Execution (end-to-end)

Execution is how Rembrandt turns a buying signal into a booked meeting. It's one connected flow with two phases:

1. Qualification — review the evidence, decide whether the opportunity is worth pursuing.

2. Outreach — build the campaign, run it, record the outcome.

Every opportunity moves through this flow from start to finish. This guide walks through what you'll see on each screen, what you can do at every step, and who can do what.

Table of contents

1. At a glance

2. Opportunity lifecycle

3. Where to find things in the app

4. Dashboard

5. The Qualification inbox

6. Reviewing an opportunity

7. Opportunity detail page

8. The 5-step Execution Planner

9. The AI Copilot

10. Resurfacing

11. Permissions and roles

12. Reviewer assignment

    • Reassigning

    • Resetting an opportunity

13. SLA tracking

14. Notifications

15. Analytics

16. Admin settings

17. Dialogs and popovers reference

18. Glossary

19. Troubleshooting and FAQ

At a glance

Each opportunity has one status that moves forward (with a few defined ways back) through these boxes. Rembrandt picks the reviewer, enforces SLAs, and surfaces the right opportunities on your dashboard. Your team advances, rejects, builds the outreach, and ultimately marks each opportunity Converted or Lost.

Opportunity lifecycle

Every opportunity carries one status:

Transitions

Converted and Lost are terminal — they stay there. Opening a fresh conversation with a lost prospect means creating a new opportunity.

Where to find things in the app

The Opportunity detail page is where you do almost all the work on one specific opportunity. It opens from:

• Clicking a company name in any list (opens an inline preview drawer);

• The drawer's Go To Detail Page button (opens the full page);

• Direct links inside the daily or weekly digest emails.

Dashboard

Your personal home at Intelligence → Dashboard. Answers "who should I look at first today?"

Attention counts

Four tiles across the top:

Funnel snapshot

A horizontal bar showing how many opportunities you have at each open status in your territory: In Review, Approved, In Execution, Executed. Closed-out opportunities (Converted, Lost, Rejected) and un-triggered ones (Monitoring) are left out — this widget is about what's still on your plate. For the full picture, see Analytics.

Biggest plays and Top accounts

• Biggest plays — your top opportunities by conviction score, limited to the ones still open (nothing that's already been closed as Converted, Lost, or Rejected). One click opens the opportunity.

• Top accounts — accounts in your territory ranked by how many active opportunities they have.

My Tasks list

A compact list of your overdue and due-soon reviews. Inline Advance and Reject buttons let you clear straightforward items without leaving the dashboard.

The Qualification inbox

The main review workspace at Qualification → Funnel. Three tabs: My Tasks, Pipeline, Rejected.

KPI strip (top of the page)

My Tasks tab

Your personal task queue. Shows every opportunity currently assigned to you that still needs work: In Review (approve/reject), Approved (start outreach as the configured executor), and In Execution (plan is running — handle replies, mark executed when done). Terminal states (Executed, Converted, Lost, Rejected) drop out.

Grouping: rows are grouped by action type, with the inbox-clean workflow first:

1. Review needed — stages awaiting your approve / reject decision. Top of the list because review is the fastest-moving inbox work.

2. Start outreach — freshly approved opportunities where you are the executor. Lower urgency, but visible in its own section so it never disappears under review backlog.

3. Outreach running — plans currently in flight. Tracking section at the bottom.

Within each section rows are sorted by SLA ascending, so urgent items always surface first inside their group. Row colour still reflects SLA urgency (overdue rows tinted, approaching rows highlighted), complementing the grouping.

Each section has its own pagination — initial 10 rows with load more on scroll, so a large inbox doesn't stall the page load.

Columns:

Account overlap hints on the Start outreach / Open execution button. Reps typically run one outreach per company, not per opportunity. When the same account carries multiple active outreach candidates across the org, the button surfaces an icon:

• Amber circle — other Approved opportunities exist on this account. Tooltip tells you how many. Click through to review and pick the best one to start.

• Red triangle — an outreach is already in progress on this account (another opp is In Execution). Tooltip lists the count. Click through to see which one and decide whether to proceed in parallel or focus on the existing plan. The Execution tab shows the full overlap with clickable links.

The icons are informational — you're still the one who decides whether parallel outreach makes sense (different solution, different buying unit, deliberate campaign). Scope is org-wide: it catches cases where a colleague is already running outreach on the same account.

When nothing is assigned to you, the tab shows an empty state.

Pipeline tab

The full territory view — every opportunity in your territory, grouped by status. Shows the funnel shape at a glance.

Filters (top right): Status · Stage · Reviewer. "All" for each by default.

Section layout:

• In Review is a parent section with one child per defined pipeline stage, including empty stages — so the full funnel shape is always visible.

• Each child (stage) has its own chevron, count, and pagination.

• Every other status is a single collapsible section: Approved, In Execution, Executed, Converted, Lost.

A pipeline with three review stages looks like this:

▼ In Review · 541
  ▼ Stage 1: BDR Review · 533
    <rows>
  ▼ Stage 2: AE Sign-off · 7
    <rows>
  ▶ Stage 3: Director Approval · 1
▶ Approved · 0           (executor auto-assigned, no stage tag)
▶ In Execution · 0
▶ Executed · 0
▼ Converted · 1
  <rows>
▶ Lost · 0

Columns:

Action buttons only appear when you have permission for that row. See Permissions and roles.

