Work an Opportunity: Deal Analysis and Stages – Momentus Connect

MAX for Sales, the first product in the MomentusMAX suite of native AI products, is an application for venue sales teams. Working an opportunity means managing an active deal day to day. You track where it sits in your pipeline, read the MAX for Sales analysis of how it is going, move it through the stages MAX for Sales requires, and handle its tasks, emails and meetings. You stay on the opportunity until the deal is won or lost. Reaching Proposal Accepted hands off to creating the event, while Not Qualified or Lost take the deal out of the pipeline.

Overview

Section	What it covers
Opportunity tabs	The tabs on each opportunity
The opportunity pipeline	The two pipeline views, the board columns, what each card tells you, and how to move a deal
Read AI deal analysis	What the AI status labels mean, what drives them, and what to do about each one
Stage-advancement requirements	What MAX for Sales requires before a deal can move to the next stage
Tasks	System-generated and manual tasks, and how they differ from stage requirements
Communications	Email threads, meetings, and the notes held against a deal
AI email assist	Drafting and sending email from inside a deal

Opportunity tabs

Each opportunity opens with these tabs: What's Next, Details, Notes, Tasks, Space Planning, Holds, Packages & Services, Proposals, Accounts, Files, Logs and Intel. Some tabs may appear under the ... menu.

The Intel tab holds the Revenue Potential card and the Opportunity Score card.

The opportunity pipeline

Your pipeline is the list of every opportunity you own. It has two views, and you switch between them with the view toggle on the Opportunities list.

View	What it is for
Table view	Scanning and sorting many deals at once by column. The default.
Board view	Seeing where deals are concentrated, spotting at-risk deals by color, and advancing deals by dragging.

MAX for Sales remembers which view you used last and returns you to it. New users start on Table view.

📌 Note: Your browser stores the view preference, not your user profile. Switching to a different computer or browser starts you back on Table view.

Board columns

Board view lays your pipeline out in seven columns, left to right:

Column	Default state
New	Expanded
Qualified	Expanded
Date Held	Expanded
Proposal	Expanded
Proposal Accepted	Expanded
Lost	Collapsed
Not Qualified	Collapsed

Every column always appears, even when it holds no deals, so the shape of your pipeline stays readable. Lost and Not Qualified start collapsed. Select a column header to expand it.

📌 Note: Not Qualified has its own column, and it starts collapsed. You can also move a deal to Not Qualified from the card menu.

What a card tells you

Each card on the board carries the whole deal at a glance:

OPP-ID: the opportunity's identifier
Event name
Contact name, with an initials avatar tinted to the deal's stage color
Budget: shown as a range, or No budget if none is set
Attendance: expected headcount, shown as "N pax"
Deal value: the deal's weighted contribution to your pipeline, not the raw budget (see the tip below)
Days in stage: how long the deal has sat where it is
Opportunity score badge
Deal health badge
A colored left border: red for at-risk deals, amber for deals needing action, otherwise the stage color

💡 Tip: Deal value on the card is weighted: the budget multiplied by the opportunity score. A $75,000 deal scoring 80 shows as $60K. This stops a large, unlikely deal from dominating your pipeline total. The pipeline summary bar uses the same weighting.

Use the density control to switch all cards between Comfortable (the full card) and Compact (a two-line summary) when you want more deals on screen at once.

Score and health badges

The opportunity score badge is color-coded by band. The colors are green, amber and red, and you set the band limits in Opportunity Scoring settings. The defaults are:

Score	Badge
70 and above	Green
40–69	Amber
0–39	Red

The deal health badge is separate, and it is about your behavior on the deal rather than the deal's quality:

Badge	What it means
Action Needed (amber)	The deal has open tasks waiting on you
At Risk (red)	No activity for 7 days, or the deal has sat in its stage past the expected window
Ready (green)	No open tasks, recent activity, and the key details are filled in
No badge	None of the above applies

When more than one condition is true, Action Needed takes priority, then At Risk, then Ready.

