BCO Filler Pipeline — One Janitorial

OverviewWhat Is This Pipeline

The BCO Filler Pipeline lives under Deals in HubSpot — not Tickets. It tracks the journey of an alliance who has expressed interest in taking on cleaning buildings. Every deal on this board represents one instance of someone saying "I want buildings" — from the moment they express interest through to either getting sent to the Recruiter for verification, being parked because we don't have buildings in their city, or rejecting the buildings we offered.

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Why This Exists

Before this pipeline, there was no way to see how many alliances are actively interested in buildings, how many are stuck waiting because we don't have inventory in their city, or how many rejected our offers. This pipeline makes all of that visible on one board so the Filler can manage their work and the BCO Manager can spot supply problems and offer quality issues.

PipelineThe 4 Stages

Stage 1

New Interest in Buildings

Alliance expressed interest

Stage 2

Meeting Completed — Wanted Buildings, Sent to Verifier

Closed Won

Stage 3

No Buildings Available

Closed Lost

Stage 4

Rejected Our Offers

Closed Lost

What Each Stage Means

Stage 1: New Interest in Buildings · Open

Someone has let us know they are interested in getting buildings. This could happen in any of these ways: they called us, we called them, they responded to a text message, they came through a workflow, they came through an SMS campaign, or Riley AI flagged them as interested. The point is: they want buildings, and we know about it. The deal sits here until the Filler has a meeting with them.

Stage 2: Meeting Completed — Wanted Buildings, Sent to Verifier · Closed Won

The Filler had the meeting. The alliance wants buildings and has been selected. The Filler has created a VER ticket on the BCO Recruiter Pipeline so the Recruiter can run the verification process. This deal is done — closed won. The alliance moves forward in the system on a different pipeline now.

Stage 3: No Buildings Available · Closed Lost

The alliance is interested but we don't have any buildings available in their city right now. This is NOT a rejection — they want to work with us, we just don't have inventory for them. This stage is a waiting list. When buildings open up in that city, the Filler looks at this stage, filters by city, and reaches back out. At that point, a new deal is created — not the old one reopened.

Stage 4: Rejected Our Offers · Closed Lost

The Filler had the meeting, showed the alliance the available buildings, and the alliance said no to all of them. The deal is closed lost. Why they rejected goes in the Filler Notes property. If they come back later wanting to look at buildings again, that's a new deal.

ConventionDeal Naming

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Why Naming Matters

When you look at the board, you should instantly know who this deal is for and where they are — without clicking into it. Every deal on this pipeline uses the same format.

Format

FILL - [Alliance Name] - [City]

Examples:

FILL - Hamza Mohamed - Calgary
FILL - Priyank Chopra - Vancouver
FILL - Adisu Hussein - Winnipeg
FILL - Paulo Egbobawaye - Hamilton

FILL is the acronym for this pipeline, just like CO is for changeovers, VER is for verification, SWT is for site walkthroughs, and OTW is for one-time work orders.

CriticalRules — Read This Carefully

Rule 1: Every New Interest = New Deal

Every single time someone shows interest in buildings, you create a new deal. You do NOT go back into an old deal and reopen it. If the same alliance comes back 3 months later wanting more buildings, that is a new deal. If someone was in "No Buildings Available" and buildings open up in their city, you reach out and create a new deal. The old deal stays closed as a historical record.

Rule 2: Never Reuse Deals

Old deals are records of what happened. They tell you: "On March 15, this alliance was interested, we met with them, and they rejected the offers." That history is valuable. If you reuse the deal, you lose that history. Always create new.

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Rule 3: Log Everything to the Deal

All emails, all SMS messages, and all phone calls related to this deal must be logged directly to the deal record. Everything under communication lives here. When someone looks at this deal, they should see the full conversation history — every call, every text, every email — in the activity timeline.

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Rule 4: Associate the Contact

Every deal must be associated with the alliance's contact record in HubSpot. When you create the deal, associate the contact. This links the deal to the person so you can see all their deals (past and present) from their contact record.

ImplementationHow to Build This Pipeline in HubSpot

Step 1: Create the Pipeline

Open Deal Pipeline Settings

Click the gear icon (Settings) in the top right of HubSpot. In the left sidebar, click Objects. Click Deals. Click the Pipelines tab at the top. You'll see your existing deal pipelines listed (Client Pipeline, Partner Pipeline, Scouting Alliance Pipeline, etc.). Don't touch any of them.

