Stage mapping
Mapping your pipeline stages to six classes, the "requires contact" flag, the AI suggestion and fixing a wrong mapping.
5 min read
Every clinic's pipeline is different: "Photos Received", "Plan Sent", "Deposit Requested"… The AI CRM Chief can't understand these names on its own; it needs to know what each stage means in your sales process. Stage mapping links every stage in your pipeline to one of six classes. Every metric depends on this mapping, including reach rate, conversion, payment alerts and the unproven-progression check.
The six classes and why they matter
| Class | Meaning | What the Chief uses it for |
|---|---|---|
| Ulaşılmadı (Not reached) | New lead and contact attempts; no real conversation yet | The lead is open but not "reached". First-contact and contact-breach rules apply. |
| Görüşüldü (açık) (Spoken to, open) | You've spoken to the patient; a decision is pending | Counts as reached. Ranks above "not reached" stages in the priority list. |
| Ödeme (Payment) | Money on the table: deposit requested, payment pending | The highest priority. If a lead here is idle for 24 hours, a critical Ödeme bekliyor (Payment waiting) alert appears. |
| Kazanıldı (Won) | Sale | Counts towards conversion, revenue and time to sale. The lead is closed. |
| Kaybedildi (Lost) | You spoke to the patient, but it didn't work out | Reached + closed. An alert appears if no lost reason is entered. |
| Ulaşılamadı (Unreachable) | Closed; the patient was never reached | Closed but not reached. The Yetersiz deneme (Too few attempts) check only runs for stages in this class. |
The opportunity status is also taken into account: an opportunity with status Won counts as won whatever its stage, and one with status Lost or Abandoned counts as closed. For the difference between stage and status, see Stages and status.
The "Arama gerektirir" (Requires contact) flag
The last column of the table says whether, for a lead in that stage, the agent must already have contacted the patient. If a lead sits in a flagged stage and there is no call or message on record, the Chief raises an Unproven progression alert. Any human contact is enough: a call, WhatsApp, SMS or email.
As a rule of thumb: Spoken to, Payment, Won and Lost stages are flagged; the first stage and the first contact attempt are not, while "2nd attempt" and later are; Unreachable stages are not flagged.
Checking and fixing the mapping
- Read the wizard's description line: did the suggestions come from AI ("Öneriler yapay zekâdan geldi"), or were they guessed from the stage names? If the AI suggestion isn't available, the Chief guesses from clues in the names (e.g. "deposit", "paid", "lost", "ulaşılamadı").
- In each row, pick the right class from the drop-down in the Anlamı (Meaning) column.
- Tick Arama gerektirir (Requires contact) according to how your team actually works.
- Read the yellow warnings below the table and fix your pipeline or mapping if needed.
Warnings the wizard can show:
- Hiç 'Kazanıldı' stage'i yok (No Won stage). Sales only count when the opportunity status is set to Won.
- Hiç 'Ulaşılmadı' stage'i yok (No Not-reached stage). Check where new leads land.
- Kapanış (Kaybedildi / Ulaşılamadı) stage'i yok (No closing stage). Losses only count when the opportunity status is set to Lost.
Medical tourism example
A typical mapping for our recommended patient journey pipeline:
| Stage | Class | Requires contact |
|---|---|---|
| New Lead | Ulaşılmadı (Not reached) | No |
| Contacted | Ulaşılmadı (Not reached) | Yes (if your team only moves cards here after writing to the patient) |
| Photos Received | Görüşüldü (Spoken to) | Yes |
| Consultation | Görüşüldü (Spoken to) | Yes |
| Plan Sent | Görüşüldü (Spoken to) | Yes |
| Deposit Requested | Ödeme (Payment) | Yes |
| Deposit Paid | Kazanıldı (Won) | Yes |
| Travel Confirmed, Treatment Done, Aftercare | Kazanıldı (Won) | Yes |
In this pipeline, lost is a status (Lost), not a stage, so the wizard shows the "no closing stage" warning. That's acceptable. But if you want the Too few attempts check, add a stage such as "Unreachable" to the pipeline, map it to Ulaşılamadı, and ask your team to move patients they couldn't reach there.
Tip
In medical tourism the sale is usually confirmed by the deposit. If you map the stage where the deposit is received to Kazanıldı (Won), the scorecard credits the agent who secured the deposit. The sale date is the last time the lead moved into a won-class stage (or, if its status is Won, when the status changed). Moving through after-sale stages (Travel Confirmed, Treatment Done) can push that date forward; keep this in mind when reading the "This month's target" card.
When a new stage is added to the pipeline
If you add a stage to the pipeline in Opportunities, the Chief shows a banner at the top of the panel: "Pipeline'da eşlenmemiş 1 yeni stage var. Bu lead'ler "Ulaşılmadı" sayılıyor." (There is 1 new unmapped stage in the pipeline. These leads count as Not reached.)
- Click Eşlemeyi güncelle (Update mapping) in the banner.
- Settings open in a new tab; choose the new stage's class in the stage-mapping step and save.
Common issues
Conversion shows as zero. No stage may be mapped to Won, and the team may not be setting opportunities to Won. Check the mapping.
There are lots of "Unproven progression" alerts. Either the team really is calling from outside the panel (personal phones), or "Requires contact" is ticked on stages that are too early. Check the flags first, then how the team works. See Contact audit.
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