"Sat in its stage too long" uses a different window per stage:

Stage	Flagged as stale after
New	3 days
Qualified	7 days
Date Held	14 days
Proposal	14 days

⚠️ Known issue: These windows are the same for every venue and cannot be changed in settings. If your sales cycle is long, expect At Risk badges to appear earlier than you would want; if it is fast, expect fewer of them than you would want. To change them, contact Momentus.

Move a deal

Drag a card into another column to advance it. MAX for Sales checks the move before it commits:

If MAX for Sales does not allow the move, the card returns to its original column and a message tells you which stages that deal can move to next.
Moving to Not Qualified or Lost opens a dialog asking for a reason. The reason is required, and the move does not complete without it.
Moving to Proposal Accepted asks you to confirm first, since it is a closing action.

You can also move a deal from the card menu, which lists only the stages that are valid from where the deal sits now. The same menu has View Details and Add Note.

📌 Note: Dragging needs a tablet-sized screen or larger. On a phone, tap the card and change the stage from the card menu instead.

Filter and sort

All filters apply right away, and they narrow every column at once:

Control	Options
Search	Three characters or more. Matches OPP-ID, event name, company, contact, stage, source, and event type
Deal health	All / At Risk / Action Needed / Ready
Min score	A 0–100 slider
Event type	Multi-select
Date	All / Last 7 days / Last 30 days / Last 90 days, by the date the deal was created
Sort	Score (default) / Days in stage / Budget / Newest / Oldest

The pipeline summary bar

A bar pinned to the bottom of Board view totals your pipeline as you filter and scroll:

Weighted pipeline value across the active stages only; closed deals are excluded
Active deal count
Proposal Accepted and Lost counts
Win rate, which stays blank until you have closed at least one deal
A label per column showing that stage's deal count and weighted value

💡 Tip: Select a column's label in the summary bar to jump straight to that column. It expands the column if it was collapsed and scrolls it into view. This is the fastest way to get to a collapsed column such as Lost.

Work alongside your team

The board updates itself. When a teammate moves a deal, the card moves on your board within a few seconds, without a refresh. The column scrolls into view so you see it happen.

Arrow keys move between cards in a column, and between columns
Shift + Space collapses or expands every column at once

Read AI deal analysis

Every opportunity gets a written analysis from MAX for Sales on where the deal stands and what to do next. It is on the opportunity's What's Next tab, at the top of the left column above Tasks.

MAX for Sales writes it for you. You do not request it, and you do not have to keep it current. It rewrites itself as the deal moves.

What the card contains

Part	What it is
Status badge	One of five labels, color-coded
Status reason	A short phrase naming the single biggest signal behind the badge
Summary	Two or three bullets on momentum, engagement, and risk
Pattern Alert	An optional callout comparing this deal to past ones
Recommendation	One or two concrete next actions

The five status labels

Badge	Color	What it is telling you
Strong	Green	The deal is in good shape. Continue your current approach.
Accelerating	Green	The deal is actively moving forward.
Neutral	Gray	The deal has no strong positive or negative signals.
At Risk	Amber	Momentum has slipped. Act now and you can recover it.
Stalled	Red	The deal is stuck. It needs a different approach, not a routine follow-up.

📌 Note: At Risk appears in two different places and means two different things. On a pipeline card, the At Risk deal health badge is about your activity: nothing has happened in 7 days. Here, At Risk is the MAX for Sales assessment of the deal itself. A deal can be healthy on one and at risk on the other.

