Activity Tracking
Activity Tracking creates a complete audit trail for every deal in your pipeline. Every stage change, comment, file upload, and edit is logged with timestamps and attribution—ensuring full transparency and accountability throughout the deal lifecycle.
The Activity Log
Each deal maintains a chronological activity log capturing everything that happens from creation to close.
Accessing the Activity Log
Open any deal from the Deal Dashboard
Navigate to the Activity section in the deal details
View the complete history of deal activity
What's Tracked
The activity log automatically captures:
Deal Creation
When the deal was created, by whom, and how (Quick Search, Dropbox, manual)
Stage Changes
Previous stage, new stage, who made the change, when
Comments
Full comment text, author, timestamp
File Operations
Uploads, replacements, and removals with filename and user attribution
Deal Lead Changes
Previous deal lead, new deal lead, who made the change
Assignee Changes
Previous assignee, new assignee, who made the change
Field Updates
Changes to square footage, notes, scores, and other deal fields
Custom Fields
Adding, updating, or removing custom field values
Report Requests
When reports are requested, report type, who requested
Deal Deletion
When a deal is deleted, reason (if provided), who deleted it
Stage Change History
Every pipeline movement is documented for complete deal progression visibility.
What's Captured
When a deal moves between stages:
Example Stage History
This history shows exactly how and when a deal progressed, who drove each transition, and how long the deal spent in each stage.
Using Stage History
Pipeline velocity analysis: Calculate average time in each stage to identify bottlenecks.
Accountability: See who moved deals forward (or let them stall).
Process improvement: Understand typical deal progression patterns.
Audit trail: Document decision-making for internal review or post-mortem analysis.
Comments
Comments create a threaded discussion history attached to each deal.
Adding Comments
Open deal details
Locate the comment input field in the Activity section
Type your comment
Press Cmd+Enter (Mac) or Ctrl+Enter (Windows) to save, or click the Save button
Keyboard shortcuts:
Cmd/Ctrl + Enter — Save comment
Escape — Cancel and close the comment input
Comment Visibility
Comments are visible to all team members with Deal Dashboard access. Use comments for:
Team discussion about the opportunity
Status updates and progress notes
Questions for colleagues
Documentation of decisions and rationale
Comment Best Practices
Be specific: "Landlord countered at $32 PSF NNN, reviewing with finance" is more useful than "Negotiating."
Tag next steps: "Awaiting phase 1 environmental report, expected Thursday" helps the team know what's pending.
Capture decisions: "Committee approved moving forward contingent on 10-year lease term" documents critical decision points.
Note external communications: "Called broker, left voicemail" creates a record of outreach attempts.
Comments vs. Notes
Chronological, append-only
Single editable field
Multiple entries from different users
One current-state summary
Preserved in activity history
Overwritten when updated
Time-stamped and attributed
No history of changes
Use comments for ongoing updates and discussion. Use notes for current-state summary information.
File Operation History
Document attachments, replacements, and removals are logged in the activity stream.
What's Recorded
When files are uploaded:
When files are replaced:
When files are removed:
File History Value
File operation tracking helps you:
Know when documents were added, replaced, or removed
See who contributed or modified materials
Understand document chronology (which LOI version came first)
Track document changes over the deal lifecycle
Verify that expected materials were received
Deal Lead & Assignee History
Changes in deal responsibility are tracked for both the deal lead and assignee roles.
What's Captured
When the deal lead changes:
When the assignee changes:
Using Assignment History
Handoff tracking: See when and why deals transferred between team members.
Workload patterns: Understand how deals flow through your team.
Accountability: Know who was responsible at each point in the deal's life.
Deal Creation Records
The origin of every deal is documented.
Creation Sources
Quick Search
"Created from Quick Search by [User]"
Deal Dropbox
"Submitted via Deal Dropbox" with source information
Manual Entry
"Created by [User]"
Bulk Import
"Imported by [User/System]"
Dropbox Submissions
For deals submitted through the Deal Dropbox, additional information may include:
Submitter name and email
Brokerage or company
Any notes or context provided
Attached files (site flyers, etc.)
Viewing Activity
Activity Feed Layout
Activities display in reverse chronological order (newest first) showing:
Timestamp: Date and time of the activity
User: Who performed the action
Action: What happened
Details: Relevant specifics (comment text, filenames, stage names)
Scrolling History
For long-running deals with many activities, scroll through the log to review full history. Older activities remain accessible regardless of deal age.
Team Collaboration
Activity Tracking enables effective team collaboration on deals.
Shared Visibility
All team members see the same activity history, ensuring:
Everyone has full context
No information silos
New team members can get up to speed quickly
Managers have visibility without asking for updates
Asynchronous Collaboration
Activity logs support teams working across time zones or schedules:
Add comments when you learn something new
Colleagues see updates when they next review the deal
No need for real-time communication on every development
History is preserved even if team members are unavailable
Accountability and Audit
Activity Tracking provides accountability at individual and team levels.
Individual Accountability
Activity logs show who:
Created the deal
Moved it through stages
Added comments and documentation
Changed ownership
Made key decisions
This attribution encourages ownership and follow-through.
Team Accountability
Aggregate activity data reveals team patterns:
Which stages have the most activity
Where deals tend to stall
How quickly deals progress
Who's driving pipeline movement
Audit Requirements
For organizations with compliance or audit requirements, activity logs provide:
Immutable record of deal history
Timestamp verification
User attribution
Decision documentation
Activity-Based Insights
Use activity history to improve your process.
Time-in-Stage Analysis
Calculate how long deals spend in each stage:
Track this across deals to identify:
Average time per stage
Deals moving faster or slower than typical
Stages where deals tend to stall
Activity Velocity
Monitor activity frequency as a health indicator:
High activity: Deal is progressing, team is engaged
Low activity: Deal may be stalled or deprioritized
No activity for extended period: Flag for review
Decision Pattern Analysis
Review activity on closed deals (Signed or Disqualified) to understand:
What comments preceded advancement decisions
How long successful deals spent in each stage
What documentation was gathered before committee approval
Common reasons for disqualification
Best Practices
Comment liberally. When in doubt, add a comment. The marginal cost is near zero; the value of documented context is high.
Update in real-time. Log activity as it happens, not in weekly batches. Real-time updates keep the whole team informed and prevent forgotten details.
Be specific in comments. "Good call with broker" is less useful than "Broker confirmed landlord will consider 5-year initial term with two 5-year options."
Document decisions and rationale. Don't just log what happened; explain why when it's not obvious. "Moving to Disqualified—cannibalization too high at 35%" is more valuable than just changing the stage.
Use activity history in handoffs. When transferring deal ownership, the receiving team member should review full activity history for context.
Review activity before meetings. Before committee reviews or check-ins, scan recent activity to refresh your memory on deal status.
Don't rely on memory. If something happened with a deal, log it. Activity history is your institutional memory—use it.
Related Features
Activity Tracking integrates with:
Deals Overview: Pipeline views showing deal status
Deal Creation & Management: Actions that generate activity records
Deal Dropbox: Submission tracking and source attribution
Sharing and Exporting: Include activity history in exports and reports
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