Instagram CRM pipeline tutorial

Follow the video chapters

Choose a chapter to open that point on YouTube. Use the embedded player above to watch here. The transcript below is the narration from the published demonstration.

1. 0:00 — Track Instagram leads through your pipeline
2. 0:23 — Open the pipeline for your Instagram account
3. 0:44 — Understand how contacts enter your CRM
4. 1:11 — Read lead counts and deal totals
5. 1:34 — Understand the six starting stages
6. 1:53 — Read the details on a lead card
7. 2:17 — Move a contact without dragging
8. 2:38 — See the result of moving a deal to Won
9. 3:01 — Open a contact and plan the next move
10. 3:24 — Find a lead by name, username or bio
11. 3:47 — Clear filters or switch to the contacts table
12. 4:10 — Add an Open, Won or Lost stage
13. 4:34 — Rename and recolor a stage
14. 4:57 — Reorder stages and choose their types
15. 5:18 — Preview moving contacts out of a deleted stage
16. 5:41 — Create and maintain contact tags
17. 6:03 — Apply tags and use them as audience segments
18. 6:29 — Preview removing a tag from contacts
19. 6:51 — Find contacts missing from the board
20. 7:14 — Resolve failed moves and stage limits
21. 7:39 — Build a clear follow-up workflow

Before you begin

This tutorial uses the actual GramFather interface with fictional teaching data and AI-assisted narration. Sample counts and contacts demonstrate the controls; they are not customer results. Check your plan’s feature allowance and keep the Chrome extension connected for browser actions. AI provider usage is separate where applicable.

Review the product capabilities and requirements and current plans before starting. The video was published on October 13, 2026.

Read the walkthrough transcript

Track Instagram leads through your pipeline

See where every Instagram lead stands with the GramFather Pipeline. In this tutorial, we move a lead to Won, customize stages, manage tags, filter the board, and open a contact for follow-up. You will also learn the defaults, limits, and fixes. All contacts and deal values shown are fictional examples in an isolated workspace. The demonstrated CRM changes do not send Instagram messages.

Open the pipeline for your Instagram account

Open Leads, then Pipeline in the sidebar. Use the account switcher at the top to choose the Instagram account whose contacts you want. The CRM is included in every plan. Contacts belong to the selected account, while your stages and tags are shared across all of your Instagram accounts. Changing the shared stage setup therefore affects the choices available throughout your workspace.

Understand how contacts enter your CRM

Connect your Instagram account through the extension and keep its worker signed in and syncing. People can arrive through DMs, outreach, comments, Follow and Engage, or the Instagram overlay. Follower Tracker also adds new followers when its Add every new follower to the CRM setting is on. For an existing list, open Contacts and click Import CSV. New contacts enter your first Open stage. There is no single-person add-by-username form.

Read lead counts and deal totals

The header shows the number of leads on the board, the deal value in Open stages, and the deal value in Won stages. In this example, seven leads include nine hundred dollars in play and eight hundred dollars won. Lost values do not count toward either amount. All deal values use US dollars, with a maximum of one hundred million dollars per contact. Search and tag filters change these totals.

Understand the six starting stages

A new workspace starts with New Lead, Contacted, Replied, Qualified, Won, and Lost, in that order. The first four are Open stages. Their default colors are Violet, Indigo, Pink, and Orange. Won is Green, and Lost is Slate. Each board column shows its name, contact count, and total deal value. On smaller screens, scroll across the board to see later columns.

Read the details on a lead card

A card shows the contact name and username, deal value when set, and up to two tags. The source icon tells you where the contact came from. The activity time shows how recently you interacted. If a next move is set, its due date appears on the card. Here Example Parent has a Checklist interest tag and a follow-up due tomorrow. The linked Next moves tutorial covers scheduling and completing those tasks.

Move a contact without dragging

To move a card, hold it and drag it into another column. You can also use the three-dot Move or open button, which we demonstrate here. Under Move to, pick the destination stage. We choose Won for Mia. The change saves immediately and appears on the contact activity timeline. The same menu includes Open contact, so you can review the record before moving it.

See the result of moving a deal to Won

After Mia moves to Won, her one hundred fifty dollar value leaves the Open total. In play becomes seven hundred fifty dollars, and won becomes nine hundred fifty dollars. The confirmation says Cha-ching and names the new win. Moving into a Won stage counts as a conversion in Analytics. If the contact has no deal value, the confirmation prompts you to add one. These example figures illustrate the interface.

Open a contact and plan the next move

Click a card, or focus it and press Enter, to open its contact drawer. The drawer includes stage, deal value, lead score, tags, next moves, notes, and activity. Full page opens the larger contact view. Use these details to record the next practical step in your conversation. The dedicated contact-management tutorial linked below walks through each field and action in depth. Close the drawer to return to your board.