What drives the label

MAX for Sales picks the label from where the deal sits and how long it has been there. The thresholds are fixed, so the same situation always produces the same label:

Stage	How long	Label
New	Under 3 days	Neutral
New	3–13 days	Neutral, or Accelerating if the contact has engaged
New	14–20 days, no engagement	At Risk
New	21+ days, no engagement	Stalled
Qualified	Score 75+ and recent engagement	Strong
Qualified	Anything else	Accelerating
Date Held	Hold under 14 days old	Neutral or Accelerating
Date Held	Hold 14–29 days old	At Risk
Date Held	Hold 30+ days old, no proposal sent	Stalled
Proposal	Sent under 14 days ago	Accelerating
Proposal	Sent 14–29 days ago, not accepted	At Risk
Proposal	Sent 30+ days ago, not accepted	Stalled

Closed deals are fixed regardless of anything else:

Stage	Label
Proposal Accepted	Always Strong
Lost	Always Neutral
Not Qualified	Always Neutral

📌 Note: A Lost deal reads Neutral, not Stalled. "Stalled" means stuck mid-flight, and a lost deal is not in flight any more. Do not read Neutral on a closed deal as MAX for Sales being uncertain.

💡 Tip: A brand-new opportunity is never marked Stalled, no matter how little has happened. If you see Stalled on something you just created, the deal is older than you think, so check the created date.

Score changes

If the opportunity's score has moved by 5 points or more since the last analysis, MAX for Sales must say so explicitly in the Summary or Recommendation, with both numbers. Wording like "improved" or "dropped" only ever appears when there is a real prior figure to compare against. On a first analysis, MAX for Sales describes the score as it stands rather than as a change.

Refresh timing

MAX for Sales rewrites the analysis on its own in these cases:

What happened	How quickly it refreshes
The deal changed stage	Right away
A proposal was sent	Right away
The score moved into a new band	Right away
You sent or received email on the deal	At most once every 4 hours
Nothing (the overnight catch-up)	Every night

The 4-hour window on email keeps a busy back-and-forth thread from rewriting the analysis on every message.

The card refreshes itself on screen when this happens. You do not need to reload the page.

⚠️ Known issue: Changing or confirming a budget does not refresh the analysis, and neither does a deal going quiet. The overnight refresh picks both up within a day, so the analysis is never more than 24 hours stale, but it does not react the moment a budget lands. If you need an update, use Regenerate.

Regenerate it yourself

The Regenerate button in the card header rewrites the analysis on demand, which is useful right after you have updated something MAX for Sales does not treat as a trigger.

You get three regenerations per opportunity per day. Once you use them up, the button reads "Limit reached" and resets the next day.

Pattern Alert

When MAX for Sales has historical data showing how deals like this one have gone, it adds a Pattern Alert, for example how similar accounts converted in a past quarter.

⚠️ Known issue: In practice this line almost never appears. MAX for Sales does not have cross-deal history to draw on, so it leaves the line out instead of guessing. A missing Pattern Alert means MAX for Sales had no real pattern to cite, not that your deal is unremarkable. Treat it as a bonus when it appears, not something to wait for.

Feedback on the analysis

Every analysis has a thumbs-up and thumbs-down rating. A thumbs-down asks you to report why, from these options:

Not relevant
Information is outdated
Inaccurate
Missing context
Not actionable
Other

You can add a comment of up to 1,000 characters. One rating per person per version of the analysis, and you can change or remove it.

A specific comment is more useful than a reason alone. For example, "said the proposal was unanswered when they replied Tuesday" is more useful than "inaccurate."

📌 Note: If your account uses a language other than English, MAX for Sales writes the status reason, summary and recommendation in your language. The five status labels stay in English on purpose, so the same badge means the same thing at every venue in a group.

Stage-advancement requirements

MAX for Sales does not let a deal move forward until the work that stage depends on is done. Each stage has a short checklist on the opportunity's What's Next tab.

If an item is outstanding, the Advance to… button stays disabled and MAX for Sales refuses the move.

The forward path

Deals progress through five stages in this order:

New → Qualified → Date Held → Proposal → Proposal Accepted

You move one stage at a time. You cannot skip ahead: a New deal cannot jump to Proposal, even if everything that stage needs is already filled in.

📌 Note: There is no direct route from Qualified to Proposal. You have to place a hold first, which moves the deal to Date Held. This applies even if you want to send a proposal without committing a date.

What each stage requires

To move a deal into…	You need
Qualified	Assign this opportunity (give it an owner) Event type Min attendance Max attendance
Date Held	Place a hold (an active hold on the deal)
Proposal	Create a proposal
Proposal Accepted	Create event from hold

New has no entry requirements. It is where deals start.

