Pipeline & contacts

Understanding the Pipeline: track your leads step by step

⏳ Coming soon. This feature is arriving soon in Madyis Hub — here's how it will work. 📍 Where to find it: Pipeline & contacts → Pipeline The Pipeline is a sales tracking board (kanban) where each lead moves from column to column, from "New" all the way to "Won" or "Lost". It's the big-picture view of all your opportunities in progress. How it works Each card in the Pipeline is a contact, and the column it sits in matches its sales stage (stored on the contact). On the first load, all your identified leads are placed in the first column. After that, each new contact comes in automatically according to your "Sources" rules. The board updates live when a contact changes stage, without refreshing the page. Step by step 1. In the left-hand menu, open "Pipeline & contacts → Pipeline". 2. Look at the columns (stages): New, Contacted, Replied, Qualified, Won, Lost by default. 3. The number at the top of each column shows how many leads are at that stage. 4. Click a card to open the contact's full profile. 5. Click "Refresh" at the top right to reload manually if needed. Good to know - The Pipeline is part of the Pro plan: on a free plan, you'll see an invitation to upgrade. - The Pipeline doesn't create new contacts: it organizes the ones you already have. - Anonymous visitors (who left neither email nor phone) don't appear in the Pipeline; they enter once they are identified.

Board view (kanban) or list view: choosing how the Pipeline is displayed

⏳ Coming soon. This feature is arriving soon in Madyis Hub — here's how it will work. 📍 Where to find it: Pipeline & contacts → Pipeline → "Board" / "List" buttons (top right) The Pipeline displays in two ways: as a board (columns by stage, ideal for visualizing progress) or as a list (all leads laid out flat, handy for browsing quickly). You switch from one to the other with a single click. How it works The board view shows one column per stage with the cards stacked. The list view shows the same leads as rows, sorted by stage, each with its own stage selector. Your choice is remembered in your browser, so you find it again on your next visit. Step by step 1. Open "Pipeline & contacts → Pipeline". 2. At the top right, find the two buttons "Board" and "List". 3. Click "Board" for the column display (kanban). 4. Click "List" to see all leads as sortable rows. 5. In the board, if you have many columns, use the left/right arrows or the bottom bar to scroll. 6. Click "Show more" at the bottom of a column to load the next leads. Good to know - The list view is faster for scanning a large number of leads on a small screen. - The stage selector is available in both views: you can move a lead without changing the display.

Managing Pipeline stages: rename, color, reorder, delete

⏳ Coming soon. This feature is arriving soon in Madyis Hub — here's how it will work. 📍 Where to find it: Pipeline & contacts → Pipeline → "Stages" button You fully customize the Pipeline columns: change their name, their color, their order, mark a stage as final (won/lost) or delete one. This way you adapt the Pipeline to your business. How it works Each stage is a column. When you rename a stage, Madyis Hub automatically moves all the leads that were in it and updates the rules and Flows that pointed to it, so nothing breaks. When you delete a stage, you choose which other stage its leads are moved to (no card is lost). A "final" stage is used to mark a closed deal. Step by step 1. Open "Pipeline & contacts → Pipeline" (admins only). 2. Click the "Stages" button at the top right. 3. To rename: edit the text of a stage in its field. 4. For the color: click one of the color dots below the name. 5. To reorder: use the up/down arrows to the left of each stage. 6. To mark an end stage: tick "Final stage" (e.g. Won, Lost). 7. To add a stage: click "Add a stage" at the bottom. 8. To delete: click the trash icon, then choose the stage where existing leads should move. 9. Click "Save". Good to know - There must always be at least one stage: the last one cannot be deleted. - Two stages cannot have the same name. - Renaming a stage is safe: cards and automations follow the new name automatically.

Pipeline Sources: choose who enters automatically and where

⏳ Coming soon. This feature is arriving soon in Madyis Hub — here's how it will work. 📍 Where to find it: Pipeline & contacts → Pipeline → "Sources" button The "Sources" decide which channels and which entries (website, WhatsApp, email, Google Sheet, API/integrations…) automatically add a new lead to the Pipeline, and which stage it lands in. How it works For each inbox (channel) and for the global origins (Google Sheet import, API/integrations), you turn automatic adding on or off and choose the entry stage. A rule never moves a lead that is already classified: it only applies to new entries, in real time. As long as no rule is set, any identified contact arrives by default in the first stage. Step by step 1. Open "Pipeline & contacts → Pipeline" (admin). 2. Click the "Sources" button at the top right. 3. Under "Channels", tick the inboxes that should feed the Pipeline and choose their entry stage. 4. Under "Imports & integrations", enable Google Sheet and/or API as needed, with their stage. 5. Untick a source so it no longer adds leads automatically. 6. Click "Save". Good to know - If you untick EVERYTHING, a warning appears: your Pipeline will become 100% manual (you add the leads yourself). - The rules only affect new contacts; your current cards don't move. - To choose the destination stage per import source, see also "Data sync".