Find a lead by name, username or bio

In the toolbar, Search the pipeline matches parts of a name, username, or bio. A leading at sign is ignored. The search starts empty and All tags is selected by default. Choose a tag to narrow the board to people carrying it; the option includes its contact count. Here a username search plus Checklist interest leaves one contact. Empty columns say No matches here, and the totals reflect only the matches.

Clear filters or switch to the contacts table

Click Clear to reset both the search and tag selection. That restores the complete board for the selected account. Table view opens Contacts, where you can combine more filters, make bulk changes, import, and export. If your pipeline has more than one hundred people in a stage, it shows the one hundred most recently active. Use the plus-more link at that column’s bottom to open Contacts filtered to the stage.

Add an Open, Won or Lost stage

Click Stages to open Pipeline stages. Type a New stage name, up to forty characters, and choose Open, Won, or Lost. The new-stage type defaults to Open. Click Add stage. An Open stage is placed after the last Open stage, before Won and Lost; a new Won or Lost stage goes at the end. Our example adds Call booked and then renames it. A workspace supports twenty stages.

Rename and recolor a stage

To rename a stage, type in its name box and press Enter or click away. It saves automatically. We rename Call booked to Discovery booked. Click the colored dot to change its appearance. There are fourteen named choices: Violet, Indigo, Royal, Sky, Teal, Green, Sun, Sunset, Orange, Magenta, Pink, Purple, Red, and Slate. We choose Sky. The color is used on the column and stage badges.

Reorder stages and choose their types

Use Move up or Move down on a row to change its position. We move Discovery booked before Qualified. This controls the left-to-right column order. The first Open stage in that order receives new contacts. The type menu on each row determines whether values count as in play or won. Keep at least one Open stage and one Won stage at all times, then click Done to return to the board.

Preview moving contacts out of a deleted stage

To remove a stage, click its trash icon. The confirmation tells you how many contacts will move. Move them to starts at the first remaining Open stage. Select the intended destination and then Delete stage when you are ready. Every move is recorded on the person’s timeline, and moving them into Won counts as wins. We preview the choices and cancel. The operation removes the stage while retaining its contacts.

Create and maintain contact tags

Click Tags above the board. Choose a color with the New tag color dot, type a name, and click Add tag. We create Coaching as a local example. Tags begin empty in a new workspace. Names can contain up to forty characters, and you can have two hundred tags shared across your accounts. Rename an existing tag in its name field and press Enter, or click its dot to recolor it.

Apply tags and use them as audience segments

Creating a tag makes it available; it does not automatically apply it to every contact. Open a contact and use plus Tag, or select contacts in the table and use Add tag. Tags let you group people by relevant interests, services, or follow-up needs. You can filter the board and table by a tag, or choose tagged contacts in a campaign audience. The separate Auto-Tag tutorial shows classification rules that apply tags from profile evidence.

Preview removing a tag from contacts

In Tags, click a tag’s trash icon to see the removal confirmation. It states how many contacts carry the label. Confirming Delete tag removes that tag from everyone who has it; the contacts remain. Here the example says four contacts. We cancel the preview. Tag names must be unique regardless of capitalization, so use the existing label when the app says you already have that tag.

Find contacts missing from the board

If a contact is visible in Contacts but missing from Pipeline, clear the board filters and check the selected account. A contact set to No stage does not belong to a board column. In Contacts, filter by No stage, open the person, and assign a stage. Also check the plus-more link for stages over one hundred contacts. If the entire board is empty, confirm extension syncing or import an existing list.

Resolve failed moves and stage limits

If a card jumps back with The card went back where it was, the change did not save. Refresh, check your connection, and try again; the destination may have been deleted. If the app blocks changing or deleting the last Open or Won stage, add another of that type first. Could not load your pipeline offers Try again. Refresh or sign in again if needed. For unexpected totals, clear the filters before comparing them.

Build a clear follow-up workflow

Use the board to review your leads, record real progress, and give each active conversation a useful next move. The description links directly to Pipeline, its written guide, contact management, Next moves, Auto-Tag, the full demo, and the tutorial playlist. New users can start their free trial through the website and review the current plan scope, pricing, and renewal terms. Your pipeline gives that daily review a clear home.

Open the current help guide

For the current click-by-click controls, defaults and troubleshooting, open the in-app Instagram CRM pipeline help guide. Return to the video chapters when you want to see a particular step demonstrated.

Your questions, answered

Can I watch without signing up?

Yes. This video and its written transcript are publicly available. Sign in to GramFather when you want to follow the steps in your own workspace.

Are the names and results in the demonstration real customer data?

The demonstration uses fictional teaching data in the actual interface. Sample names and counts explain the controls and are not promised results.