Click the Score column header to toggle ascending / descending. Sorting applies within each stage — the funnel's top-to-bottom order is preserved.

Rejected tab

Historical view of rejected opportunities. Useful for auditing past decisions and manually restoring opportunities.

Columns:

When no rejections exist, the tab shows an empty state.

Reviewing an opportunity

You can review from two places — the preview drawer (for quick triage without leaving a list) or the full detail page (for deep work). They show the same information; the detail page has more room for actions.

Preview drawer

Slides in from the right when you click a company name in any list. Designed for quick triage without losing your place in the list.

Contains:

• Compact header: company name, status badge, conviction score, key metadata.

• Tabs: Overview, Signal Matches, History, Feedback, and a lightweight Execution Plans preview (list of plans with links — the full planner stays on the detail page).

• Advance and Reject buttons in the footer for rows you're assigned to review (In Review + you are the current reviewer). Acting from the drawer closes it and returns you to the list so you don't lose your place. The list-row buttons still work; the drawer ones are there so you can act after reading the detail without hunting for the same row again.

• A Go To Detail Page button in the drawer footer for the full layout.

The Execution Plans preview tab follows the same status rule as the detail page's Execution tab — it's only clickable once the opportunity is Approved or further along. Before that the tab is disabled with a tooltip explaining when it becomes available. The Qualification tab is not in the drawer — use the detail page for audit trail and stage history.

Full detail page

Bigger layout with all tabs available. Go here when you're reviewing in depth, running the Execution Planner, or reading the Audit Trail. The Qualification tab only lives here — the drawer doesn't have it. The Execution tab is here too (full planner); the drawer has a lightweight preview of the plans.

Opportunity detail page

The header shows company name, account link, conviction score, current status (badge), and a compact metadata row. Below is the tab bar.

Tab order: Overview · Signal Matches · History · Feedback · Qualification · Execution.

The Execution tab only becomes clickable once the opportunity is Approved or further along (In Execution, Executed, Converted, Lost). Before that there's nothing to plan — if you land on it via a direct link, it'll redirect you to Overview.

Overview tab

A single page with:

• Key facts — Signal Matches · Status (with a Resurfaced indicator next to the status badge when applicable) · Conviction Score.

• Evidence summary — the opportunity's headline insight, pain point, and narrative. This is what's shown to reviewers during qualification.

• Evidence blocks (ordered) — each with its own insight, supporting paragraph, and a list of citing signals (jobs, news, web, custom).

• Links — to the parent account and the matched solution.

Signal Matches tab

The raw feed that made this opportunity exist, grouped by source type:

Each signal shows its summary, the evidence block it contributed to, and a link back to the original match.

History tab

Shows how the opportunity's evidence changed over time:

• Each entry is one evidence "generation".

• Shows how many new signals were added and which evidence blocks changed.

• Tied to the matched solution at the time of generation.

Useful for understanding why conviction went up or down across weeks.

Feedback tab

This tab is your direct line to the Rembrandt team. Use it to tell us what's right or wrong about this specific opportunity so we can improve the system for you:

• Was the evidence accurate, or did the AI misread a signal?

• Is the conviction score higher / lower than you'd expect given the signals?

• Missed a buying unit? A relevant signal Rembrandt didn't pick up?

• Anything the agents got wrong that we should re-tune for next time?

Every piece of feedback is tied to the opportunity it was left on, so our team sees exactly what you saw when you commented. That context is what lets us improve the signal framework, the scoring, and the evidence generation for you specifically.

The tab header shows a count when there's feedback on the opportunity.

Qualification tab

This is where you move the opportunity forward. Depending on its current status, you'll see some mix of: the current review state, who's assigned, past review decisions, the resurface context (if it came back), the timestamps from after approval, and the full audit trail.

Review Status

The action centre of the tab. At a glance: current status, current stage, current reviewer. Below that, the buttons you can click right now — which depend on where the opportunity is in its lifecycle:

Reviewer

Shows who's currently reviewing the opportunity — name and sales role — and a ⋯ menu next to the name with Reassign… to hand it off to someone else (if you have permission). Also shows when the current reviewer was assigned.

Only appears once an opportunity has had a reviewer assigned — from In Review onwards.

The card header has its own ⋯ menu (Admin/Owner only) with Reset opportunity… — see Resetting an opportunity.

Resurfaced From

Appears when the opportunity came back after a prior rejection. Gives the reviewer the context of that earlier decision so they don't start from scratch:

• The conviction score at the time of the original rejection.

• The rejection reason and comment from that moment.

• When it was rejected.

• What changed since (new signals, reinforced evidence, snooze date reached).

Review History

Every past review decision on this opportunity, oldest first. Each entry shows the reviewer, the stage they were acting on, their verdict (Advanced, Approved, or Rejected), their comment, and the timestamp. Use this to see how the opportunity progressed through the pipeline.

Lifecycle

Appears once an opportunity is approved. Records what happened after approval:

• Approved at — always shown.

• Execution started at — when the first plan was created.

• Executed at — when outreach was marked complete.

• Converted at + Converted by — when a meeting was booked / handed off to sales.

• Lost at + Lost by + Lost reason — when the opportunity was closed out without a conversion.

