Welcome to TopPipe

Let's get the basics configured so TopPipe works for you from day one:

• 👤
  Your name & company — Click the header area to personalize. This appears on your booking page, AI messages, and AE view.
• 🔗
  Calendar link — Paste your Calendly or TopPipe booking URL. The "Book" button on every prospect row uses this link.
• 🔵
  Google Calendar — Settings → Integrations → Connect. One-click OAuth. Meetings sync both ways — new calendar events appear in TopPipe, and bookings from TopPipe appear in your calendar.
• 🟣
  Calendly — Connect your Calendly via OAuth. When someone books, the meeting auto-appears and the lead moves to "Meeting" status.

Everything lives in five views — switch with the tabs at the top:

• 📋
  Active (To Follow Up) — Leads that need your next touch. Sorted by urgency. Overdue leads (4+ days since last touch) glow red (7+ days) or yellow (4-6 days) so you never lose track.
• 📅
  Meetings Booked — All scheduled meetings with date, time, prospect, and auto-tags (Event/Inbound/Outbound/Referral).
• 👻
  No-shows — Everyone who missed a meeting. Pre-drafted re-engage message ready to send.
• 📈
  Analytics — Your weekly/monthly stats, funnel, and conversion metrics (more on this in Section 12).
• 🗑
  Trash — Removed or "Not Interested" leads. Restore anytime if they come back around.

The "Follow-ups today" counter lives in the header and updates in real-time every time you log a touch. Use it to pace yourself throughout the day.

Column customization: Click the column picker icon (top-right of the table) to choose which columns are visible. Hide what you don't need — show what matters to your workflow. Columns you can toggle:

• ☰
  Name, Company, Title, Email, Phone, LinkedIn, Status, Last Touch, Meeting Date, Tags, Touches, Notes preview, Timezone

There are multiple ways to fill your pipeline:

• ➕
  Quick-add from pipeline — Paste a LinkedIn URL, email, or start typing a name. If the lead exists in your Library, it autocompletes with all their data pre-filled.
• 📁
  CSV import — Upload a CSV. TopPipe auto-maps your column headers to its fields. Duplicate detection: if leads already exist (matched by email or LinkedIn URL), TopPipe flags them and asks if you want to skip, update, or add anyway.
• 📗
  Google Sheet sync — Connect a Google Sheet and it syncs automatically on a schedule. Options:
  • Append mode (default) — new rows in the sheet get added; existing leads are updated.
  • Mirror mode — exact copy. If you remove a lead from the sheet, it gets removed from TopPipe too. Great for shared team sheets.
  • Manual re-sync — hit the refresh button anytime to force an immediate sync.
• 📚
  Lead Library — All your imported leads live here permanently. When you add a prospect to your active pipeline, Library autocompletes with full data (name, email, phone, company, title, LinkedIn). Think of it as your personal contact database.
• 🔍
  Search — Search across your entire library by name, company, title, email, or phone. Uses fuzzy matching so typos still find results.
• 📤
  Export — Export selected prospects (checkbox + "Export selected") or your entire library as CSV. Useful for reports, sharing with your manager, or moving data to another tool.

Every row in your pipeline has action buttons built right in. Here's everything you can do without leaving the table:

• ✨
  Follow-up button — AI generates a personalized message using your AI Context + Writing Style + the prospect's history. Click, copy, send.
• 📝
  Notes — Click to open the notes panel. Two modes:
  • Manual notes — type whatever you want to remember.
  • Paste a conversation — paste a full LinkedIn/email thread and AI auto-summarizes it into bullet points with next steps.
• 📅
  Book button — Opens your calendar link (Calendly or TopPipe booking page) pre-filled with the prospect's name, email, and company. One click to send them a booking link.
• 🔢
  Touch counter (+/-) — Click + every time you reach out. This feeds:
  • The "Follow-ups today" header counter (live)
  • Your weekly stats in Analytics
  • The "last touch" timestamp (resets the overdue clock)
• ⚡
  Quick-add fields — Hover a row to see inline "add" links for phone, email, website, or LinkedIn. No modal, no page change — type and hit Enter.
• ✅
  "Contacted today" indicator — Once you log a touch, the row dims slightly and shows a green badge. At a glance you know: dimmed = done for today, bright = still needs a touch.
• ⏸
  Snooze — Don't want to follow up now but don't want to lose them? Snooze to a future date. The prospect disappears from your active view and reappears on that date. You can also do this via the AI assistant: "Snooze John for 2 weeks".
• 📅
  Meeting date picker — Set the meeting date/time with either:
  • Quick-pick buttons — Today, Tomorrow, Next Monday, Next Week
  • Full calendar — Click the calendar icon for a date/time picker
• 🏷
  Meeting tags — Auto-classified by AI based on source:
  • Event — from a conference, dinner, or event registration
  • Inbound — they came to you (form fill, booking page, inbound reply)
  • Outbound — you reached out first (cold email, LinkedIn, cold call)
  • Referral — introduced by someone else
  You can override manually if the AI gets it wrong.