Moving a lead from one stage to another

⏳ Coming soon. This feature is arriving soon in Madyis Hub — here's how it will work. 📍 Where to find it: Pipeline & contacts → Pipeline → lead card → stage selector Moving a lead forward in your sales process means moving it from one column (stage) to another. It's the daily action of the Pipeline. How it works Each card has a small dropdown menu showing its stage. By choosing another stage, the lead immediately jumps into the new column and the change is saved. If the server refuses the operation, the card returns to its place and a message warns you. This change can also trigger a Flow or a "stage change" automation. Step by step 1. Open "Pipeline & contacts → Pipeline". 2. Find the card of the lead to move forward. 3. Click the stage selector at the bottom of the card (board view) or in the "Stage" column (list view). 4. Choose the new stage: the card moves right away. 5. A "Moved to …" message confirms the action. Good to know - Moving only updates the stage; the contact's other information is preserved. - A move can launch an automatic follow-up if you've set up a Flow on the stage change.

Launching a follow-up: enrolling a lead in a Flow from the Pipeline

⏳ Coming soon. This feature is arriving soon in Madyis Hub — here's how it will work. 📍 Where to find it: Pipeline & contacts → Pipeline → lead card → "Enroll in a Flow" menu From a Pipeline card, you can enroll a lead directly into a published and active Flow (a multi-channel follow-up sequence), without leaving the board. How it works The "Enroll in a Flow" menu lists your active and published Flows. By choosing one, the lead is enrolled in it. Consent and anti-spam safeguards are handled by the Flow itself, so enrollment is immediate. A lead already in that Flow won't be added twice. Step by step 1. First create and publish a Flow in "Reach your customers → Flows". 2. Open "Pipeline & contacts → Pipeline". 3. On the lead card, open the green "Enroll in a Flow" menu. 4. Select the Flow you want. 5. A message confirms the lead's enrollment. Good to know - The menu only appears if you have at least one Flow that is active AND published. - If the lead is already enrolled, Madyis Hub tells you instead of re-enrolling them.

Clean up your Pipeline: remove a card, empty a stage, clear the noise

⏳ Coming soon. This feature will arrive in Madyis Hub shortly — here's how it will work. 📍 Where to find it: Pipeline & contacts → Pipeline → cross on a card / eraser on a column / "Clear the noise" button You keep your Pipeline tidy by removing the leads that don't belong there: a single card, a whole stage, or all the automatic senders (noreply, notifications, etc.). How it works Removing a lead only clears their stage and sets a marker so they don't come back on their own; the contact is NOT deleted, it stays in Contacts. You can remove a single card, empty a whole stage (with confirmation), or run "clear the noise" which removes the detected automatic addresses in bulk. Step by step 1. Open "Pipeline & contacts → Pipeline" (administrator). 2. To remove a card: hover over it and click the cross. 3. To empty a stage: click the eraser icon at the top of the column, then confirm. 4. To purge automatic senders: click "Clear the noise" at the top, then confirm. 5. Madyis Hub shows how many cards were removed. Good to know - Removing never deletes the contact: find them again in "Contacts" and put them back on a stage if needed. - A lead removed manually won't be re-added automatically by the Sources. - These cleanup actions are reserved for administrators.

Create a contact manually

📍 Where to find it: Pipeline & contacts → Contacts → "…" menu → Add a contact You can add a person by hand when you collect their details offline (in store, by phone, at a trade show, etc.). How it works The creation form saves the basic details (name, email, phone, etc.). The new contact joins your address book immediately and becomes usable everywhere (Pipeline, campaigns, Flows). Step by step 1. Open "Pipeline & contacts → Contacts". 2. Click the "…" (three dots) menu at the top of the list. 3. Choose "Add a contact". 4. Fill in the name, email and/or phone number. 5. Confirm: the contact's record opens. Good to know - Enter the phone in international format (e.g. +33…) for WhatsApp/SMS sending. - You can also import many contacts at once via a CSV file.

Export your contacts

📍 Where to find it: Pipeline & contacts → Contacts → "…" menu → Export contacts Exporting lets you get your contact list as a file, to back it up or use it in another tool. How it works You start the export from the actions menu on the Contacts page; Madyis Hub prepares a file of your contacts that you then retrieve. Step by step 1. Open "Pipeline & contacts → Contacts". 2. Click the "…" (three dots) menu at the top. 3. Choose "Export contacts". 4. Confirm: the export file is generated. Good to know - Keep your exports in a safe place: they contain personal data. - Mind GDPR: only export and share what is necessary.