Audit Trail

Full log of everything that ever happened to this opportunity, newest first. Every entry has an icon, a label, who did it, and when:

The audit trail refreshes automatically after every action on this tab.

Execution tab

Once the opportunity is Approved you unlock this tab. It's where you build and run the outreach campaign. It contains:

• Other active execution notice — a small caution banner that only appears when one or more other opportunities on the same account already have an Execution Plan in progress. It reads "Another execution plan is in progress for this account: [solution name]." (or, when there are several, "N other execution plans are in progress for this account: [solution 1], [solution 2]…"). Each solution name is a link that opens that other opportunity in a preview drawer so you can take a quick look without leaving this page. The banner is informational only — it does not block creating or starting a new plan here. It's there to help you decide whether running another campaign on the same account makes sense right now.

• Plans list — one card per existing Execution Plan, newest first. Plan status badge (Draft · Needs Review · Ready · Partial · Executed · Cancelled · Failed). Created by and date. Jump-into-plan button. More actions menu (⋯) to cancel or delete the plan.

• Create Plan — primary button (top-right). Opens the 5-step planner in place.

• Once a plan is open, the five steps appear as vertical cards with a Copilot panel on the right-hand side.

The 5-step Execution Planner

Every Execution Plan walks through five sequential steps. Each step has a status:

Requirement: Execution plans can only be created for opportunities with a conviction score of 4 or higher.

Step 1: Buying unit and personas

AI analyses the evidence, the matched solution's Playbook, and the account's known organisation data, then proposes a small Buying Unit — a set of personas tied to role types:

• Problem Owner — feels the pain.

• Sponsor — internal champion.

• Economic Buyer — has budget authority.

• Influencer — shapes the decision without deciding.

What you see:

• A card per proposed persona: full name, job title, department, LinkedIn URL, role type, AI confidence, and "why this person" reasoning anchored in evidence.

• Approve or skip per persona.

• Add personas manually if the AI missed someone.

Approval rule: every approved persona must have a name. At least one persona must remain to approve the step.

Starts automatically when you click Start Plan.

Step 2: Contact enrichment

AI searches the web to fill in contact details per approved persona: email, phone, LinkedIn profile, and role confirmation.

What you see:

• Per-persona contact panel: email (with confidence), phone (with source), LinkedIn, job title.

• Organization-level email pattern: e.g. firstname.lastname@company.com — 85% confidence.

• A channel availability overview showing which personas have enough contact info for each outreach channel.

What you can do:

• Edit any field inline.

• Add missing information manually.

• Skip or restore personas.

Starts automatically when Step 1 is approved.

Step 3: Copy generation

AI generates personalised outreach messages across the channels you pick.

Before generating, you choose:

Starts when you save your channel selection. Re-running is one click.

What the AI produces:

• Email: subject + body across multiple touches, in sequence.

• LinkedIn InMail: single message with subject.

• LinkedIn Invite: connection request note.

• Cold Call: script + talking points.

• ABM: narrative copy.

What you can do:

• Edit any field inline.

• Approve per message or "approve all".

• View version history per message (initial AI gen, AI rewrites, manual edits, tone changes) and restore any previous version.

• Send a message to the Copilot for a targeted rewrite.

Step 4: Timeline and sequence

AI designs the cadence — which persona is reached on which channel on which day, and in what order.

Configuration:

• Buffer days — minimum days between touches. Default 2.

• Persona order — drag to reorder "who goes first".

What the AI produces:

• A scheduled day for each action (Day 1, Day 3, etc.), relative to campaign start.

• Order within each day.

• Conditional steps (e.g. "if no reply to Day 1 email, follow up on Day 3").

What you can do:

• Reorder via drag-and-drop.

• Edit a single action (description, day, condition).

• Approve the timeline to move to execution.

• Regenerate — replaces the existing timeline.

Step 5: Execute

Where you actually run the campaign, one touch at a time.

Features:

• Campaign start date — converts relative days to real calendar dates.

• Copy to clipboard per message — for pasting into your email client or outreach tool.

• Mark action as done — marks the touch as sent.

• Activity log — what was copied, sent, or marked, and when.

Closing out the opportunity

The Execution Plan has its own status (Draft · Ready · Executed · …). But the opportunity's outcome lives on the Qualification tab — not inside the plan. When outreach is done:

This separation is deliberate: the Execution Plan tracks the mechanics of outreach ("did the emails go out?"), while the opportunity's status tracks the business outcome ("did we get a meeting?").

The AI Copilot

Every step of the planner has a Copilot panel on the right-hand side. You can ask it questions or have it do things for you — and on Step 3 (Copy generation) you can focus it on a single message if you just want that one rewritten.

What the Copilot can do:

• Answer questions about the opportunity, evidence, and Playbook.

• Suggest or apply changes to personas — update name, title, role; approve or skip.

• Approve or retry steps.

• Rewrite messages with natural-language instructions ("make this more concise", "lead with their recent hiring").

• Restore previous message versions.

• Adjust timeline actions.

• Set the campaign start date.

• Generate evidence summaries for CRM handoff.

Example prompts per step:

The Copilot only knows about the plan you're working on — it has access to this opportunity, its evidence, and your Playbook. It doesn't see other opportunities or accounts in your workspace.

Resurfacing

Rejected opportunities can return to the review queue automatically. When they do, the opportunity shows up in the inbox again with a small Resurfaced indicator next to its name — a quick visual cue for reviewers that this one has been here before.

