Mastering Optimize 360 Platform: Workflows, Pipelines, Funnels, Automations & Opportunities

What This Guide Is About:
Learn how to set up the five core systems in Optimize 360 so your sales, marketing, and service processes run smoother, faster, and more efficiently — all without needing multiple tools or manual follow-up.

Key Takeaways:

  • Understand what each system (Funnel, Workflow, Automation, Opportunity, Pipeline) does.
  • Follow a logical, step-by-step order to set everything up.
  • See how it all works together with a real-world example.

Step 1: Create Your Funnel (Funnels = Selling & Guiding)

What It Does: Funnels are step-by-step web experiences that guide visitors toward a specific action — like booking a call or downloading a guide.

How to Set It Up:

  1. From your main dashboard, go to Sites > Funnels.
  2. Click “+ New Funnel” to create a new one.
  3. Choose a template or build from scratch.
  4. Add funnel steps (pages) like:
    • Landing Page
    • Opt-In Page (form)
    • Thank You Page / Booking Page
  5. Save your changes.

Why It Matters: This is where leads come into your system. Everything else flows from here.

Step 2: Build a Workflow (Workflows = Doing the Work)

What It Does: Workflows automate the follow-up. They send texts, emails, assign tasks, and update records based on how leads behave.

How to Set It Up:

  1. Go to Automation > Workflows.
  2. Click “+ Create Workflow”.
  3. Choose “Start from Scratch” or a template.
  4. Set a trigger (e.g. “Form submitted”, “Appointment booked”).
  5. Add actions like:
    • Send SMS
    • Send Email
    • Wait X Days
    • Assign to user
    • Create Opportunity
  6. Name your workflow and click “Publish”.

Why It Matters: It does the repetitive tasks for you — no more manual follow-ups.

Step 3: Define Your Pipeline (Pipelines = Tracking Progress)

What It Does: Pipelines show where each lead or deal is in your sales or service process.

How to Set It Up:

  1. Go to Opportunities > Pipelines.
  2. Click “+ Create New Pipeline”.
  3. Add stages like:
    • New Lead
    • Contacted
    • Appointment Booked
    • Proposal Sent
    • Closed Won / Lost
  4. Save the pipeline.

Why It Matters: You need to see what’s working — and what’s stuck.

Step 4: Use Automations (Automations = Logic & Rules)

What It Does: Automations are the logic inside your workflows. They control what happens, when, and to whom.

Where It Lives: Inside your Workflow (from Step 2).

Examples:

  • “If tag = ‘hot lead’ → notify sales team”
  • “If email not opened in 3 days → send reminder”

Why It Matters: It keeps your workflows smart and responsive.

Step 5: Track with Opportunities (Opportunities = The Deal)

What It Does: An Opportunity is a record of a potential sale or project. It lives in a stage of your Pipeline.

How to Use It:

  1. In your Workflow (Step 2), add an action: “Create Opportunity”.
  2. Choose the pipeline and stage.
  3. Set a name, value, and assign it to a user.

To View:

  • Go to Opportunities > All Opportunities to see the card-style view.
  • Drag and drop deals as they move forward.

Why It Matters: This is where you track money, effort, and success.

Final Flow Summary:

  • Funnel captures the lead.
  • Workflow follows up.
  • Automation makes it smart.
  • Opportunity tracks the lead.
  • Pipeline shows the full picture.

With Optimize 360, each part connects to the next — giving you a powerful, automated system to grow your business with less effort.

Putting It All Together: Real-World Scenario

Imagine you run a local roofing company using Optimize 360.

  1. You set up a Funnel with an opt-in form offering a free roof inspection.
  2. A homeowner fills out the form — this triggers a Workflow that:
    • Sends a thank-you text
    • Waits 1 minute, then sends a booking link by email
    • Notifies your office team
    • Creates an Opportunity in your “Roofing Pipeline” under “New Lead”
  3. The homeowner books an appointment from the email. That updates their Opportunity stage to “Appointment Booked”.
  4. Inside the Workflow, an Automation sends an SMS reminder 24 hours before the appointment.
  5. After the appointment, your sales rep updates the Opportunity to “Proposal Sent” and adds notes.
  6. Once they sign, you mark it “Closed Won” — and a new Workflow kicks in to start onboarding.

From start to finish, Optimize 360 has done the heavy lifting — and you’ve stayed in control.