Zoho Bigin’s Team Pipelines feature empowers users to manage different workflows and processes all within one streamlined platform. This guide will walk you through how to set up and customize multiple pipelines in Zoho Bigin, enabling you to efficiently handle diverse operations—like sales, onboarding, and project tracking—tailored to your organization’s needs.
What are Team Pipelines in Zoho Bigin?
Team Pipelines in Zoho Bigin allow businesses to create multiple sets of stages within the CRM, enabling distinct processes to be managed separately yet within the same system. This flexibility is key for teams that have different workflows, such as separate sales, onboarding, and project management phases.
With Team Pipelines, each pipeline can have its own unique stages, data fields, and automation rules, providing a highly customized experience. Here’s how you can set up and maximize the potential of team pipelines in Zoho Bigin.
Setting Up Team Pipelines
1. Creating a New Pipeline
- Navigate to Pipelines: In Bigin, go to the Pipelines module on the left side of the screen.
- Start from Scratch or Use a Template: Bigin provides various templates to simplify the setup. However, if you want a fully customized pipeline, choose the option to start from scratch.
- Name Your Pipeline: Give your pipeline a name relevant to the process, such as “Onboarding” or “Project Fulfillment”.
- Define Access Permissions: Assign which user profiles can access, view, or edit this pipeline based on their roles within the organization.
2. Configuring Stages for Your Pipeline
- Open and Closed Stages: Organize your pipeline into “Open” stages (where the process is ongoing) and “Closed” stages (where the process is completed or terminated).
- Customize Your Stages: Tailor each stage to fit your specific workflow. For example, onboarding stages might include “Initial Meeting,” “Project Scope Finalization,” and “Billing Information”.
- Add Loss or Exit Stages: Consider including closed-loss stages, like “Churned During Onboarding,” to track processes that end without completion.
3. Adding Custom Fields
- After setting up stages, create custom fields specific to each pipeline. For instance, fields like “Goal Completion Date” may be crucial for onboarding.
- Custom fields can include text fields, date selectors, dropdowns, and more, tailored to the type of information required for that process.
Automating Pipeline Actions
1. Setting Up Workflow Automations
- Trigger-Based Actions: Bigin allows automations based on record creation, edits, or specific date fields. For example, you can trigger a follow-up email if a project hasn’t progressed five days before the goal completion date.
- Stage-Driven Workflows: Simplify your automations by creating workflows triggered when a record changes stage. For example, when a deal reaches “Closed Won” in your sales pipeline, Bigin can automatically initiate an onboarding record in the respective pipeline.
2. Using Stage Automation for Seamless Transitions
- Connected Record Creation: Set up automations to create “connected records” when a particular stage is reached. For example, when a deal is marked as “Closed Won” in the sales pipeline, a corresponding record can be automatically created in the onboarding pipeline.
- Data Transfer Between Pipelines: You can customize which fields from the previous pipeline record (like customer information or deal amount) will populate the new onboarding record. This way, your data flows smoothly from one process to the next.
Managing and Tracking Connected Records
Zoho Bigin allows you to link records between pipelines for easy tracking and referencing:
- Parent and Child Records: Connected records are viewable within each pipeline, enabling you to quickly switch between related records like a “Closed Won” sales deal and its associated onboarding process.
- History and Notes: All notes, tasks, and communications stay connected, ensuring continuity and better context for each stage of the customer journey.
Leveraging Pipeline Templates
If you’re unsure where to begin, Zoho Bigin’s templates offer pre-structured pipelines tailored to common business workflows, such as project tracking or customer service:
- Easy Setup: Quickly adopt a template by choosing it during pipeline creation, and adjust as necessary.
- Task-Specific Pipelines: Some templates allow you to rename “deals” as “tasks” or other relevant terms, giving you more versatility in labeling records.
Final Thoughts
Zoho Bigin’s Team Pipelines can help you effectively manage multiple processes within one platform, minimizing the need for manual data entry and maintaining consistency across teams. With automation, customization, and robust tracking, you can align Bigin with your unique processes, ensuring a seamless flow from one pipeline to the next.
For more personalized assistance with Zoho Bigin or other Zoho products, consider reaching out for support. And if you found this guide helpful, please feel free to share your thoughts and questions below.
FAQ: Zoho Bigin Team Pipelines
- What’s the benefit of using multiple pipelines in Bigin? Multiple pipelines allow different departments or teams (such as sales and onboarding) to handle distinct workflows without interference, maintaining clarity and focus for each process.
- Can I automate transitions between pipelines? Yes, Zoho Bigin enables automation between pipelines, like automatically creating an onboarding record when a deal is marked as won in the sales pipeline.
- How do templates in Bigin help? Templates provide predefined structures tailored to common workflows, allowing for quick setup and reducing the time needed to create a new pipeline from scratch.
- What are connected records? Connected records in Bigin link processes across pipelines, making it easy to track the flow of information and keep related records accessible from one another.