Each outstanding item on the checklist links straight to the field or screen that clears it, so you do not have to look for where Min attendance is.

📌 Note: The check only asks whether a number was entered, so any number counts, including 0.

💡 Tip: The four Qualified items are the ones worth getting into the habit of filling in on first contact. They are also what the space recommendation engine needs, so a deal that is ready to qualify is a deal that can get space suggestions.

Drop out of the pipeline

Two stages sit outside the forward path:

Stage	What it means
Not Qualified	The inquiry is not a fit
Lost	The deal was real but you did not win it

You can move a deal to either of these from any active stage, at any time. Neither stage has an advancement checklist, so a move to either is never blocked.

Moving a deal to either stage does require a reason. You pick one from a short list, and if you choose Other you have to type a note explaining it. The move does not complete without it.

📌 Note: Not Qualified is reversible: you can move a deal back to Qualified if it turns out to be live after all. Lost and Proposal Accepted are final.

Move a deal backwards

Backward moves are allowed and are never gated:

Date Held → Qualified: releases the position and sends it back
Proposal → Date Held: when dates need reworking

You do not need to satisfy anything to move a deal back.

Checklist changes after a stage move

MAX for Sales works out the checklist fresh every time you open the opportunity. It stores nothing as "done."

So if you clear a field after the deal has moved past the stage that needed it, that earlier stage shows an outstanding item again. For example, this happens if you empty Min attendance on a deal that is already at Proposal.

This does not block you from taking the next step forward. Only the checklist for the stage you are entering can stop a move.

💡 Tip: Treat a reappeared item on an earlier stage as a data-quality warning rather than something blocking you. It usually means a field got cleared by accident, and it is worth fixing before the deal closes. Reporting depends on those fields being populated.

Tasks

Tasks are the running list of what still needs doing. All of them are on the Tasks page, and the ones for a particular deal are on that opportunity's What's Next tab.

Two kinds of task

Kind	Where it comes from
System	MAX for Sales creates it when it spots something that needs your attention
Manual	You create it yourself

MAX for Sales marks system tasks as System-generated task and their title is read-only: MAX for Sales wrote it, so you cannot rewrite it. Everything else on them, including due date, urgency and assignee, you can change.

Manual tasks are fully yours to edit. Create one with New Task on the Tasks page, or from any opportunity.

What a task holds

Title: up to 200 characters
Description
Urgency: High, Medium or Low. New tasks start at Medium
Due date
Reminder
Assignee
A linked Opportunity
Attachments

📌 Note: The field is called Urgency, not Priority. If you are looking for a priority setting, this is it.

Status

A task moves through these states:

Status	What it means
New	Not started
In Progress	Being worked
Overdue	The due date has passed
Done	Finished
Dismissed	Set aside without doing it

MAX for Sales applies Overdue automatically, first thing on the day after the due date passes. You do not set it.

If you push a due date out to today or later, an overdue task goes back to New on its own.

📌 Note: Dismissed is final: you cannot bring back a dismissed task. Done is not: you can reopen a completed task if you closed it too early. When in doubt, mark it done rather than dismissing it.

What you can do with a task

Mark as done: asks how you handled it. Choose Sent a follow-up email, Scheduled a meeting, Reviewed proposal, Had a conversation, Handled offline, or Other
Snooze: pushes the due date out by 1 day, 2 days, or 7 days
Dismiss: offers reasons to choose from, or Skip & dismiss to dismiss without a reason
Change urgency, due date or assignee directly on the task
Attach files
Select several tasks at once to mark them done together

System tasks also carry action buttons that take you straight to the work: drafting a follow-up email, reviewing a suspected duplicate, or resolving conflicting information from an uploaded file.

Task explanations

Every system task has a Why this task? explanation. It usually names the specific signal, like how long a thread has gone unanswered.

Underneath it is Was this helpful? with Helpful and Not helpful. If MAX for Sales keeps making tasks you do not want, mark them Not helpful.

