The great thing about Opportunities is that it allows you to methodically track and manage your current and future transactions. A big piece of this is tracking all of the tasks you have to complete, at every stage of the process. While using the system, you might need to make adjustments to your Opportunity pipeline checklists.
- It can be difficult to come up with a starting point for customized stages and checklist items, click here to make a copy of a spreadsheet with a sample layout with some ideas around potential stages, checklist items, probabilities, and more.
Within the Opportunity pipelines, you can customize the Stages of each Phase of the transaction. Then within each Stage, you can set up task checklist items needed to be completed to advance the transaction, which will then apply to every Opportunity that moves through that Stage.
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You also have the ability to edit task checklists for specific Opportunities, which won't apply to other existing or future Opportunities, though this article is focused on creating and editing task checklist templates for the pipelines in general, which will apply to all future Opportunities moved to that specific Stage. Existing Opportunities have overwrite protection and will NOT automatically update with new versions of a Stage checklist, if they are already in that Stage. This is intentional to prevent an in-progress checklist from being erased and overwritten. Any Opportunity that has been placed in a Stage already will need it's checklist to be manually updated. |
To create and edit task checklist templates in Opportunity pipelines:
Access
1. Log in to https://agent.kw.com with your Keller Williams login credentials.
2. Click the Opportunities icon, , on the left sidebar.
3. Once you have your pipeline planned out, you are ready to edit your stages. Click on each Phase to see what has been added by default. Next, click Stages & Checklists, at the top right of each phase to customize.
- If you are editing your team Opportunity pipelines, make sure you select the team tab, at the top of the page, and edit those Stages.
2. Click on the Checklist Icon, , on the Stage you want to edit.
Add Checklist Items
1. Click Add Task, at the bottom of the list, to add a new checklist item to the template.
2. At the top of the modal, enter the Task Name (required), select whether to Include in Client Updates, and select a Task Type (Call, Text, or Other).
- Click here to learn more about Client Updates.
- The big difference between an "Other" task and a Call/Text task happens when you mark the task as complete. When you mark a Call/Text task as complete, the system will bring up a modal (learn more about managing tasks in Command) that allows you to enter notes about the call/text, and the system will automatically log the call as an activity on the associated contact's Contact Record.
3. At the bottom of the modal, enter a Description, you can add a Hyperlink for reference when completing the task, and set a Priority Level (High, Medium, Low, None).
4. When editing the template, you can't designate a specific due date since this is an evergreen template. That being said, you do have the ability to set up Smart Due Dates for each checklist task. Use the Due Date field to select on of the options:
- On Smart Due Date - using this selection, you will also select the Opportunity Key Date you want to base this off of. The due date will be on the Opportunity Key Date you enter into the Opportunity.
- Before/After Smart Due Date - using this selection, you will also select the days/weeks/months interval, whether that interval will apply before or after, and select the Opportunity Key Date you want to base this off of.
- No Due Date - using this selection, you will manually control the specific due dates for each task created.
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Smart Due Dates - set up your due dates based on a set number of days/weeks/months before or after a specific date you can enter in the Opportunity Details page for a specific Opportunity (e.g. 5 days before the Home Inspection date, or 2 weeks after the Closed Date). Important Note: When you set up Smart Due Dates in a checklist template, it will not apply to Opportunities that have already been moved to this stage and have the tasks populated. It will only apply to future Opportunities that are moved to this stage. |
5. (Team Pipelines Only) For tasks in a team pipeline, you also have the ability to set a team member as the automatic assignee for any of these tasks. That means, every time an Opportunity is moved to the Stage, that specific person will be assigned that task automatically. There are 3 options for this:
- Assign to Me - when the task populates, the person saving the checklist template will be the automatic assignee for the task, for every Opportunity that moves through this Stage.
- Unassigned - when the task populates, no assignee with automatically populate.
- Team Members - when the task populates, the team member you select here will be the automatic assignee for the task, for every Opportunity that moves through this Stage.
6. Click Create, at the bottom right of the modal.
Edit Checklist Items
To the right of each checklist item, click the three dots to either Edit or Delete a checklist task. You can also click and hold, on a checklist item, to move it to another position in the list.
Designate Checklist Items for Client Updates
With Client Updates, your clients will be sent a daily email, using Command Email, which will include a report of the Opportunity checklist items that you have completed that day.
- Learn more about Client Updates.
You will see a Client Updates checkbox next to each checklist item. If the checkbox is checked, when you mark this item as complete, for an Opportunity, it will be included in the Client Update email for that day If nothing is marked as complete, no email will be sent).
Check or uncheck that checkbox, for each item, depending on whether you want it to be included in the Client Update email.
Save the Checklist
1. Click Save, at the bottom of the checklist modal, when you are finished editing.