Status flow — every prospect moves through these stages:

Move between statuses by clicking the status badge on any row. The transition is instant and updates all your stats.

Your Meetings tab tracks the full lifecycle from booked to final outcome:

• 📅
  Meetings view — All meetings sorted by date. Shows prospect name, company, meeting datetime, tag (Event/Inbound/Outbound/Referral), and current outcome status.
• ⏳
  Auto-complete — When a meeting's date/time passes, TopPipe auto-marks it as "past" and prompts you to log an outcome. If you don't act within 24h, it stays in a "needs outcome" state at the top.
• 🔔
  Booking reminders — Automatic email reminders sent to the prospect before the meeting (typically 24h and 1h before). This is handled by a scheduled function — zero action needed from you.

Meeting outcomes — mark each meeting with one of these:

• ✅
  Completed — Meeting happened. The prospect stays in pipeline for next steps.
• 👻
  No-show — They didn't show up. Moves to No-shows tab with a pre-drafted re-engage message.
• ⭐
  SAL (Sales Accepted Lead) — Meeting happened and lead is qualified. Your team accepts them.
• 💎
  SQL (Sales Qualified Lead) — Further qualified by AE. This is the gold standard — pipeline created.
• 🔄
  To Reschedule — Meeting cancelled or needs a new time. Lead stays active with a "reschedule" badge.

Your built-in AI teammate. Open it with the ✨ Ask AI button or the chat bubble in the bottom-right.

What you can ask:

• 💬
  Pipeline questions — "Who's overdue?", "How many touches this week?", "Who hasn't replied in 10 days?", "List my meetings this week"
• ✨
  Draft messages — "Write a follow-up for Sarah at Stripe", "Draft a breakup email for cold leads", "Write a no-show re-engage for John"
• 🔧
  Take actions — "Snooze Mike for 2 weeks", "Log a touch on Sarah", "Move all 'Event' leads to Replied", "Add a note to John: spoke on phone, interested in demo"
• 🔍
  Search contacts — "Find everyone from Stripe in my library", "Who do I have at companies in fintech?"
• 📈
  Analytics — "What's my meeting-to-no-show ratio?", "How many SALs this month?", "Compare this week vs last week"

Configuring the AI (Settings → AI):

• 🧠
  AI Context / Knowledge Base — Tell the AI:
  • What your company does and what you sell
  • Who your ICP is (titles, industries, company size)
  • Common objections and how to handle them
  • Your value propositions and differentiators
  The more context you give, the better every generated message will be.
• ✍
  Writing Style — Paste 2-3 real messages you've sent that you liked. The AI analyzes your:
  • Tone (casual vs. formal)
  • Length (short punchy vs. detailed)
  • Structure (bullet points vs. paragraphs)
  • Sign-off style
  From then on, every generated message matches YOUR voice — not generic AI.
• 💡
  AI Skills & Saved Prompts — Found a prompt that works great? Save it.
  • Save — Click "Save as Skill" on any AI response you liked
  • Reuse — Access saved prompts from the ✨ menu
  • Share with team — Make a prompt visible to other TopPipe users on your team
  • Edit — Tweak saved prompts anytime to improve them
  Example saved prompts: "Conference follow-up", "Breakup email after 5 touches", "Re-engage after no-show"

Give your team real-time visibility — no login, no standups, no "can you update me?"

• 🔗
  Generate a share link — Click Team Live View in the top navigation → Generate Link. You get a unique URL. Send it to your team — they bookmark it and check it whenever they need context.
• 👀
  What they see:
  • All scheduled meetings with prospect name, company, date, and tag
  • AI-generated conversation summaries (so they have context before calls)
  • Meeting outcomes (Completed, No-show, SAL, SQL)
  • Your conversion stats and activity metrics
  • Filters by prospect, date range, or outcome type
• ✍
  Team feedback — Your teammate can:
  • Mark meetings as Completed or No-show (if they attended)
  • Leave notes back to you ("Great call, needs demo next", "Not a fit, move on")
  • Flag leads for priority follow-up
• 🔒
  Access control — The link is read-only by default. AEs can mark outcomes and leave notes, but cannot move, delete, or modify your leads. Revoke the link anytime from the Team Live View panel.

