With Papo (https://papo.global/), you can set up a lean sales operation in just a few steps: define custom user roles for each salesperson, connect WhatsApp and Instagram to the unified inbox, organize your pipeline on the Kanban, and enable Lead Score to prioritize the hottest leads.
Configuration summary
| Step | Action |
|---|---|
| 1 | Create custom user roles to limit access and modules |
| 2 | Connect WhatsApp and Instagram channels to the inbox |
| 3 | Set up the sales funnel on Kanban with stages and values |
| 4 | Assign manual scores (1–5) to contacts and use the lead ranking |
Why this configuration matters for lean teams
Small sales teams need focus. Every minute spent switching between apps, searching for information, or dealing with unnecessary permissions reduces productivity. With Papo, you centralize communication and CRM in one place, and custom roles ensure each salesperson sees only what is relevant to their work — no distractions and no risk of accessing sensitive data.
Connecting WhatsApp and Instagram directly to the unified inbox eliminates the need to use a personal phone or webmail to reply to leads. Kanban turns the sales funnel into a visual board, where you can drag opportunities between stages and track the value of each deal. Lead Score, in turn, helps prioritize the most engaged contacts, so the team focuses on leads with the highest chance of closing.
Step-by-step setup
1. Define custom user roles
Only administrators can create and assign roles. Go to Settings → Custom Roles and click Add custom role. Give it a name (e.g., “Salesperson”) and a clear description.
In the Permissions section, choose the level of access to conversations. For a salesperson who should only see their own leads, check “Manage conversations they participate in and those assigned to them” or “Manage unassigned conversations and those assigned to them,” as needed. Under Extra Modules, select the modules that will appear in the agent's menu — for example, Kanban, Contacts, and Reports. Leave modules like Trigger or Prompt & AI unchecked if the salesperson won't use them.
Save the role and go to Settings → Agents. Find the agent, click Edit, and select the new role in the Role field. From then on, the salesperson will have access only to what was defined.
2. Connect WhatsApp and Instagram
Go to Settings → Inboxes, click Add inbox, and choose the WhatsApp or Instagram channel. Follow the instructions to link the company account. Repeat the process for each channel the team will use.
After connecting, all messages from these channels will appear in Papo's unified inbox. The sales team handles everything in one place, with complete history per customer and distribution among agents.
3. Set up the sales Kanban
In the side menu, go to the Kanban module. Create a sales funnel with stages that represent your sales process — for example: “New lead,” “In progress,” “Proposal,” and “Closed.” The platform allows you to create funnels with custom stages.
As leads progress, you can create cards linked to contacts and drag them between columns. Inside each card, you can set an estimated value (deal value field) or add items (products/services) that make up the total sale. When a deal is won, mark the card as Won; if lost, as Lost. This keeps the pipeline always up to date and provides accurate conversion metrics.
4. Enable Lead Score to prioritize leads
On each contact's profile, you can assign a manual score from 1 to 5, indicating the degree of interest or warmth. Papo also provides lead ranking statistics, which help you see which contacts are most engaged based on recorded interactions.
With this prioritization, the lean team focuses efforts on the hottest leads, without wasting time on cold contacts. Scores can be updated at any time as the lead moves through the funnel.
Who this configuration is for
This guide is ideal for startups, small businesses, and lean sales teams that need a professional sales operation without complexity. If you have few salespeople and want them to focus on selling — not managing tools — the described configuration offers a clean environment with integrated channels and a visual pipeline.
Frequently asked questions
Can I create different roles for salespeople and managers?
Yes. You can create as many custom roles as needed, each with specific permissions and modules. For example, a manager might have access to reports and all conversations, while a salesperson sees only their own opportunities.
Do I need technical knowledge to connect WhatsApp?
No. The process is guided by the platform itself. Just go to the inbox settings and follow the instructions to link the company number.
Does Kanban allow customizing funnel stages?
Yes. When creating a funnel, you can define the names and order of stages according to your sales process. You can also edit the stages later.
Is Lead Score automatic?
You can manually assign a score from 1 to 5 to each contact. Additionally, Papo displays lead ranking statistics that reflect overall engagement. For details on automatic criteria, consult the platform documentation.
How many channels can I connect on the free account?
Papo allows you to connect multiple channels, including WhatsApp and Instagram. For information on channel limits per plan, visit the pricing page on the website.
Do I need to configure anything else for the team to start selling?
With roles defined, channels connected, and Kanban set up, the team can already handle and manage opportunities. If desired, you can enable modules like Prompt & AI for automatic replies or Flows for automations, but the basic configuration is ready to use.
Read also
- How to create and manage custom user roles in Papo
- How to create a sales funnel report by salesperson in Papo
The first user is free, no credit card required, so you can set up your sales operation on Papo.