Accessing Project Default Folder Settings
Click the hamburger menu (☰) in the top left corner of your ProLine account.
Scroll down and select "Company Settings"
A new window will appear in your browser
Click the "Projects" drop down and choose the "Stages" tab.
By default, ProLine comes preloaded with several pipelines and stages to help you get started. These can be fully customized to match your business process.
Editing Pipelines
Each pipeline represents a major category or workflow in your company (for example, Residential vs. Commercial or Retail vs. Insurance).
To edit a pipeline, look to the far right of its title and use the following tools:
Pencil Icon: Edit the pipeline name.
Paper Stack Icon: Add overlapping stages from other pipelines (useful for shared steps like “Won” or “Complete”). More on this below!
Paintbrush Icon: Change the pipeline’s color for visual organization.
Trash Can Icon: Delete the pipeline (confirmation required).
You can also rename a pipeline directly by clicking into the title field and typing a new name.
Overlapping Stages
ProLine allows you to connect pipelines via overlapping stages. For example, you can connect your sales and production pipelines via a "Won" stage that will appear in both.
To create an overlapping stage, please follow these steps:
Create a new stage within the pipeline where this stage would begin. For example, a "Won" stage would be created in the Production pipeline.
After creating the stage, head to the pipeline where the stage will be connected to and click on the pencil icon. In this example, this would be the Sales pipeline.
Click on the overlap stages icon, which is represented by a square on top of another square.
On the popup, click the dropdown menu where it says "Choose stage to add" and select the stage we wish to connect to this pipeline. In this example, we will choose the "Won" stage.
After completing these steps, the overlapping stage will appear at the end of the connected pipeline and will appear greyed out. In this example, the "Won" stage will appear in both the Sales and Production pipelines.
Editing Stages
Each pipeline contains multiple stages that define where a project sits in your workflow. These stages can be renamed, reordered, or customized using the icons located to the right of each stage.
Color Box: Change the stage color.
Pencil Icon: Rename the stage title.
Gear Icon: Open Stage Triggers to view and add automations for when a project enters this stage.
Quote Icon: Open preview Stage Snippet settings to choose what information appears on your dashboards (e.g., main contact, address, project number).
Flag Icon: Open Project Portal Settings to customize the customer-facing stage name and description shown in the Project Portal. For example, rename “Creating Quote” to “Preparing Proposal.”
Information Icon: Add internal notes or training materials, including text descriptions or embedded training videos (YouTube, Loom, or file upload).
Plus Icon: Duplicate the stage for quick setup.
Eye Icon: Archive the stage to hide it from active campaigns but preserve data history.
Trash Can Icon : Permanently delete the stage (confirmation is required).
Reordering Stages: You can drag and drop stages within a pipeline using the 6 dotted icon on the far left to adjust their order. Be cautious when reordering stages with active projects, as it may affect automations or reports.
Project Stage Snippets
Stage Snippets allow you to choose what key information appears on each project card within the Projects board. These snippets give your team quick, at-a-glance visibility without needing to open the project. Each stage can display different snippets depending on what matters most in that part of your workflow.
You can select from ProLine’s default snippets or choose any of your Dynamic Project Fields to display.
Below is a complete list of available snippet types with clear explanations:
Default Snippets Provided by ProLine
Main Contact Next Step
Displays the next scheduled step for the main contact (for example, follow-up reminders or scheduled tasks).
Main Contact Name
Shows the primary contact’s name for quick identification.
Address
Displays the project’s service address on the project card.
Project Number
Shows the unique ID assigned to the project.
MC Custom Date 1 / 2 / 3
These are customizable date fields available on the main contact for tracking custom milestones.
Campaign Event Date
Displays the date of the most recent campaign step or event tied to the project.
Gross Revenue
Shows total revenue associated with the project so far.
Open Quotes
Displays the number of open (not yet approved) quotes for the project.
Approved Quotes
Indicates how many quotes have been approved.
Accounts Receivable
Displays the outstanding invoiced balance for the project.
Dynamic Project Fields
Created through Dynamic Fields in Company Settings > Project > Other > Dynamic Field. This allows you to customize your project cards based on your workflow. Some examples include:
Date of Loss (insurance workflows)
Insurance Carrier
Permit Status
Job Duration
Hazardous Materials (Yes/No)
Any custom field your team relies on.
If you want to learn more about Dynamic Fields check the guide here.
How to Configure Stage Snippets
Click the Quote Icon next to the stage name.
Open Preview Snippet Settings.
Choose any default snippet or dynamic project field you want to display.
Save your changes.
Your selected snippet will now appear automatically on every project card in that stage.
Stage Statuses
Each stage must be assigned a status, which controls reporting and defines how projects move through your workflow.
Here are the available status options with simple explanations for Fin-friendly accuracy:
Lead
The project is a new opportunity that has not yet been inspected or quoted.
Inspection
The project is awaiting or currently undergoing an on-site or virtual inspection.
Open
Active work is underway, such as quoting, selling, or preparing the project.
Disqualified
The project is not a fit (wrong service area, incorrect lead type, etc.).
Lost
The customer has chosen not to proceed.
Won
The customer has approved the quote and agreed to move forward.
Unfunded
The project is approved but awaiting funding, often used in insurance workflows.
Funded
Funding has been received and the project can proceed to production.
Complete
The physical work is finished.
Closed
All work and financial steps are finalized.
Important:
Stages can share the same status (ex: multiple “Won” stages).
The order of statuses directly impacts your reporting accuracy.
Always ensure stages progress in a logical sequence — for instance, Inspection should occur before Won or Funded.
Summary
The Projects – Stages section is the backbone of your workflow in ProLine. Customizing your pipelines and stages ensures you can track every project with accuracy, automate communications, and maintain clean reporting — all while keeping your internal and customer-facing processes aligned.
Troubleshooting and Support
If you encounter difficulties or have further questions, contact our support team through the chat in the lower corner of your screen. We're here to help you with any issues or concerns.