The pipeline model

The pipeline is how the system keeps track of where every person is in the arc from first interest to graduation. It is small on purpose — six stages, seven statuses, four views — and it bends in one important way to match the way Haden actually works: stage is per program, not per person.

Six stages, one axis

The main funnel is a line of six stages, in order:

Prospect → Engaged → Applicant → Admitted → Student → Alumni.

A person moves forward through these as they become more committed to a program. The CRM’s four Enrollment Funnel views are Kanban boards of these six stages, column by column.

• Prospect — the first touch. Someone who filled an inquiry form, attended a conference, or whose name arrived from one of Haden’s mailing lists.
• Engaged — talking to us. They have had a real conversation logged, attended an info session, or registered for one.
• Applicant — started an application. The Applications page shows these.
• Admitted — the office accepted them. A deposit invoice is waiting.
• Student — the deposit is paid and the seat is confirmed. The Portal is theirs.
• Alumni — they completed the program. The certificate has been issued.

The point of the slim six-stage model is that each stage change is a real moment the office cares about. The older fourteen-value model had distinctions like active student vs completed vs certified — useful, but better answered by other data (the enrollment status, the completion view, the certificates table) than by the stage column.

Seven statuses, a parallel axis

Alongside the stage is a status. Where the stage says where in the funnel, the status says are they actively moving?

• Active — the default. The quiet baseline. No badge is shown; this is just a person moving forward.
• Deferred — they are moving, but to a later cohort.
• On leave — stepped away but will come back.
• Withdrawn — they left the program.
• Declined — the office said no.
• Not a fit — the office noted this isn’t the right path.
• Dormant — no activity for long enough that we have stopped reaching out.

Status is separate from stage so that “on leave from Student” is a real thing a person can be. They stay in the Student column of the funnel, with a quieter badge on their card, instead of disappearing to an exit column.

The pipeline board hides non-active statuses by default. A *Show paused

• exited* toggle brings them back, greyed.

One row per program

Here is the piece that makes the model fit Haden.

A person is not on one funnel. They are on as many funnels as they have declared interest in. The database carries one person_programs row for each program a person has engaged with. Each row has its own stage, its own status, and its own entered-at date.

So:

• A prospect who downloaded the Spiritual Direction packet gets one row: SD, Prospect, Active.
• The same prospect, three weeks later, RSVPs to the Dream Work interest meeting. A second row is created: DW, Prospect, Active. Both rows now live together on the person’s record and show up in both program funnels.
• When she graduates from Dream Work, that row becomes DW, Alumni. She might also, by then, have applied to Spiritual Direction — her SD row would read SD, Applicant.

One human, two program paths, both visible.

When a program row is created

Per Michael’s decision on 2026-10-21, a person_programs row is created only when the person declares a program interest. Two places this happens:

• Automatically, when the person comes in through a program-specific door — a Spiritual Direction landing page, a Dream Work campaign.
• At the moment of declaration, when the system or a staff member records a declaration event: an RSVP to an interest meeting, a program-packet download, a program-specific recruitment reply. Automatic triggers are planned; staff can also use the Add to program button on the person’s record.

Someone who came in through a generic door — a social media opt-in, a cold newsletter signup — starts with no program rows at all. They live in the Undesignated funnel until the office or a trigger moves them.

Four pipeline views

That gives us the four tabs under Enrollment Funnels:

• Spiritual Direction — everyone with an SD row, grouped by SD stage.
• Dream Work — same, for DW.
• Conference — people with the Conference Attendee tag, grouped by their furthest program stage. Someone whose only touch is a Kanuga conference list lives under Prospect; a conference attendee who has since enrolled in DW shows up under Student.
• Undesignated — people with no program rows. The catch-all where the office triages cold leads.

A person can appear in several views at once — and that is the point. The pipeline is a lens, not a container.

Next: Automations.