Contact folders: organize your contacts into manual lists

📍 Where to find it: Pipeline & contacts → Contact folders Folders are manual boxes where you store the contacts of your choice (e.g. "New customers", "VIP", "Trade-show prospects"). Unlike segments (automatic filters), you add the contacts one by one. How it works You create a folder (name + color), then you add contacts to it by searching for them. A folder then serves as a target for Flows: a Flow can be triggered when a contact is added to a folder, branch based on folder membership, or enroll all its members at once. The page updates live when a contact is filed by another source. Step by step 1. Open "Pipeline & contacts → Contact folders". 2. Click "New", enter a name and choose a color, then create. 3. Select the folder in the left-hand column. 4. In the search field, type at least 2 letters to find a contact, then click it to add it. 5. To remove a member: click the cross next to their name. 6. To delete a folder: hover over it and click the trash, then confirm. Good to know - Folders are free (no particular plan needed); it is the targeting by Flows that requires the Pro plan. - The same contact can belong to several folders. - Adding a contact that is already there does not create a duplicate.

Companies: group your contacts by company

📍 Where to find it: Pipeline & contacts → Companies → All companies Companies let you group several contacts under a single company (useful in B2B), with its own dedicated record: contact details, attached contacts, notes and custom attributes. How it works You create a company (name + web domain), then you attach contacts to it. The company record shows the list of its contacts, its history, its notes and its attributes. The list can be searched and sorted like the contacts list. Step by step 1. Open "Pipeline & contacts → Companies → All companies". 2. Click the create button to add a company (name and domain). 3. Open the company record to view/add its contacts, notes and attributes. 4. Use search and sorting to find a company. Good to know - Filling in the web domain lets contacts with an email address on that domain be automatically associated. - This view is mainly useful for a B2B business (selling to companies).

Agenda: the shared team calendar

📍 Where to find it: Pipeline & contacts → Agenda The Agenda is a calendar shared by the whole team: appointments, events and notes are visible to everyone. It is the place to plan your customer appointments and organize the team. How it works Every member sees all events; the administrator can filter by agent. You create an event (title, times, assigned agent, location, notes, color) by clicking a time slot on the calendar or on "New event". You can schedule a reminder and link a contact. The calendar loads the events for the displayed period. Step by step 1. Open "Pipeline & contacts → Agenda". 2. Click "New event" or directly on a calendar cell. 3. Fill in the title, the start and the end (or tick "All day"). 4. Choose the assigned agent, add a location, notes and a color if needed. 5. Set a reminder (10 min, 1 h, 1 day…) if you want to be notified. 6. Click "Save". 7. Administrator: use the filter at the top to display only one agent. Good to know - The Agenda is shared: everything you create is visible to the team. - Click an existing event to edit or delete it. - For a customer appointment with a Google invite + Meet video call, link a contact (see the dedicated article).

Contacts: your central address book

📍 Where to find it: Pipeline & contacts → Contacts → All contacts Contacts brings together everyone your account knows (customers, leads, identified visitors). Each contact record gathers details, conversations, notes, labels and attributes. How it works A contact is created automatically as soon as someone writes to you through a channel, or manually by you. The list sorts by last activity, name, etc., and can be searched by name, email or phone. Click a record to view and edit all of its information. Step by step 1. Open "Pipeline & contacts → Contacts → All contacts". 2. Use the search bar to find a person. 3. Click a column header or the sort menu to change the order. 4. Click a contact to open its full record. 5. Use "Active" in the submenu to see recently active contacts. Good to know - The same person should only exist once: in case of a duplicate, use contact merging. - Fill in email and phone: they are the keys for campaigns, Flows and the Pipeline.

Get a reminder for your agenda events

📍 Where to find it: Pipeline & contacts → Agenda → event → "Reminder" field You can be notified before an event (by email and notification) so you never miss an appointment. The reminder timing is chosen when creating or editing the event. How it works When you save, Madyis Hub calculates the reminder time (the event's start minus the chosen lead time) and sends the alert to the assigned agent when the moment comes, only once. If you reschedule the event to a new date, the reminder is re-armed automatically. Step by step 1. Open "Pipeline & contacts → Agenda" and create or open an event. 2. In the "Reminder" field, choose the lead time (10 min, 30 min, 1 h, 2 h, 1 day) or "None". 3. Save the event. 4. The reminder will be sent automatically at the scheduled moment. Good to know - The reminder is sent to the assigned agent: remember to assign the event properly. - Rescheduling an event to a future date triggers a new reminder.

