This article covers how to work an opportunity from the Opportunities board all the way through to a booked appointment — including the Opportunity Details page, where you can log activity, view lead form answers, message the patient, and schedule appointments.
Prerequisites
You'll need an active Prospyr account with the Opportunities permission set to Allowed.
Finding and managing opportunities on the board
Every lead your practice receives — whether from a website form, a manual entry, or an outside integration — shows up as a card on the Opportunities board.
Open Opportunities from the main navigation menu.
Scan the columns to see where each lead stands. Columns represent stages such as Opportunity, Needs - Contact, Booked, Won, or Lost. Your practice's column names and order may be different — these are customizable.
Drag a card into another column as the lead moves forward (or backward) in your process. Moving a card updates that patient's lead status.
Filter and sort the board to prioritize your follow-ups. You can filter by date range, lead source, form, location, or tag, and sort by creation date or last touch.
Save a filter combination as a view if you find yourself using the same filters often.
Note: Moving a card to an archived or "closed" stage removes it from the active board. The board only displays active, non-archived opportunities.
Adding a lead manually
If someone calls in, walks in, or otherwise doesn't come through a form, you can add them yourself:
Click Add Lead from the Opportunities board.
Search for an existing patient or create a new one.
Enter the lead source (for example, "Walk-in" or "Referral").
Choose the starting column/status.
Click Create Lead.
Note: If a patient submits the same online lead form more than once, Prospyr refreshes their existing opportunity instead of creating a duplicate card.
Opening the Opportunity Details page
Once you're ready to dig into a specific lead hover over or click the eye icon for a quick preview of recent events and details.
Tracking activity on a lead
The Opportunity Details page keeps a running history of every touchpoint with a lead, so anyone on your team can pick up where the last person left off. To add an event.
From the Opportunities board, click on an opportunity card.
Click the eye icon on the card for a quick preview of recent events and details.
Use the drop down to select the type of interaction — for example, phone call, or text message.
Enter the outcome or notes for that interaction.
Click Track Event to save.
Each logged event shows who performed the activity, what the event was, the date, and the outcome — so the whole team has visibility into what's already been tried.
Viewing lead form details
If the opportunity came from a Prospyr lead form, you can see exactly what the person submitted.
On the Opportunity Details page, click Form Details.
Review the answers the patient submitted on the original form, along with any lead source or campaign information Prospyr captured.
Note: Not every opportunity will have form details — this section only populates for leads that came in through a Prospyr lead form.
Messaging the patient
You can start a conversation with the patient from the Opportunity Details page.
From the Opportunities board, click on an opportunity card.
Click on the message bubble icon.
You will then be taken to the lead’s conversation tab within their patient record.
From here you can type out your message to the lead.
Scheduling an appointment
When a lead is ready to book, you can start the appointment directly from their opportunity.
From the Opportunities board, click on an opportunity card.
From the opportunity card, click the green calendar/appointment icon.
The standard appointment scheduling workflow opens with the patient already selected.
Choose the date, time, provider, and service, then confirm the appointment as you normally would.
Note: Booking an appointment from here doesn't automatically move the opportunity's column. If your workflow calls for it, drag the card into your "Booked" column (or equivalent) once the appointment is confirmed.
Customizing the board
This section is for users with the Owner, Workspace Admin, or Provider role. These roles can customize both what shows up on opportunity cards and how the pipeline itself is organized.
To get started, go to Settings → Configuration → Opportunities.
Choosing what shows on each card
From this settings page, you can control whether opportunity cards display:
Next appointment
Previous appointment
Lead form/source
Tags
Customizing pipeline columns
Columns are workspace-wide, meaning any change here affects what every staff member sees on the Opportunities board. You can:
Add a new status column for a stage your practice tracks that isn't already there.
Rename an existing column — this also updates the label on every lead currently sitting in that column.
Drag a column into a different position to reorder the pipeline.
Move all leads from one column into another, for example when consolidating two similar stages.
Remove a column you no longer need.
Common issues and troubleshooting
I don't see an opportunity I know exists. The board only shows active, non-archived opportunities. If the card was archived or the lead was deleted, it won't appear — check with an admin if you believe this happened in error.
A patient's card disappeared and a new one showed up instead. If the same patient submits the same lead form again, Prospyr refreshes their existing opportunity rather than creating a second one. This can make it look like a "new" card when it's really the same lead moving back to an active status.
I only see one card even though a patient submitted the form twice. This is expected. Prospyr only displays the most recent entry for the same patient within a status column, so repeat form submissions don't clutter the board with duplicates.
I can't find the Form Details section. This section only appears for opportunities that originated from a Prospyr lead form. Leads added manually or through some integrations may not have form details to show.