Update Pending Status

What

This guide explains how to remove or close pending items in ShareBuilder CRM, while also highlighting how to utilize our auto-close feature. This Ensures the sales funnel reflects current opportunities.

Why

Properly managing pending items maintains data accuracy, reduces manual oversight, and prevents outdated entries from cluttering the CRM. Updating statuses and auto-closing pending help sales teams focus on active opportunities and improve sales forecasting.

How

How to manually update your Pending status

How auto-closing Pending works

How to manually update your Pending Status to: Won, Lost, or Error/Not Submitting:

1. Navigate to Pending → Sales Funnel
   • Locate the specific pending card item you wish to update.
     
     

2. Update the Status:

   • Click on the pending item's name to open its details.
   • Locate the Status dropdown menu.
     
   • Select the appropriate status:
     • Won: Choose this if an order has been received, regardless of whether the order amount matches the pending amount.
     • Lost: Select this if the order was not received, the client canceled the budget, or similar circumstances.
     • Error/Not Submitting: Use this if the pending was entered by mistake, is a duplicate, or is tied to an avail that you won't be submitting for (applicable if Avails are enabled for your stations).

3. Save Changes:

   • After selecting the appropriate status, click Save at the bottom of the page to apply the changes.

Auto-Closing of Pending

1. Automatically Closing Old Pending:

   • Criteria: Pending items that are dated solely in past months and are over 30 days old, with no upcoming months scheduled.
   • Process:
     • If an order was received for the client during those past months, the pending status is marked as "Won."
     • If no order was received, the pending status is marked as "Lost."
   • Default Setting: This feature is enabled for all team members by default.

2. Automatically Closing Pending When an Order is Received:

   • Criteria: When an order is received by ShareBuilder CRM that matches a pending item.
   • Process:
     • If the order amount is equal to or greater than the pending amount for the month, the pending is marked as "Won."
     • If the order amount is less than the pending amount, the pending remains active, but the pending dollars are adjusted to reflect the difference.
   • Default Setting: This feature is disabled by default and requires manager approval to be activated.