Projects let your entire team build a shared prospect list together — perfect for events, conferences, dinners, and account-based campaigns where multiple reps contribute leads.

How it works:

• 🚀
  Create a project — From your dashboard, click "New Project". Give it a name (e.g., "SaaStr 2026" or "NYC Dinner Q3"), optionally set an event date, and you get a unique shareable link.
• 🔗
  Share the link — Send the link to anyone on your team. They can add prospects directly — no login required. Each person's name is tracked ("Added by"), so you know who brought each lead.
• 👤
  Add prospects — Type a name, email, company, phone, LinkedIn URL, and notes. Corporate emails auto-fill name and company (e.g., john.smith@stripe.com → John Smith, Stripe). The form stays open for rapid-fire adding.
• 🏷
  Track status per prospect — Each prospect has a status you can cycle through by clicking the status pill:
  • To Meet — haven't connected yet
  • Met — spoke at the event
  • Meeting Booked — follow-up scheduled
  • Not Interested — disqualified or declined
• 👥
  Filter by team member — When multiple people contribute, filter the list to see only prospects added by a specific person. Great for splitting the follow-up work after the event.
• 📝
  Edit & notes inline — Click "Edit" on any card to update info or add notes. Notes appear right on the card so everyone sees context.
• 📦
  Export CSV — Download all prospects as a CSV. Use it to import them into individual pipelines, load into your outreach tool, or share with your manager.
• 🔒
  Finalize — When the event is over and all leads are captured, finalize the project. It becomes read-only — a permanent snapshot of everyone you met.

Real-time collaboration:

• ⚡
  Live updates — The page refreshes every 30 seconds. When a teammate adds a prospect, you see it appear without reloading.
• 🔒
  Lock (owner only) — Temporarily lock the project to prevent edits while you review or clean up the list. Unlock anytime to let the team continue adding.

Your personal scheduling page — like Calendly, but built into your CRM. No separate tool, no extra cost.

• 🟢
  Enable it — Settings → Booking Page → Activate. Choose your slug and you get: toppipecrm.com/cal/your-name
• 👤
  Personalize — Set your display name, avatar/photo, meeting title (e.g., "15-min Intro Call"), default duration (15/30/45/60 min), and your timezone.
• 🕐
  Availability — Configure:
  • Days — which days you accept bookings (e.g., Mon-Fri)
  • Hours — your available window (e.g., 9am-5pm)
  • Buffer — time between meetings (e.g., 15 min)
  • Minimum notice — how far in advance they must book (e.g., 2 hours)
  • Max days ahead — how far in the future they can book (e.g., 14 days)
• 🤝
  Teammate conflict check — If your teammate's Google Calendar is connected, TopPipe hides slots where they're busy. So you never book a prospect into a time your teammate can't attend.
• 🎥
  Google Meet auto-generated — Every single booking automatically creates a Google Meet link and adds it to the calendar invite. No manual step. Prospects just show up to the link.
• 🔔
  Automatic reminders — Prospects get email reminders before the meeting (24h and 1h before). Reduces no-shows significantly.
• 🎨
  Brand color — Match your company's brand color on the booking page for a professional look.
• 👁
  Preview & Test — See exactly what your prospect sees. Test a booking to make sure everything flows correctly before sharing the link.

Connect your LinkedIn outreach tools and event workflows:

• 🔷
  Waalaxy / HeyReach — Connect via API key in Settings → Integrations. Once connected:
  • Send prospects from TopPipe to LinkedIn campaigns
  • New connections added to campaigns auto-appear in your pipeline
  • Campaign status syncs back (sent, viewed, replied)
• 💬
  Reply detection — When a lead replies to your LinkedIn message, TopPipe auto-marks them as "Replied" in your pipeline. No manual checking of LinkedIn inbox required.
• 🎫
  Event tracking — For conferences, dinners, webinars, and networking events:
  • Register prospects — tag leads with the event name
  • Track RSVP — mark who confirmed attendance
  • Mark attended — after the event, log who actually showed up
  • Auto-tag "Event" — meetings booked from event leads get the Event tag
  Later, filter Analytics by event tag to see which events actually drive pipeline.