The resurface indicator

• Compact badge next to the company name in every opportunity list (inbox, accounts, opportunities, and on the detail page header).

• Shows × N when the opportunity has been rejected-and-resurfaced more than once.

• Click the badge to open a popover listing each prior rejection — timestamp, reason, comment, and when it resurfaced.

When opportunities resurface

Snooze (Timing not right)

Selecting Timing not right opens a date picker (default 30 days). When the date arrives, the opportunity automatically resurfaces.

Who gets the resurfaced opp?

By default the opportunity goes back to the original rejector — they already have context from the rejection and already made a decision once, so they're the fastest person to re-evaluate. If they've since left the org, changed territories, or no longer hold a role that fits the stage, Rembrandt falls back to the normal auto-assign cascade (territory + role + load) and the new reviewer gets the resurface summary above instead. This rule applies identically whether the opp resurfaces on a snooze date, on new evidence, or via a manual Undo rejection.

Existing opportunities when you first enable qualification

Accounts that already had closed opportunities with a high enough conviction score get enrolled into In Review with the Resurfaced indicator, so your reviewers see them surface with context ("this predates the pipeline — please re-review"). Their original status (e.g. Completed) is preserved until a reviewer advances them.

Permissions and roles

Rembrandt has two distinct role systems. Don't confuse them:

Qualification permissions

Qualification permission is based on sales role + territory + direct assignment — not organization role.

Always allowed:

• The assigned reviewer can advance, reject, reassign, and undo.

• A territory owner (team member assigned to the company) can reassign opportunities for their companies.

Override behaviour depends on the Sales-role permission mode on the Qualification settings page (under Override permissions). Three modes:

Territory is enforced in every mode — even with Off, members still need to have the account in their territory (or the account must be greenfield with no territory rows anywhere).

Sales role hierarchy (Seniority mode only)

In Seniority mode, who can override which stage:

In Role match mode the table doesn't apply: each stage's role list is the only criterion (peers in, seniors out unless they're in the list). In Off mode the entire role check is skipped.

What "override" means

Overriding lets you act on opportunities you're not directly assigned to. In the UI, this is always marked with a small shield icon (caution-coloured) next to the affected button and a tooltip explaining that you're acting on someone else's opportunity. Button labels stay the same regardless of override.

Who can reassign

You can reassign a reviewer (or executor) if any of these apply:

1. You are the assigned reviewer / executor.

2. The company is in your territory.

3. You can override at this stage under the active Sales-role permission mode — never applies in Off mode (sales role isn't checked for overrides), peer-to-peer in Role match, senior-only in Seniority.

Reassigning works in every non-terminal status (In Review, Approved, In Execution, Executed). It does not apply to Monitoring (no seat yet), Rejected (use Undo rejection or Reset), Converted, or Lost (terminal).

Who can reset an opportunity

Resetting is an Admin / Owner-only action — it's destructive and platform-role gated, not sales-role gated. Neither territory nor sales role plays a part. See Resetting an opportunity for what it does.

Organization role matrix (platform-wide)

Reviewer assignment

Rembrandt assigns a reviewer automatically every time an opportunity needs one — whether it's a fresh enrolment from Monitoring, advancing to the next stage, resurfacing after a rejection, or becoming Approved and moving to the executor. The same rules apply everywhere a reviewer or executor is picked:

1. Territory comes first when configured. If the opportunity's account has members assigned to it (the territory), only those members are considered. Territory is a hard rule — someone outside it never gets the opp, even if they have the right role.

2. Role must match when set. If the stage (or the executor config) specifies a sales role, only members with that role are eligible. If no match exists anywhere, the opportunity goes to the unassigned queue rather than being handed to someone without the role.

3. Whoever has the least on their plate. The eligible territory member with the fewest active assignments wins — counting all current work across review stages, Approved, and In Execution so executors who are mid-outreach aren't treated as "free". Each review stage gets an independent pick, and the person who just advanced is preferred to hand off to someone else when possible (fresh eyes per stage). Continuity from earlier reviewers into the executor role is a separate rule — see Executor assignment.

4. Accounts without a configured territory are handled automatically based on whether anyone in the org uses territories at all:

   • Brand-new customer who hasn't set up territory anywhere yet — Rembrandt spreads the work across all active org members (still respecting the role filter), so the funnel keeps moving while the admin gets territories in place.

   • Mature customer who already uses territories — an account without a territory row is treated as a config oversight. Rembrandt does not hand it to a reviewer from an unrelated territory; the opp lands in the unassigned queue so the admin can decide who picks it up.

   As soon as the admin sets up the missing territory, the background re-assignment events (see Automatic re-assignment events) re-evaluate the affected opportunities and route them to the proper reviewer.

If none of the above produces a candidate (a required role matches nobody, or the org has no active members at all), the opportunity goes into the unassigned queue (reviewer field is empty) and an admin will see a coverage warning on the qualification settings page. See Admin settings.

Executor assignment (after final approval)

When a reviewer approves at the last review stage, the opportunity becomes Approved, the matching member is set as the new reviewer, and the SLA is the executor SLA. From that moment the opp surfaces in their My Tasks as "Start outreach".

