Before a client can advance to the next pipeline stage, KeepSight checks a set of conditions called gates. If a gate fails, the transition is blocked and you’ll see exactly why.
The 7 gate types
| Gate | What it checks |
|---|---|
| First Contact | At least one contact log exists for this client |
| Required Fields | Specific fields are filled in — which fields are configurable per transition |
| Required Documents | Specific documents have been received or waived |
| Financial Counseling Complete | Financial counseling is completed, waived, or marked as not required |
| Authorization Approved | An insurance authorization is approved and current |
| BCBA Assigned | A BCBA has been assigned to the enrollment |
| BCBA Credentialed | The assigned BCBA has an active credential with the client’s insurance payor |
What happens when a gate blocks
You’ll see a message explaining what’s missing — for example, “Missing required fields: client DOB, contact phone” or “No active authorization found.” You can’t proceed until the condition is met.
This is intentional. Gates prevent clients from falling through cracks — you can’t move someone to onboarding if they don’t have a BCBA assigned, and you can’t start assessment without an approved authorization.
Bypassing gates
Admins can bypass individual gates when there’s a good reason. Superadmins can force a transition past all gates — but they must provide a reason, and it’s recorded in the activity timeline.
Things to know
- Gates are configured per transition, not per stage. The gates for moving from Inquiry → Intake can be different from Intake → Waitlist.
- Your admin configures which gates apply to each transition in Admin → Pipeline Transitions.
- You can see all configured gates and their parameters in the pipeline transition settings.