Schedule a client appointment: link a contact and send a Google Meet invite

📍 Where to find it: Pipeline & contacts → Calendar → event → "Contact" field By linking a contact to a calendar event, Madyis Hub can create a Google Calendar invitation with a Meet video link and send it to the client, provided Google Calendar is connected to your account. How it works You search for and attach a contact to the event. If Google Calendar is connected, saving pushes the event to the Google side with an invitation and a Meet link. The account's Google appointments appear over the calendar in read-only mode (with a link to open them in Google). Step by step 1. First connect Google Calendar in "Channels & configuration → Integrations → Google Calendar" (administrator). 2. Open "Pipeline & contacts → Calendar" and create an event. 3. In the "Contact" field, type at least 2 letters and select the client. 4. Fill in the times and save: the Google + Meet invitation is created for the contact. 5. Google appointments appear in read-only mode; click them to open them in Google Calendar. Good to know - Without Google Calendar connected, the event stays in Madyis Hub but no invitation/video link is sent. - Connecting Google Calendar is restricted to the administrator. - The Google button at the top of the Calendar lets you connect or manage the integration.

Import contacts from a CSV file

📍 Where to find it: Pipeline & contacts → Contacts → "…" menu → Import contacts CSV import lets you add a whole list of contacts at once (for example your existing customer base or an export from another tool). How it works You upload a CSV file in the right format; Madyis Hub creates or updates the matching contacts. A template file is provided for download. You can also apply one or more labels to all imported contacts so you can find them easily afterwards. Step by step 1. Open "Pipeline & contacts → Contacts". 2. Click the "…" menu, then "Import contacts". 3. Download the provided CSV template and fill it in with your data. 4. Click "Choose a file" and select your CSV. 5. Optional: enter labels (separated by commas) to apply to all imported contacts. 6. Click "Import". Good to know - Keep the order and the column names of the template to avoid errors. - An imported list can serve as a source for the Pipeline and for data Sync. - Labels added at import make later targeting easier (segments, Flows).

Merge two duplicate contacts

📍 Where to find it: Pipeline & contacts → Contacts → a contact's record → "Merge" tab Merging brings together two records that represent the same person into one, without losing the history. Ideal when a customer has written from two different channels and appears twice. How it works You open a contact's record, search for the duplicate, and designate the "primary" contact to keep. Madyis Hub attaches the history of the other record to the primary contact, then deletes the duplicate. Step by step 1. Open "Pipeline & contacts → Contacts" and click one of the duplicate contacts. 2. In the record, go to the "Merge" section/tab. 3. Search for and select the other record (the duplicate). 4. Choose the primary contact to keep. 5. Confirm the merge. Good to know - Check carefully which contact keeps priority: it is the one that keeps the displayed details. - Merging is permanent: cross-check the information before confirming.

Bulk actions: tag or delete several contacts at once

📍 Where to find it: Pipeline & contacts → Contacts → checkboxes → bulk action bar Select several contacts at once to apply a common tag or delete them in bulk, instead of doing it one by one. How it works When you tick contacts in the list, an action bar appears. You can select everything on the page, add tags to the batch, or delete the selection (deletion is reserved for administrators, with a confirmation). Step by step 1. Open "Pipeline & contacts → Contacts". 2. Tick the contacts you want (or "Select all"). 3. In the action bar at the top, click "Tags" to apply a tag to the batch. 4. To delete (administrator): click the trash icon and confirm in the window. 5. Click "Clear selection" to untick everything. Good to know - Bulk deletion is permanent and reserved for administrators. - Tagging a batch is the basis for later creating a segment or targeting a campaign.

Creating segments: filtered, saved lists

📍 Where to find it: Pipeline & contacts → Contacts → Filters → Save segment ; viewing: Contacts → Segments A segment is a filtered search of contacts that you save under a name (e.g. "Customers in Paris", "Prospects with no reply"). You can then reopen it in one click. How it works You apply one or more filters (attributes, tags, etc.) to the contact list, then you save that combination as a segment. The segment stays up to date: it always shows the contacts matching the criteria at the moment you open it. Your segments appear in the "Segments" submenu. Step by step 1. Open "Pipeline & contacts → Contacts". 2. Click "Filters" and set your criteria. 3. Click "Save segment" and give it a name. 4. Find it again later in "Contacts → Segments" in the left-hand menu. 5. To delete a segment, open it and then use the delete option. Good to know - Segments are perfect for targeting a campaign or spotting a group to follow up with. - The "Tagged with" submenu separately lists contacts by tag.