The pick strategy depends on the Executor mode in qualification settings:

Any role mode (default) — 3-step cascade

The same cascade runs at sync approval and async re-assignment, so the picks are identical either way:

1. The person who just approved gets first crack. If they're eligible for the Executor role (active member, in territory, matching one of the Executor sales roles when set), they become the executor directly. Whoever closed the review is the natural person to start outreach.

2. Otherwise, walk back through earlier reviewers. Rembrandt runs through the opportunity's review history newest-first and picks the first earlier reviewer who's still eligible. This matters for pipelines where the executor role is narrower than the final review stage — e.g. BDR → AE → Sales Director with Executor = BDR: the Director approver can't be a BDR executor, so Rembrandt looks at the AE (also not BDR), then lands on the original BDR who reviewed stage 1 when they're still active and in territory.

3. If nobody from the history is eligible, Rembrandt falls back to the general selection rules — territory + role-match + load — picking the lowest-load eligible member. If no eligible member exists anywhere, the opp lands in the unassigned queue.

Priority mode — strict cascade through role-pools

When the Executor list has more than one role and Priority is selected, the cascade respects the order: the highest-priority pool with a candidate wins, regardless of who clicked Advance.

For each role in the list, in priority order:

1. Look for an earlier reviewer in the opp's history who matches this single role + active + in territory. This preserves continuity within the pool — e.g. BDR-1 from stage 1 still wins their slot even if AE later approved.

2. If none found, run a load-balanced pick across the role's territory pool (then the org-wide pool when greenfield).

3. Move to the next role only when this pool is empty everywhere.

Concrete example: Executor = [BDR, AE] Priority. AE Enver clicks Advance.

• BDR Johan is in territory → Johan wins (BDR pool has a member, AE pool isn't tried).

• No BDRs anywhere → Enver wins (he matches the AE pool via continuity in his own approval row).

This fixes the production case where an AE who advanced an opportunity could end up as the executor even though a BDR was available — pre-fix the approver shortcut overrode the priority intent. To pin a specific lower-priority executor on a seat regardless of the cascade, use a manual Reassign with the Protect manual reassignments setting on Forever (Admin settings → Qualification → Reflow behaviour).

Reassigning

Opening the Reassign dialog (from the ⋯ menu next to the assignee name on a pipeline row, a My Tasks row, or the opportunity detail page) shows a candidate list filtered server-side to only the people you can actually pick. Three gates are applied:

1. Active member — archived, suspended, or unlinked users are dropped.

2. Sales role — for In Review opps the dropdown matches the stage's required role(s); for Approved / In Execution / Executed opps it matches the org-wide Executor role(s). The Sales-role permission mode then decides who else qualifies: Off — role isn't checked for picking the new assignee; anyone with the right territory can be selected (the role list is shown as informational context only). Role match — strict pool match. A Sales Director cannot be picked for a BDR stage (or a BDR-only Executor pool) unless Director is in the role list. Seniority — strict match plus the "or higher" widening: members who outrank the configured roles (e.g. Sales Director on a BDR stage) are also surfaced. The dialog header shows the active rule for transparency, e.g. "Handled by BDR or AE" for review stages or "Executors must be BDR or AE or higher" for the executor seat under Seniority.

3. Territory — when territory is configured for the account, only users assigned to it appear; greenfield accounts (no territory rows yet) accept anyone who passes the role gate.

This means you'll never see a row that the system would reject on submit. The mutation that performs the reassign applies the exact same three gates, so the dropdown and the underlying API stay in sync — no hidden bypass via direct API calls. If you expected a teammate to appear and they don't, check (a) their sales role in Organization Settings, (b) their territory assignment for this account, and (c) the active permission mode (a stricter mode, like Role match, may exclude them).

A reviewer is always required — you cannot leave an opportunity without one.

Territory is enforced uniformly across the product. The approve / reject / reassign affordances respect the same territory gate as auto-assign, so a Sales Director (or anyone else) looking at an account outside their configured territory does not see action buttons — no view, search, or direct link bypasses this. To act on an out-of-territory account, an admin adds the user to the territory first, or does a manual reassign that plants a seat on a member who is in territory.

SLA behaviour on reassign:

• In Review — the stage SLA restarts from "now + stage SLA days". Swapping the reviewer is meant to give the new person a full response window.

• Approved / In Execution / Executed — the existing SLA is preserved. Transferring the executor seat (covering vacation, territory redistribution, someone leaving) doesn't restart the outreach clock.

Resetting an opportunity

Admin / Owner-only action. Lives in the ⋯ menu on the Review Status card of the opportunity detail page — intentionally not on pipeline rows or My Tasks, because it's destructive. Use when an opportunity needs to start over: demo reset, a wrongly-approved opp, or a rejected opp that needs a second opinion from Stage 1 instead of resurfacing on the same stage.

Two targets (pick one in the dialog):

• Reset to Monitoring — fully removes the opp from the pipeline. Stage, reviewer, SLA, and all post-approval timestamps (execution started / executed / converted / lost) are cleared. The opp re-enters via normal enrollment when the conviction score qualifies again.

• Reset to In Review (Stage 1) — drops back to Stage 1 with a fresh SLA. By default auto-assign picks a new Stage 1 reviewer (territory + role + load cascade). You can also pin a specific reviewer in the dialog — they're validated against the Stage 1 role requirement the same way a normal reassign is.

