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Documentation Index

Fetch the complete documentation index at: https://docs.decodahealth.com/llms.txt

Use this file to discover all available pages before exploring further.

Prerequisite: The Marketing module must be enabled for your clinic. If you don’t see Lead Pipelines under Settings > Growth, ask your administrator to turn it on.
A pipeline is the path a lead follows from first contact to becoming a patient (or being marked as lost). Each pipeline is made up of ordered stages, and each stage can trigger automations — text messages, emails, tasks, tags, and more — the moment a lead enters it. Use this page to set up new pipelines, adjust the stages and automations on existing ones, and connect campaigns so new leads land in the right place. Where to find it: Click Settings in the left sidebar, then choose Lead Pipelines under Growth. The board view of leads moving through these stages lives at Growth > Pipelines.

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Pipelines Page

The page lists every pipeline in your clinic. For each one you’ll see:
  • The pipeline’s name and optional description.
  • A visual chain of its stages, with a colored dot per stage and a checkmark on the “won” stage.
  • An automation count showing how many automated actions are configured across all stages.
  • A list of campaigns that send their leads into this pipeline.
Active pipelines appear by default. If you have any archived pipelines, an Archived button appears at the top right — click it to show or hide them.

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Create a New Pipeline

1

Open the New Pipeline Form

Click New Pipeline in the top right corner of the Lead Pipelines page.
2

Enter Basic Information

Give the pipeline a Name (required) and optional Description so your team knows what it’s for.
3

Add Stages

Click Add Stage for each step a lead should move through. For every stage:
  • Pick a color (used on the kanban board and in reports).
  • Type the stage name (e.g., “New”, “Contacted”, “Consultation Booked”).
  • Mark Won on the stage that means the lead converted.
  • Mark Lost on the stage that means the lead didn’t work out.
Use the up and down arrows to reorder stages. Use the trash icon to remove one.
4

Link Campaigns

Tick any campaigns that should feed leads into this pipeline. For each linked campaign, choose an Entry Stage — the stage new leads from that campaign start at. Leave it on First stage (default) to use the very first stage in the pipeline.
5

Save

Click Create Pipeline. The pipeline is now available on the Growth > Pipelines board, and any linked campaigns will start placing new leads into it.

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Edit a Pipeline

From the Lead Pipelines page, click Edit on any active pipeline. The same form opens with the existing values. You can rename it, add or remove stages, change colors, and adjust campaign attachments. Click Save Pipeline when done.
Removing a stage from a pipeline that already has leads in it can leave those leads without a stage. Move leads to a different stage on the Growth > Pipelines board before deleting one.

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Stage Automations

Each stage can run automations that fire the moment a lead enters it. To configure them, click the lightning bolt button on any stage row in the editor. The automations panel expands underneath.

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Add an Automation

Click Add automation and choose one of the following types:
AutomationWhat It Does
Send SMSTexts the lead a message you write. Supports {{lead.first_name}} and {{lead.last_name}} placeholders.
Send EmailEmails the lead with a subject and body you write. Same placeholders are supported.
Create TaskCreates a follow-up task for your team with a title, description, and priority (Low, Normal, High, Urgent).
Assign ProviderAuto-assigns the lead to a specific provider.
Add TagTags the lead so you can filter and report on it (e.g., hot-lead, needs-follow-up).
Start SequenceBegins a drip or follow-up sequence by ID.
WebhookCalls an external URL so you can connect Decoda to other tools.

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Set a Delay

Each automation has a Delay after stage entry option. Pick from Immediately, 5 minutes, 30 minutes, 1 hour, 1 day, 3 days, or 1 week. Use a delay when you want to give the lead breathing room before reaching out, or when an action only makes sense after a waiting period.

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Edit or Remove an Automation

Click the three-dot button on any automation to expand its config form. Make your changes and click Save. Click the trash icon to remove the automation.
Automations on a brand-new pipeline are saved together with the pipeline when you click Create Pipeline. On an existing pipeline, automations save as soon as you click Save on the automation form.

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Linking Campaigns

The Campaigns section of the pipeline editor lists every campaign in your clinic. Tick a campaign to attach it to this pipeline. Untick it to detach. For each attached campaign, pick an Entry Stage:
  • First stage (default) — New leads from this campaign start at the first stage of the pipeline.
  • A specific stage — New leads skip ahead to that stage instead.
This is useful when, for example, leads from a Google Ads form are already qualified and should bypass the “New” stage and land directly at “Contacted”.

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Archive and Restore

If a pipeline is no longer in use, click the archive icon on its row. The pipeline disappears from the active list but is preserved along with its leads and historical data. To bring it back:
  1. Click the Archived (n) button at the top of the page to show archived pipelines.
  2. Click Restore on the pipeline you want to bring back.

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Advanced Configuration

One pipeline can be marked as the default. When a new lead is created — either manually or from an inbound message that doesn’t match an existing patient — it is automatically placed into the first stage of the default pipeline.
Every pipeline should have at least one stage marked Won (a successful conversion) and one marked Lost (a lead that didn’t convert). These flags drive funnel reporting on the Growth > Dashboard and determine when leads are eligible to be converted into patient records.
  • View Settings — View the Lead Pipelines page.
  • Manage Settings — Create, edit, archive, and restore pipelines, stages, automations, and campaign links.
No granular Roles UI permission gates pipeline editing on its own — it falls under the broader Manage Settings permission. Permissions are configured under Users & Roles.
The pipeline editor only configures stages and automations. To actually move leads between stages, use the kanban board at Growth > Pipelines — drag a lead’s card from one column to another. See Growth & Lead Tracking for the full lead workflow.