Create the Pipeline

Click "Create pipeline". Name it exactly: BCO Filler Pipeline.

Add the 4 Stages

Click "+ Add stage" for each one, in this exact order:

1
New Interest in Buildings — leave as an open stage
2
Meeting Completed — Wanted Buildings, Sent to Verifier — mark as closed won
3
No Buildings Available — mark as closed lost
4
Rejected Our Offers — mark as closed lost

Save

Click Save. The pipeline is now created.

Verify

Go to Deals in the top nav. Click the pipeline dropdown at the top of the board view. BCO Filler Pipeline should appear. Click into it and confirm the 4 stages appear as columns in the correct order.

ImplementationCreate the Properties

You need to create 4 new properties on the Deals object. These go under a property group called "BCO Filler."

Navigate to Deal Properties

Open Properties

Settings → Objects → Deals → Properties tab.

Create a Property Group (Optional)

Click "Create group" and name it BCO Filler. This keeps these properties organized together so they're easy to find later. If you skip this, just put them in "Deal information."

Create Each Property

Click "Create property" for each one. Set the Group to "BCO Filler" (or "Deal information" if you skipped the group step).

Label	Field Type	Options / Description
Interest Source	Dropdown	Options to add (one at a time): Phone · Text Message · Workflow · SMS · Riley AI
Buildings Offered	Multi-line text	List the buildings that were offered to this alliance during the meeting. One per line with city and building name. Example: "Medical Pharmacy Barton - Hamilton Stage 5 Powder Coating - Victoria"
Number of Buildings Offered	Number	How many buildings were offered during the meeting. Helps track offer quality — if people are rejecting 5+ offers, the matching is off.
Filler Notes	Multi-line text	Any additional context: preferences, availability, why they rejected, what they're looking for, special circumstances. "Only available weekends." "Has a van, can handle large buildings." "Rejected — pay was too low on all 3 offers."

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Properties That Already Exist — Don't Create These

The following properties already exist on Deals and don't need to be created. You just need to make sure they show up on the deal form for this pipeline:

City — where the alliance wants buildings (already exists as a text field)
BCO - Filler Meeting Date — when the meeting happened (already exists as building_selection_date)

ConfigurationCard Setup — What the Filler Sees

Everything goes on one card. No conditional logic needed. No multiple cards. One card called "BCO Filler" that shows on every deal, every stage.

Top Bar — Always Visible

These properties appear at the very top of the deal record, always visible without scrolling:

✓
Deal Name (FILL - [Alliance Name] - [City])
✓
Deal Stage
✓
City
✓
Owner

Left Sidebar — One Card: "BCO Filler" · All Stages

✓
Interest Source new
✓
BCO - Filler Meeting Date exists
✓
Buildings Offered new
✓
Number of Buildings Offered new
✓
Filler Notes new

How to Configure This in HubSpot

Open Record Customization

Settings → Objects → Deals → Record Customization (or "Customize the left sidebar" depending on your HubSpot version). Select the BCO Filler Pipeline.

Create the Card

Click "Create section" or "Add card." Name it: BCO Filler.

Add the Properties

Add the 5 properties listed above to this card: Interest Source, BCO - Filler Meeting Date, Buildings Offered, Number of Buildings Offered, Filler Notes.

Remove Irrelevant Properties

Remove any properties from the form that aren't on the list above. The Filler should not see client pipeline properties, partner pipeline properties, scouting properties, or anything else that doesn't belong to their workflow. Clean form = less confusion.

Save

Click Save. Done.

TrainingThe Filler's Daily Workflow

This is how the BCO Filler uses this pipeline every day. Train them on exactly this process.

When an Alliance Shows Interest

Create a New Deal

Go to Deals → click "Create deal" → select Pipeline: BCO Filler Pipeline. The deal automatically starts in Stage 1: "New Interest in Buildings."

Name It

Use the naming convention: FILL - [Alliance Name] - [City]. Example: FILL - Hamza Mohamed - Calgary.

Set the Properties

Set City (where they want buildings) and Interest Source (how they expressed interest: Phone, Text Message, Workflow, SMS, or Riley AI).

Associate the Contact

Click "Associate contact" and link the deal to the alliance's contact record in HubSpot. This is mandatory.

Click Create

The deal appears in the "New Interest in Buildings" column on the board.