What's preserved across both targets:

• Scoring, evidence, signal matches, and opportunity history — all kept. A reset wipes lifecycle state, not the data the opp is built from.

• Prior audit entries stay on the timeline. A Reset qualification entry is appended with the previous status, the chosen target, the optional reason you typed, and who performed it.

What's wiped across both targets:

• Past review decisions (Advance / Reject records for this opp) are removed so later reviewers don't see stale "already approved by X" context.

• Post-approval lifecycle timestamps and any "resurfaced from" linkage.

Rejected opp edge case: if you reset an opportunity that's currently Rejected, the active rejection snapshot is closed with a reset_qualification marker so the automatic resurface jobs don't later drag the opp back to where it came from. The rejection row itself stays visible in history for auditing.

Automatic re-assignment events

Rembrandt re-checks reviewers and executors in the background when the underlying configuration changes, so the funnel stays consistent without manual intervention:

While one of these background updates is running, review actions (advance, reject, reassign) are briefly paused so changes don't collide. You'll see a "Pipeline is being updated — please try again" notice for a few seconds; just retry the action.

Sticky executor rule for Approved and In Execution

Once an executor is assigned we protect the assignment against day-to-day churn: load rebalancing, small config tweaks, and other non-essential changes won't reshuffle the executor. The two statuses differ in how strictly that protection applies.

Approved (pre-outreach) — sticky on load, but responsive to intentional rule changes. Outreach hasn't started yet, so admin-driven rule updates still flow through:

• Change Executor roles from "Any role" (empty) to "BDR": Approved opportunities currently held by non-BDRs get reassigned. Fresh rule wins because no outreach is in motion.

• Change the Executor SLA: the deadline on existing Approved opportunities is recomputed from the original approval moment. A stricter SLA can immediately push opps into overdue.

• Archived / deactivated / lost territory: reassign (genuine invalidity).

• Load changes, new members joining, conviction shifts: no effect — the executor stays put.

• One escape hatch: in Rebalance now… the optional "Also re-pick executors for approved opportunities" checkbox runs a continuity-preserving cascade across Approved opps — the most recent approver still wins when they're eligible, so only same-eligibility load drift gets corrected. Off by default.

In Execution (plan running) — fully sticky. Once outreach is underway, we never interrupt it:

• Role changes do NOT reshuffle — the rep is already engaging the prospect.

• SLA changes do NOT apply — the clock the rep started with is the clock they keep.

• Only genuine invalidity (archived, deactivated, lost territory) triggers a reassignment; a replacement is then picked up role-agnostically, since the outreach must continue regardless of the current configuration.

Filling an empty executor slot. An executor slot can occasionally be empty — e.g. a role-strict setup has no matching member at approval time, or admin archiving leaves a gap. When Rembrandt fills that gap during a background re-assignment, it runs the exact same 3-step cascade as Executor assignment: walk the review history newest-first, pick the first still-eligible reviewer, fall back to load-balanced selection only when nobody on file qualifies. Clicking Advance and the background re-assignment share one helper, so the executor a rep sees after a config change matches what they'd see if they re-clicked Advance.

When a member is removed

• Their assigned opportunities (In Review, Approved, and In Execution) are reassigned automatically.

• Their review history, rejection decisions, and audit-log entries are preserved.

• They disappear from candidate lists going forward.

SLA tracking

Every pipeline stage has an SLA measured in business days (weekends are skipped). When a reviewer is assigned, the deadline is calculated from that moment.

Recalculated when:

• An opportunity advances to the next stage (new stage's SLA applies).

• A reviewer is reassigned.

• An undo action restores a previous stage.

• An opportunity resurfaces.

• The admin changes Executor SLA in qualification settings: Approved opportunities are re-anchored against the original approval moment + the new SLA value, so the new policy applies to existing open time. A stricter SLA can legitimately push opps into overdue immediately — that is correct feedback, not a bug. In Execution opportunities are left untouched (sticky executor rule).

Display:

• In lists: relative time ("in 3 days", "2h overdue"), colour-coded.

• Overdue rows tint red; "due today" rows highlight amber.

• Dashboard attention counts filter on deadline in the past or next 24h.

Review history keeps a snapshot of the SLA at the moment of each decision, so historical on-time-vs-late analytics stay accurate even if the stage's SLA value changes later.

Notifications

Rembrandt bundles all qualification activity into two email digests — no per-event emails. This keeps inboxes quiet and makes the daily rhythm predictable.

Per-stage toggles

Each pipeline stage has two independent toggles in qualification settings:

• Daily digest — when off, reviewers at this stage don't receive new-assignment / SLA reminders for this stage in the daily mail. SLA-overdue alerts still fire if the SLA-warning hits before the next save. Default on.

• Weekly digest — when off, this stage is excluded from the weekly per-stage metrics rollup. Default on.

You can mix and match — turn off Daily for a high-volume stage where reviewers watch the inbox live, but keep Weekly on so the org-wide trend stays visible.

Per-executor toggles

The Executor card in qualification settings has the same two toggles:

• Daily digest — when off, APPROVED opportunities (the "Start outreach" task) do not appear in the executor's daily mail. They still surface in My Tasks. Default on.

• Weekly digest — when off, the org-wide Executor stat-card (open + overdue APPROVED counts) is omitted from the weekly mail. The card is sent to members whose sales role appears in the Executor roles list. Default on. Skipped when Executor roles is empty / set to "Any role" because there is no targeted audience.