TopPipe connects to your full stack through webhooks and APIs:

Incoming webhooks — receive data into TopPipe from anywhere:

• 📥
  Lead sources — Forms (Typeform, HubSpot forms), paid ads (Facebook Lead Ads, LinkedIn Lead Gen), event platforms (Eventbrite, Luma), enrichment tools (Apollo, ZoomInfo)
• 🔄
  Automation platforms — Make, Zapier, or n8n can push data to TopPipe via your unique webhook URL

Outgoing webhooks — trigger actions in other tools when things happen in TopPipe:

• 📤
  Available events:
  • prospect.added — new prospect enters pipeline
  • meeting.booked — meeting is scheduled
  • outcome.changed — meeting outcome is logged
  • status.changed — prospect moves stage
  • reply.detected — LinkedIn reply detected
  Use these to notify Slack, update a Google Sheet, trigger a CRM sync, or anything else.

Pipeline Read API:

• 🤖
  Programmatic access — Let an AI agent, custom dashboard, or external tool read your pipeline data via API. Useful for building custom reports or connecting TopPipe to your company's CRM as a data source.

All configuration lives in Settings → Integrations. Each integration shows its status and last sync time.

Your Analytics tab gives you a full picture of your performance. Here's what you see:

Real-time activity metrics:

Funnel conversion:

• 📈
  Lead → Meeting — What % of leads you work actually book a meeting. Benchmark: 5-15% depending on channel.
• 📈
  Meeting → SAL — What % of meetings get accepted by your team. Benchmark: 60-80%.
• 📈
  SAL → SQL — What % of SALs become qualified opportunities. Benchmark: 40-60%.
• 📈
  No-show rate — Meetings where prospect didn't show / Total meetings. Benchmark: 10-20%.

Breakdowns available:

• 📅
  By time period — This week, last week, this month, this quarter, custom range
• 🏷
  By tag — See which source (Event/Inbound/Outbound/Referral) converts best
• 📈
  Week over week trends — Are you improving? Regressing? Spot patterns early.

See all your active integrations in one place. Settings → Integrations shows:

• 🔵
  Google Calendar — Status: Connected/Disconnected. Last sync timestamp. Reconnect button if token expired.
• 🟣
  Calendly — Status: Connected/Disconnected. Shows which Calendly event types are linked.
• 📗
  Google Sheet — Status: Connected. Shows sheet name, mode (Append/Mirror), lead count, last sync. Manual re-sync button.
• 🔷
  Waalaxy — Status: Connected. Shows active campaigns and total leads synced.
• 🔶
  HeyReach — Status: Connected/Not set up. API key field.
• 🟢
  Booking Page — Status: Active/Inactive. Shows your slug, booking count this month.
• 📥
  Incoming Webhooks — Your unique URL + recent events received (last 10).
• 📤
  Outgoing Webhooks — List of configured hooks, their target URLs, which events they fire on, and success/failure status of last delivery.
• 🤖
  Pipeline API — Your API key (hidden by default). Usage stats (calls this month).

Each connection has a colored dot:

• ●
  Green — Connected and working. Last sync successful.
• ●
  Yellow — Connected but needs attention (e.g., token expiring soon, sync delayed).
• ●
  Red — Disconnected or error. Needs reconnection.
• ●
  Gray — Not configured yet.

Everything else lives under the ⚙ gear icon (top-right):

Account:

• 👤
  Profile — Your email, display name, company name. Shown on your booking page and AE view.
• 💳
  Subscription — Current plan (Free Trial / Pro). Upgrade, manage billing via Lemon Squeezy, or cancel. $14.97/mo or $161.68/year (save 10%).
• 🗑
  Delete account — Permanent deletion of all data. Requires confirmation.

Pipeline settings:

• 🏷
  Meeting tags — Add custom tags beyond the defaults (Event/Inbound/Outbound/Referral). Example: "Partner intro", "Webinar", "Content lead".
• 📋
  Column customization — Set default visible columns for each view. Per-user preference saved automatically.
• 🔁
  Reset quarter — When a new quarter starts, reset your metrics to zero for a fresh baseline. Historical data is preserved in a separate archive.
• 🌍
  Timezone — Set your own timezone (used for "good time to call" calculations relative to prospects).

Help & extras:

• 📖
  Replay tutorial — Re-open this tutorial anytime from Settings → Help. Progress resets if you want a fresh walkthrough.
• 📧
  Email support — Direct line to the founder. Usually responds within a few hours.
• 🎁
  Referrals — Earn 15% recurring commission for every rep you invite who subscribes. Share your unique referral link from Settings → Referrals. No cap on earnings.