Booked, Sessions, and Revenue only — so to see Paused and Alumni, look at them one after the other rather than trying to group every stage on one screen.

Stages travel with Export CSV too: the downloaded file carries a Pipeline Stage column, which makes building a mailing list for one stage a spreadsheet job. The export always contains every client in your workspace rather than the filtered view on screen, and leaves archived clients out entirely.

Where else "Active" turns up

Active is the single most overloaded word in Calso, and two of its meanings sit on the same screen:

• Active as a pipeline stage is a label you chose, and it stays put until you change it.
• Active (30d), the second summary card at the top of the Clients page, counts clients with a session in the last thirty days regardless of their stage. Someone can be counted there while still labelled Inquiry, and an Active client who has not booked in two months will not be counted at all.

Elsewhere the word describes an event type that is accepting bookings and a package that still has credits on it. None of those talk to the pipeline stage. Completed is doubled up too: as a stage it describes the person, while the Completed figure in the metrics strip on a client record counts their finished sessions.

Keeping stages worth trusting

A stage is only useful if it is current, and nothing keeps it current for you. Two habits do most of the work. Move the stage in the same moment you do the thing that changed it — when you finish a consult, when someone buys a package, when a client says they are taking the summer off. Then sweep Inquiry every week or two: filter to it, and anyone in there who has actually started working with you gets moved to Active on the spot.

Tags are the right tool for anything the six stages cannot express — a niche, a referral partner, a cohort. A client can carry many tags but only ever one stage, so keep the stage answering where they are with you and let tags carry the rest.

Once the stage is right, the rest of the record is where the detail lives. Work a client record walks through the tabs, the metrics, and the panels beside them, and Log a call, email, or text on a client's timeline covers recording the follow-up that moved someone from Inquiry to Discovery in the first place.