Opting out

Each user can disable either digest in their member settings. Opting out of both means they get no qualification email from Rembrandt; the Qualification Inbox in the app remains the place to see everything.

Opportunities that change status outside digest cadence (advanced, rejected, converted, lost) do not generate individual notifications. Reviewers rely on:

• Their Inbox (Qualification → Funnel → My Tasks) for pending work.

• The Dashboard attention tiles for overdue / due-today / newly-surfaced / resurfaced counts.

• The opportunity's Audit Trail for full history.

Analytics

Territory-scoped metrics for the full lifecycle, at Qualification → Analytics.

Access control

The Analytics menu item is controlled by each stage's Analytics access toggle — there is no admin or owner override at the menu level.

A member sees Analytics in their sidebar when at least one pipeline stage in the org matches BOTH:

1. Analytics access is on for that stage, AND

2. The stage's Sales role is either Any role (in which case it applies to every active member) OR matches the member's own sales role.

Practical examples:

When the toggle is off on every relevant stage, nobody has access — admins and owners included. The menu link is hidden and the page itself denies access. To get access back, an admin must enable Analytics on at least one stage (an "Any role" stage gives the whole team access in one move).

KPI strip

Charts and breakdowns

• Open by stage — one bar per pipeline stage, split between open and overdue.

• Reviewer workload — one bar per reviewer, split between open and overdue. Each reviewer shows their 30-day SLA compliance badge.

• Lifecycle distribution — a bar per status (Monitoring through Lost) showing where everything is right now.

• Weekly trend — approvals vs rejections across the last 8 weeks.

• Rejection reasons — distribution of rejection categories over the last 30 days. Good for spotting patterns like "we keep rejecting for X, fix the upstream."

Empty states render when there's no data (no open items, no assigned reviewers in your territory).

Admin settings

Settings → Organization → Qualification — Owners and Admins only.

Qualification is always on for every organization — there is no enable/disable toggle. Each org starts with a default Sales Review stage and a default Executor config (any role, 7-day SLA).

Pipeline stages (max 5, review only)

Every org has at least one review stage. Up to 5 review stages total. The "outreach" step that runs after approval isn't a stage — it's configured org-wide on the Executor card below (see next section).

You can pick a preset to bootstrap a multi-stage pipeline (top-right "Use preset" dropdown):

• Single Review — Sales Review (any role, 3d).

• BDR → AE — BDR Review (BDR, 3d) → AE Approval (AE, 5d).

• BDR → AE → Director — BDR (2d) → AE Sign-off (3d) → Director Sign-off (3d).

Picking a preset replaces your current stages (with a confirmation dialog). The Executor config is left untouched.

Each stage has:

Review stages can be reordered by dragging. You cannot delete the only remaining stage — every pipeline keeps ≥ 1 review stage at all times.

When a reviewer approves at the last review stage, the opportunity becomes Approved, the executor (configured below) is auto-assigned with the executor SLA, and the opp surfaces in their My Tasks as "Start outreach".

Executor

After the final review approval, the opportunity is auto-assigned to your org-wide Executor for outreach. The Executor card sits below Pipeline Stages.

What changes when you edit stages

Adding, removing, reordering, or changing a stage's sales role re-shuffles existing in-review opportunities to match the new setup:

• Each opportunity moves to the first stage it hasn't been reviewed at yet.

• If you insert a new stage before existing ones, opportunities that already cleared that point go back for review at the new stage.

• If you delete a stage, its current occupants move to the next appropriate stage.

• Reviewers are reassigned to match the new sales roles.

Approved / In Execution opportunities are unaffected by stage edits — they're not tied to a stage anymore. Changing Executor roles does trigger a background reflow for Approved opps so executors whose role no longer matches get reassigned (the new rule applies to work that hasn't kicked off yet). In Execution opps stay sticky — outreach is already underway and we never interrupt it. See Sticky executor rule.

While this re-shuffle is running, review actions (advance, reject, reassign) are briefly paused so changes don't collide.

Thresholds

Permissions

Reflow behaviour

Controls how Rembrandt handles existing reviewer assignments when something changes (settings, roles, members, territory). Two admin-facing toggles plus a one-shot rebalance button.

The "Accounts without a configured territory" behaviour from Reviewer assignment rule 4 is not a setting — it follows automatically from whether any territory rows exist in the org.

How useful is Rebalance for my setup?

How much work the Rebalance now… button actually does depends on how your accounts are split across reviewers. The dialog detects your setup automatically and shows a hint at the top of the confirmation screen, but here's the full picture:

The detection groups your territory by (account, sales role), so a typical setup with one BDR plus one AE plus one Director per account is correctly labelled One-to-one per role even though it has three distinct users on each account — what counts is whether any single role pool has multiple active members on the same account. A rep linked to one account through multiple emails still counts as one candidate; archived or disabled members are excluded.

When the detection lands on One reviewer per role on every account AND there are no manual reassignments to clear, the Rebalance now submit button is disabled — the run would land on the current reviewer for every opportunity, so we block the click instead of enqueueing an orchestrator job that produces only "no change" audit entries. Tick "Also clear manual reassignments" (when manual picks exist) to re-enable the submit; the disabled state lifts as soon as the run has at least one productive thing to do.

