> ## Documentation Index
> Fetch the complete documentation index at: https://docs.z360.biz/llms.txt
> Use this file to discover all available pages before exploring further.

# Pipeline Dashboards and AI Follow-Ups

> Use Z360 inquiry pipeline dashboards, lead status reporting, call channel performance, and AI follow-up settings.

### **Overview**

Z360 inquiry pipelines now have two layers of reporting and a more controlled outreach engine:

* The **Leads Dashboard** shows lead volume, conversion, stage health, sources, economics, tags, usage ledger spend, and proactive outreach capacity.
* The **Call Dashboard** shows performance for a specific pipeline call node, including call outcomes, retries, channels, duration, and recent attempts.
* Pipeline communication settings control the channels Z360 can use, how daily proactive caps are respected, and how follow-ups are scheduled.

Use this guide when you need to understand pipeline performance or tune automated follow-up behavior.

### **Open the Leads Dashboard**

1. Open **Inquiries**.
2. Open the dashboard view for leads or select a pipeline dashboard from the inquiries area.
3. Choose the date range and pipeline filters you want to review.
4. For single-pipeline views, review the pipeline-specific lifecycle and flow intelligence sections.

The top dashboard metrics are:

* **Leads created**
* **Conversion rate**
* **Net profit**
* **ROI**

Each card compares the selected period against the previous period when comparison data is available.

### **Read Lead Status and Lifecycle Sections**

The Leads Dashboard separates lead states so you can understand where the pipeline is healthy or blocked.

| Status   | Meaning                                                       |
| -------- | ------------------------------------------------------------- |
| Active   | The lead is still moving through the workflow.                |
| Idle     | The lead is no longer progressing right now.                  |
| Secured  | The lead converted successfully.                              |
| Declined | The lead was not a fit or declined.                           |
| Dropped  | The lead stopped responding or exited after follow-up limits. |

Single-pipeline dashboard sections can include stage distribution, stage/status matrix, lifecycle charts, and flow intelligence so you can see where leads enter, stall, convert, or drop.

### **Use Acquisition, Source, and Tag Reporting**

Use these sections to compare where leads come from and which groups perform best.

* **Acquisition over time** shows lead source, stage, and status change events across the selected date range. In single-pipeline views, use the available dimension controls to compare trends by source, stage, or status when those dimensions are available.
* **Channel distribution** compares lead activity by communication channel and status.
* **Source economics** compares cost and value by inquiry source when pipeline economics are configured.
* **Tag distribution** shows how often tags appear across filtered leads.

If a chart looks empty, clear filters first, then confirm the pipeline is using stages, sources, channels, and tags consistently.

### **Review Pipeline Economics**

Pipeline settings include economics fields such as **Cost per inquiry** and **Value per secured inquiry**. When those values are present, Z360 can calculate dashboard metrics such as net profit, ROI, economics over time, and source economics.

Use economics when you want the dashboard to answer questions like:

* Which sources are creating the most valuable secured leads?
* Are higher-volume sources also profitable?
* Is conversion improving enough to offset acquisition cost?

### **Monitor Daily Proactive Capacity**

The **Daily limit usage** section shows proactive outreach capacity by configured channel.

For each channel, Z360 can show:

* Messages or calls used today
* The configured daily limit, when one exists
* Percent used and percent remaining before the cap
* Usage in the selected dashboard date range

Daily proactive limits are configured on the channel itself, such as an authenticated email account or phone number. The scheduler respects those caps before sending proactive outreach.

### **How Proactive Scheduling Works**

Z360 schedules proactive outreach around both working windows and channel capacity.

* If a pipeline has its own schedule, Z360 uses the pipeline schedule.
* If the pipeline does not override the schedule, Z360 uses the organization's agent schedule.
* If the current time is outside working hours, Z360 moves outreach to the next opening.
* If a channel has a daily proactive limit, Z360 spreads eligible leads across the available working-day slots.
* If a channel reaches its daily limit, Z360 moves additional outreach to the next available working window.
* Different channels have independent capacity.
* Pipelines sharing the same channel also share that channel's capacity.
* Outreach wakeups are canceled when a lead becomes idle, secured, or otherwise no longer eligible.

This prevents Z360 from compressing missed outreach into a burst later in the day.

### **Configure Pipeline Communication Channels**

Pipeline communication settings support multiple email and phone channels.

1. Open **Settings > Inquiries**.
2. Edit the pipeline.
3. Open the communication step.
4. Choose one or more communication channels.
5. Keep at least one channel active.
6. Save the pipeline.

Important rules:

* Active channels must have AI agent Z assigned.
* A channel can be disabled for future inquiries without deleting its historical usage.
* Z360 prevents removing a channel that already has inquiry usage.
* When multiple active channels are available, Z360 can round-robin across them.
* Default call nodes require an active phone channel. Do not switch a pipeline to only email while call nodes still rely on the default phone channel.
* Subject instructions can be added for email-style outreach when your team needs consistent subject behavior.

### **Configure Follow-Ups in the Pipeline Flow**

Follow-up timing is controlled at the flow node level for supported nodes.

* **Ask** and **Speak** nodes can have follow-up settings.
* A node with follow-ups enabled needs both a maximum follow-up count and a follow-up gap.
* A node with follow-ups disabled can omit those settings.
* Follow-up timing changes create a new published flow version.
* Z360 can use the node's follow-up gap when scheduling generic follow-ups after outbound text activity.
* If the maximum follow-up count is reached, the lead can be dropped instead of sending another outreach.

Before publishing, test the flow with a sample inquiry so you can confirm the timing, channel, and status transitions.

### **Open a Call Dashboard for a Pipeline Node**

When a pipeline includes a call node, Z360 can show a call-specific dashboard for that node.

The Call Dashboard includes:

* **Unique leads reached**
* **Total call attempts**
* **Calls above 1 min**
* **Average call duration**
* Call outcome distribution
* Daily call trend
* Retry distribution
* Channel performance by outbound number
* Flow intelligence
* Recent call attempts

The channel performance table compares scheduled calls, attempted calls, pickup rate, calls over one minute, and average duration for each outbound number.

### **Use Recent Attempts and Transcripts**

Call reporting can include recent attempt details and summaries when call metadata is available. Use this area to review failed attempts, voicemail-like outcomes, answered calls, and summaries from completed calls.

If a call has no summary or transcript, confirm the call completed successfully and that transcription was available for that call.

### **Troubleshooting Dashboard Results**

If dashboard numbers look unexpected:

* Check the selected date range and pipeline filter.
* Clear source, stage, status, channel, and tag filters.
* Confirm leads have the expected status: active, idle, secured, declined, or dropped.
* For acquisition trends, confirm lead source, stage, and status changes happened during the selected date range.
* Confirm the pipeline has active communication channels.
* Confirm pipeline economics are configured before relying on ROI, net profit, or source economics.
* Remember that flow timing changes create new versions and may not rewrite every lead already in progress.
* For call dashboards, confirm you are viewing the correct call node and that call attempts exist in the selected period.

### **Best Practices**

* Use daily proactive limits to keep outreach steady instead of spiky.
* Give each active channel enough capacity for expected lead volume.
* Keep at least one active phone channel when the flow uses default call nodes.
* Use pipeline schedules for workflows that should only contact leads during specific hours.
* Review conversion rate together with status distribution, not by itself.
* Add economics fields when leadership needs ROI and net profit reporting.