What MAX for Sales creates tasks for

MAX for Sales raises a task when it notices:

A deal has gone quiet
An email thread has had no reply for a while
A possible duplicate account, contact or opportunity
Conflicting information between an uploaded file and what is already on the deal
An inquiry that looks like several separate events
A hold about to expire
A meeting coming up, and follow-ups or next actions after one

💡 Tip: A task card tagged Possible Duplicate or Hold Expiring is time-sensitive in a way most tasks are not. An expiring hold can lose you the date; a duplicate left alone splits a deal's history across two records.

Tasks and stage requirements

Anything required to advance a stage (placing a hold, creating a proposal) lives on the stage checklist, not here. If you are looking in your task list for "place a hold," that is why it is not there. See Stage-advancement requirements.

⚠️ Known issue: Reminders do not send an alert. You can set a reminder on a task and it saves, but nothing happens when the time arrives. More broadly, there are no notifications anywhere in the product: no notification center, no badge, no email. A task assigned to you, or one going overdue, does not notify you. Check the Tasks page regularly instead of waiting for an alert.

⚠️ Known issue: A file attached to a task may not appear in the linked opportunity's Files tab. If a document needs to be findable from the opportunity, upload it there directly as well.

Communications

Everything said to the customer, in one place on the opportunity's What's Next tab. It has two tabs: Emails and Meetings.

Email threads

The Emails tab lists every thread on the deal (sent from MAX for Sales or received), newest first. Each card shows the subject, who it is with, a snippet, how many messages it holds, and when it last moved.

Select a thread to read the whole exchange. Messages show sender, recipients, time and direction, and expand individually.

Reply opens a compose pane with the subject pre-filled. Your reply is properly threaded, so it lands in the customer's existing conversation rather than starting a new one.

💡 Tip: Replying from here clears any follow-up task MAX for Sales raised on that thread automatically. You do not need to mark it done.

Chase replies

Each thread carries a badge for where it stands:

Badge	Meaning
Replied	The last word was theirs
No reply · nd	You are waiting, and it has been n days
Reply overdue · nd	They are waiting on you, and it has been n days

When a thread goes quiet past the threshold, MAX for Sales raises a follow-up task against it and the thread card picks up a task badge.

📌 Note: You set the thresholds for your whole venue in Settings, not per representative. If threads are flagging too early or too late for how your team sells, that is where to change it.

Thread summaries

Long threads get an AI summary at the top so you can pick up a conversation without reading it end to end. A summary that MAX for Sales is still writing shows a placeholder and fills in when ready.

Each one has a thumbs-up and thumbs-down rating, as with deal analysis.

Meetings

The Meetings tab shows Upcoming (Next 7 Days) and Past (Last 30 Days), with attendee counts. Meetings show a Today, Upcoming or Past badge, or Cancelled if the meeting was cancelled. The top card shows a Today's Meeting badge. When a meeting is about to start or already underway, the time changes to "Starting now".

Open a past meeting and you get the AI write-up:

Summary
Decisions Made
Next Actions
The full transcript, if you want the detail

Suggested Tasks appear alongside next actions. Select one to turn it into a real task on the deal.

My Notes is your own space on a meeting: write freely, format, edit, and delete. These are yours, separate from the AI write-up.

⚠️ Known issue: The meeting write-up depends on transcription being turned on for the call. If it was not, no summary arrives and the placeholder stays. Check transcription is on before the meeting starts; nothing can recover it afterwards.

Stay current

Both tabs update themselves as mail arrives and tasks complete. You do not need to reload.

Notes on the deal

Separate from meeting notes, each opportunity has a Notes tab, a structured place for event requirements rather than correspondence.

Notes are organized by category: agenda structure, rooms, AV, food and beverage, and others your admin has enabled. MAX for Sales fills in the first four automatically from the emails and files on the deal; the rest only fill in if your venue has set up guidance for them.

