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Pipeline and statuses ​

The Prospective Clients module ships with a List view (default) and a Kanban board view. Each column on the Kanban board is a pipeline status. You can drag cards between columns to change a record's status.

Plan requirement

Prospective Clients is a Multi-Practice plan feature.

Switching between List and Kanban ​

On the Prospective Clients page, use the toggle button next to New Prospective Client:

  • Grid icon: switch to Kanban
  • Table icon: switch to List

Your choice is remembered in your session.

Setting up pipeline statuses ​

A new firm starts with a single seeded status named Customer (id 1). This is the status that CaseFlow automatically assigns to a Prospective Client after you convert them to a client; it is not a stage you usually move records into manually. Before using the pipeline you need to add your own intake stages.

Go to Setup > Prospective Clients > Statuses and add the stages that fit your firm's intake process. Each status has a name, a colour, and an order. Drag the rows on the Statuses page to reorder them, or drag the column headers on the Kanban board.

Examples firms commonly add:

  1. New inquiry
  2. Contacted
  3. Consultation booked
  4. Qualified
  5. Engagement letter sent
  6. Won
  7. Lost

You can pick which status is the default for new records at Setup > Settings > Leads. New prospective clients created from web forms, email integration, or the New Prospective Client button will land in that status.

Creating a prospective client manually ​

On the Prospective Clients page click New Prospective Client. A modal opens with these fields:

General

  • Status (defaults to the firm's configured default status)
  • Source
  • Assigned (defaults to you)
  • Tags

Contact details (only Name is required by the system; firms typically also require Email)

  • Name
  • Title
  • Email
  • Website
  • Phone
  • Lead Value (numeric, in your base currency)
  • Company

Address

  • Address, City, State, Country, Zip
  • Default language

Other

  • Description (rich text)
  • Date contacted / "Contacted today" checkbox
  • Public (visible to all team members regardless of assignment)
  • Custom fields (configured at Setup > Custom Fields)

img_1.png Click Save to save. The new record opens in its profile view.

Moving prospective clients through the pipeline ​

On the Kanban board, drag a card from one column to another to update its status. On the List view (or inside the record), use the Status dropdown. Filmage 2026-05-11_163339.gif

Sources ​

Sources record where the inquiry came from. Configure them at Setup > Prospective Clients > Sources. A new firm starts with two seeded sources (Google and Facebook); add or remove sources as needed.

Tracking sources gives you channel-level reporting at Reports > Prospective Clients (Multi-Practice plan, admin only).

Assignment and visibility ​

Each record has one Assigned team member. By default, non-admin staff only see records they own, created, or that are marked Public. To make a record visible firm-wide, tick Public on the record or use bulk actions.

Activity, notes, attachments, reminders, tasks, proposals ​

Open any prospective client to access tabs for:

  • Profile - the fields above
  • Email Activity - emails sent from IMAP integration or matched by email
  • Proposals - draft and send proposals linked to this record (no client yet required)
  • Tasks - tasks scoped to this prospective client
  • Attachments - drag and drop files; Google Drive / Dropbox supported when configured
  • Reminders - set reminders for yourself or another team member
  • Notes - timestamped notes with an optional "I contacted them on..." date stamp
  • Activity Log - automatic and manual entries img_2.png

Marking as Lost or Junk ​

From the record's More menu:

  • Mark as lost - the record stays in the pipeline but is flagged Lost and removed from active counts.
  • Mark as junk - hides the record from the main pipeline. Use this for spam and accidental submissions. img_3.png

Both are reversible from the same menu (Unmark).

Spam handling

CaseFlow does not have an automatic spam classifier on web-form submissions. To keep junk out of your pipeline, mark records as junk manually, or add reCAPTCHA to your web-to-lead forms (see Web-to-lead forms).