When You Have the Meeting

Set the Meeting Date

Open the deal → in the BCO Filler card, set BCO - Filler Meeting Date to the date of the meeting.

Record What You Offered

In Buildings Offered, list every building you showed them — one per line with the building name and city. In Number of Buildings Offered, enter the count.

After the Meeting — Three Possible Outcomes

Outcome A: They Want Buildings → Move to Stage 2

The alliance wants the buildings you offered. They pass your initial screen. Now you need to send them to the Recruiter for verification.

What to do:

Move this deal to "Meeting Completed — Wanted Buildings, Sent to Verifier" (closed won)
Go to Tickets → Create a new ticket on the BCO Recruiter Pipeline
Name the ticket: VER - [Building Name] - [City]
Set Department = BCO Recruiter
Associate the same contact

Outcome B: No Buildings in Their City → Move to Stage 3

We don't have buildings available in their city right now.

What to do: Move this deal to "No Buildings Available" (closed lost). Add a note in Filler Notes with the city and any preferences. When buildings open up in that city later, filter this stage by city, find these people, reach out, and create a new deal if they're still interested.

Outcome C: They Rejected Our Offers → Move to Stage 4

You showed them buildings and they said no to all of them.

What to do: Move this deal to "Rejected Our Offers" (closed lost). In Filler Notes, write why they rejected: too far, pay too low, schedule doesn't work, buildings too small, changed their mind, whatever the reason was. This data helps us understand if we have an offer quality problem.

SystemHow This Pipeline Connects to Everything Else

What Feeds INTO This Pipeline

The Filler proactively reaches out to contacts — Current Partners who want more buildings, Drafted Partners not yet in buildings, Temps looking for permanent spots. Or someone contacts One Janitorial expressing interest. Either way, the Filler creates a deal here. There's no automation feeding deals into this pipeline — it's all manual, based on human conversations.

What Goes OUT of This Pipeline

Stage 2 (Closed Won) → BCO Recruiter Pipeline: The Filler creates a ticket on the BCO Recruiter Pipeline: VER - [Building Name] - [City]. This hands the alliance off to the Recruiter for the full verification process (15-section checklist, contract signing, down payment).

Stage 3 (No Buildings) → Recycled Later: This stage acts as a waiting list. When new buildings become available in a city, the Filler filters Stage 3 by City, finds alliances who were waiting, reaches out, and creates a new deal if they're still interested.

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Important: Deals ≠ Tickets

This pipeline lives in Deals, not Tickets. The BCO Recruiter Pipeline, BCO Setup Pipeline, and Alliance Support Pipeline all live in Tickets. When the Filler passes someone to the Recruiter, they close the deal here AND create a new ticket on the Recruiter Pipeline. These are two separate records in two separate parts of HubSpot.

VisibilityWhat You Can Now Track

With this pipeline in place, you can answer these questions at a glance — without anyone doing extra data entry beyond what they'd naturally do while working:

Question	How to Answer It
How many alliances are actively interested in buildings right now?	Count of deals in Stage 1
How many alliances did we send to verification this month?	Count of deals closed won in Stage 2 this month
How many alliances are stuck because we don't have buildings in their city?	Count of deals in Stage 3, filtered by City — this tells you WHERE you have supply problems
How many alliances rejected our offers this month?	Count of deals in Stage 4 this month
What's our conversion rate from interest to verification?	Stage 2 count ÷ total deals created
How long does it take from interest to meeting?	HubSpot automatically tracks time-in-stage — compare deal create date to BCO - Filler Meeting Date
Where are people expressing interest from?	Group by Interest Source — are most coming from Phone, SMS, Riley AI, Workflow?
Why are people rejecting our offers?	Read the Filler Notes on Stage 4 deals — look for patterns (pay too low, too far, buildings too small)
Which cities have supply problems?	Filter Stage 3 by City — if you have 8 alliances waiting in Calgary and 0 buildings available there, that's a signal
How many buildings are we offering before someone says yes?	Average of "Number of Buildings Offered" on Stage 2 deals vs. Stage 4 deals

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All of This Comes Free

None of this requires extra data entry. The Filler creates the deal (they have to do this anyway to track their work), fills in Interest Source and City (two dropdowns, 5 seconds), and after the meeting fills in Buildings Offered and the count. That's it. HubSpot does the rest — time tracking, stage counts, conversion rates, pipeline duration — all automatic.