The intake pipeline is fully configurable. As an admin, you control which stages exist, how they connect, and what gates must be satisfied before a client can advance.
Managing stages
Go to Admin → Pipeline Stages to see all stages. You can rename stages, change their order, and add new ones. Each stage has a type (inquiry, intake, waitlist, onboarding, assessment, active, hold, discharged, or removed) that determines its behavior in workbenches and reporting.
Configuring transitions
Go to Admin → Pipeline Transitions to control which stages connect to which. A transition defines a valid path (e.g., Inquiry → Intake) and the gates that must pass before the move is allowed.
For each transition, you can add or remove gates and set their parameters. For example, the Required Fields gate lets you specify exactly which fields must be filled in before that particular transition is allowed.
Pipeline settings
Go to Settings → Pipeline for time-based settings:
- First contact SLA — How many hours after entry a new inquiry should be contacted
- Follow-up interval — Days between required follow-up contacts
- Max contact attempts — How many attempts before a “needs decision” flag
- Weekday-only SLA — Whether SLA timers count only business days
Things to know
- Changes to pipeline configuration affect new transitions going forward. Clients already past a stage aren’t retroactively affected.
- Be careful removing gates — they exist to prevent clients from advancing without required information.
- The default pipeline stages and transitions work for most ABA practices. Customize only when your workflow genuinely differs.