Where to Find Stage Settings
To customize stages, navigate to Forms in the left-hand panel, then select the form you want to configure (for example, Tournaments & Outings or Group Golf). From there click 'Settings' in the top right hand part of the page.
Now change from looking at 'general' details to the 'Status' tab. You'll see a list of your current stages organized into three buckets. Each form has its own stage configuration, so you can tailor the workflow for different types of inquiries if needed.
The Three Status Buckets
Every lead in the system falls into one of three high-level buckets. These are always present and can't be removed — they provide the foundation for how leads are organized and tracked.
Open — This is where every new lead starts. It means the inquiry has been submitted but nobody has engaged with it yet. Think of this as your "inbox."
In Progress — The lead is actively being worked. Someone on your team is in contact with the prospect, putting together a proposal, or waiting on a response. You can have multiple stages within In Progress to reflect different steps in your sales process.
Closed — The lead has reached a final outcome. This could be a positive one (booked!) or a specific reason it didn't work out.
Adding In Progress Stages
If your sales process has clear steps between "we started working on this" and "it's done," you can add stages within the In Progress bucket to reflect that.
For example, a resort handling complex stay-and-play packages might set up stages like:
In Progress
Proposal Sent
Awaiting Response
To add a stage, click the option to create a new stage within the In Progress section and give it a name. Stages will appear in the order you create them, giving your team a clear path to follow.
That said, there's no need to overcomplicate things out of the gate. If your process is straightforward — you get a lead, you work it, you close it — a single "In Progress" stage works perfectly fine. You can always add more later as your process matures.
Configuring Closed Statuses
Closed statuses are where you get the most long-term value from your configuration. At minimum, we recommend having:
Booked — The event was confirmed and is on the books.
Did Not Book — A catch-all for leads that didn't convert.
But the real power comes from creating specific reasons for why a lead didn't book. These turn your closed leads from a dead end into actionable data.
Here are a couple of examples that come up often:
Unavailable Date — You didn't have availability on the date they wanted. Down the road, if a cancellation opens up that date, you can go back through your closed leads and resurface prospects who originally couldn't book for that reason.
Too Expensive — Pricing was a barrier. Over time, seeing how often this comes up can inform whether you need to adjust your group rates or packaging.
To add a closed status, create a new stage within the Closed section and mark it as either a "booked" or "did not book" type. This classification matters for reporting — it's how the system knows whether to count a closed lead as a win or a loss.
Important: Stages Are Per Form
Stage configurations are specific to each form. If you set up custom closed reasons for your Tournaments & Outings form, those same reasons won't automatically appear on your Group Golf form.
This is actually by design — it gives you the flexibility to have different workflows for different types of inquiries. But if you want the same stages across both forms, you'll need to set them up in each one individually.
Tips for Getting Started
Start simple. You can always add stages later, but removing them once leads have been tagged with that status gets messier. Begin with the basics and add complexity as you learn what your team actually needs.
Be specific with closed reasons. "Did Not Book" tells you nothing actionable. "Unavailable Date" and "Too Expensive" tell you a lot. Even two or three specific reasons will give you meaningfully better visibility over time.
Talk to your team. The people working leads every day will have the best sense of what stages would actually be useful. Get their input before building out a complex workflow.
Still need help? Your Noteefy Customer Success Manager has your back. Or email us at [email protected].