Each note shows:

Sources: numbered markers in the text linking to the email or file each detail came from, so you can check anything back to where it was said
History: every past version, with who changed it and when, and the ability to restore one
About: a summary of who last touched it

💡 Tip: Edit these freely. When MAX for Sales re-reads the deal after a new email arrives, it merges rather than overwrites: MAX for Sales keeps what you wrote and folds the new detail in around it. Anything you deliberately deleted stays deleted.

Every opportunity also has a User Notes section that MAX for Sales never writes to. Use it for anything you do not want an extraction touching.

Full history

For the complete record of everything that has happened on a deal, including automated steps and AI actions and not just correspondence, see the activity log.

⚠️ Known issue: There is no link from here to the activity log. Open it from the opportunity's Logs tab, and use the Category filter to narrow the list, for example to Draft Email Generated or Draft Email Edited.

AI email assist

You can write and send email without leaving the deal. The compose window opens from the opportunity, from a task, or from the proposal builder, and Momentus Assistant sits inside it to draft for you.

Two ways to get a draft

Pick a quick action. The buttons along the top are the email types your venue has set up, such as "Draft follow-up email" and "Proposal introduction." Each one carries the tone, language and house phrasing your admin configured.

Or write your own instruction. Type what you want in your own words and MAX for Sales drafts from that. You can also add a line of nuance on top of a quick action when the standard version is nearly right.

The draft fills in both the subject and the body. If you have already typed something, MAX for Sales warns you before replacing it.

You can regenerate up to three times per email. Start fresh clears everything and resets the panel.

📌 Note: Drafts are short, around 180 words. If you need more, regenerate with a more specific instruction rather than asking for a longer email.

💡 Tip: MAX for Sales never guesses a contact's name. If it does not know who it is writing to, the draft starts with "Hi there." Check the contact record before sending.

What shapes the writing

The quick actions come from Skills, configured once in Settings for the whole venue:

Tone: professional, friendly, warm, concise
Language
Brand voice guidelines: how your venue sounds, and anything never to say
Set values: things like the venue name or a standard sign-off

Skills pull live deal information as MAX for Sales writes the draft, so dates, contacts and account details come from the record rather than from a stale snapshot.

💡 Tip: If drafts consistently come out sounding wrong, fix the Skill rather than rewriting every email. One change to the guidelines improves every draft after it; editing each email individually changes nothing for next time.

Check it before you send

⚠️ Known issue: There are no pre-send checks of any kind. No spell check, no grammar check, no tone warning, no verification of dates or pricing, no flag for an unfilled placeholder, no broken-link check. The compose window does not review your email. Read every draft before sending, particularly dates, numbers, and names.

Recipients and attachments

TO, CC and BCC accept multiple recipients. Start typing and MAX for Sales suggests contacts from the account. An address it cannot read turns red.

You can attach up to 10 files, 20 MB in total: .txt, .pdf, .docx, .xlsx, .pptx, .png, .jpg, .jpeg, .mp4. Everything is virus-scanned, and anything you upload here lands in the opportunity's Files tab automatically.

You can also attach a document already on the deal without uploading it again.

⚠️ Known issue: On Elite, BCC does not work. Elite has no BCC field, so MAX for Sales drops those recipients silently. The email still sends, and nothing tells you they did not get it. On Elite, use CC or send separately.

Sender address

⚠️ Known issue: Emails sent from MAX for Sales do not come from your own address. They send from your venue's system account, so the recipient sees an unfamiliar sender. Email systems are more likely to treat these messages as spam, and a reply does not arrive in your inbox. MAX for Sales matches replies back onto the deal and appear in Communications, so nothing is lost. Make sure you check there rather than waiting for a reply in your own inbox. For a first approach to an important prospect, consider sending from your own email client instead.

Send

The compose window saves itself as you type, so closing it by accident does not lose your work, and it asks before you navigate away mid-draft.

Once you send the email, MAX for Sales attaches it to the deal and updates the deal analysis. MAX for Sales also closes any follow-up task waiting on that thread.

If an attachment fails, MAX for Sales tells you which one. The rest of the email still goes.