Submission Pipeline
Track, qualify, and follow up on leads with a customizable pipeline.
Overview
The submission pipeline lets you manage form responses like a CRM. Each submission moves through stages, can be assigned to a team member, tagged for categorization, and annotated with internal notes. This turns raw form data into an actionable workflow.
Pipeline Stages
Every form comes with a default pipeline: New → In Review → Closed. You can customize stages to match your workflow in Form Settings > Pipeline.
Available pipeline templates to get started quickly:
| Template | Stages |
|---|---|
| Default | New → In Review → Closed |
| Lead Qualification | New → Contacted → Qualified → Proposal → Won / Lost |
| Job Application | Applied → Screening → Interview → Offer → Hired / Rejected |
| Support Tickets | New → In Progress → Waiting on Client → Resolved / Closed |
You can also build a fully custom pipeline from scratch - add, rename, reorder, or remove stages to fit your exact process.
Moving Submissions Between Stages
There are two ways to change a submission's stage:
- Kanban view - Drag and drop submission cards between columns.
- Detail panel - Open a submission and select the stage from the status dropdown.
You can also change stages in bulk from the submissions list using bulk actions.
Assignment
Assign a submission to any workspace member from the detail panel. The assigned member sees their submissions highlighted in the list. Use assignment to distribute leads across your team or make individual accountability clear.
Assignment is not the same as notification. Submito does not currently send an email when a submission is assigned. Use internal notes or your team's existing communication tools.
Tags
Add free-form tags to submissions for flexible categorization. Tags are per-submission and not shared globally - you can create any tag on the fly. Common use cases:
- Service type (
web-design,seo,branding) - Lead quality (
hot-lead,low-budget) - Source (
google-ads,referral) - Follow-up flags (
needs-call,awaiting-info)
Internal Notes
Add private notes to a submission visible only to your team. Notes are timestamped and useful for tracking call outcomes, decisions, or context that isn't captured in the original form data.
Notes are not included in data exports - they're internal only.
Reminders
Set a reminder date on any submission to flag it for follow-up. Submissions with a reminder date show a calendar indicator in the list. On the reminder date, the submission appears highlighted so it's easy to spot.
Use reminders for prospects who asked you to follow up in a week, or for applications with a decision deadline. Set the date, then filter by reminder date to see what's due.
Mark as Contacted
The Mark as Contacted quick action records that someone from your team has reached out. This is a lightweight way to track outreach without moving submissions through pipeline stages. The contacted timestamp is visible in the detail panel.
Pipeline Automation
Automate repetitive pipeline actions using Form Settings > Automation. Automations run when a submission enters a stage and can trigger actions automatically.
Available triggers:
- Submission enters a specific stage
- Submission is marked as spam
Available actions:
- Move to another stage
- Assign to a team member
- Add a tag
- Set a reminder
Automations run in the order they are defined. If multiple automations match a trigger, all are executed sequentially.
Kanban View
Switch between List and Kanban views using the view toggle in the submissions header. The Kanban view shows all pipeline stages as columns with submission cards. Drag cards between columns to move them through your pipeline.
Cards show the submitter's name or email, submission age, and any tags. Click a card to open the full detail panel without leaving the Kanban view.