Coverage warnings

When you save settings, Rembrandt checks whether your team and territories actually cover every stage. Two warnings can appear — neither blocks the save, but both point at gaps you'll want to fix:

1. Missing role — "No active member with role 'AE' exists — stage 'AE Review' cannot assign reviewers." Fix in Settings → Members by assigning the correct sales role.

2. Missing company coverage — "12 companies have no AE assigned — auto-assignment for 'AE Review' may not work." Fix by editing the affected accounts and adding a user with the correct role.

Playbook and solutions

The Execution Planner uses your solution's Playbook for personas, outreach templates, and messaging preferences. Keep it fresh:

• Personas and buying units — define role types (Problem Owner, Sponsor, Economic Buyer, Influencer) and typical job titles per industry or solution.

• Outreach templates — reusable message frameworks per channel. Step 3 lets the rep select one.

• Messaging preferences — tone, style, positioning, forbidden words. All feed into AI copy generation.

If you edit the Playbook after a plan exists:

• After Step 1 — Rembrandt suggests retrying persona identification (role definitions may have changed).

• After Step 3 — Rembrandt suggests regenerating copy (templates or preferences may have changed).

Dialogs and popovers reference

Small overlays used throughout the flow.

Preview drawer (Opportunity Viewer)

Opens when you click a company name in any list. Closes by clicking the × or outside the drawer. Tabs: Overview, Signal Matches, History, Feedback, Execution Plans (preview — disabled until the opportunity is Approved or further along, same rule as the detail page's Execution tab). Footer: Advance / Reject (for In Review rows you're assigned to), Go To Detail Page, Close.

Reject dialog

• Reason dropdown (required).

• Comment textarea (required, up to 500 characters).

• When reason is Timing not right: a date picker appears (default 30 days from now).

• Submit button: Reject opportunity.

Reassign dialog

• Opened from the ⋯ menu next to the assignee name on any pipeline row, My Tasks row, or the opportunity detail page.

• Title is Reassign reviewer for In Review opps and Reassign executor for Approved / In Execution / Executed (post-approval seat is the rep owning outreach).

• Header reminds you which role list applies, e.g. "Handled by BDR or AE" (review stage) or "Executors must be BDR or AE or higher" (executor seat under Seniority).

• Candidate picker — filtered server-side by the same three gates the mutation enforces (active member + sales role + territory). See Reassigning for the full rule.

• For In Review opportunities: filtered by the current stage's required sales role.

• For Approved / In Execution / Executed opportunities: filtered by the org-wide Executor roles.

• "Any role" / empty role list — Off mode shows every active member in territory (including those without a sales role); Role match / Seniority show every active member in territory with a sales role assigned (members without a role can never override under those modes).

• Each candidate row shows their name and sales role badge.

• Empty state explains why nobody matched (the active role list and an "or higher" suffix when Seniority is on) and links to Organization Settings → Members so you can assign the right role.

• Submit button: Reassign (or Assign when no one currently holds the seat).

Reset opportunity dialog

• Admin / Owner only. Opened from the ⋯ menu on the Review Status card on the opportunity detail page.

• Target picker: Reset to Monitoring or Reset to In Review (Stage 1).

• Optional reviewer picker (only when target = Stage 1). Leave empty to let Rembrandt auto-assign; pick someone to pin them (subject to Stage 1 role eligibility).

• Optional Reason textarea (up to 500 characters) — shown on the audit timeline so future reviewers understand why the reset happened.

• Clear warning that scoring / evidence / history are preserved, but lifecycle state is wiped.

• Submit button: Reset opportunity.

Convert dialog

• Simple confirmation: "Mark as converted?"

• Explains: "This is terminal — the opportunity will be handed off to your sales cycle."

• Submit button: Mark Converted.

Mark as Lost dialog

• Optional reason textarea (up to 500 characters). Examples: "No response after 4 touches", "Competitor selected", "Changed role".

• Submit button: Mark as Lost.

Undo rejection dialog

• Confirmation. The opp returns to In Review at the same stage it was rejected on.

• By default the original rejector gets the opp back (they already have context from the rejection). If they've left the org or no longer hold a role that fits the stage, the normal auto-assign cascade picks a new reviewer and a Reassign dialog opens so you can override.

Resurfaced indicator popover

• Triggered by the Resurfaced × N badge on any opportunity row.

• Lists each prior rejection: category badge, comment, rejected at / resurfaced at timestamps.

• Informational only — no actions.

Edit view / columns dialogs (accounts list)

• Available columns grouped by scope (Account, Opportunity).

• Drag to reorder "In your view".

• Toggle visibility per column.

• Reset to defaults button.

Glossary

Troubleshooting and FAQ

Why isn't my opportunity moving from Monitoring to In Review?

Check (in order):

1. Does the conviction score meet the minimum threshold set in Qualification settings?

2. Is the opportunity in an Open state? Closed-out opportunities are not promoted into review.

3. Did an admin just change the pipeline stages or threshold? Review actions are briefly paused while the existing opportunities re-shuffle — retry after a minute.

An opportunity I had In Review went back to Monitoring on its own — what happened?

Its conviction score dropped back below your organization's threshold before anyone started reviewing it, so it was sent back to Monitoring automatically. If new evidence pushes the score back up later, it will return to In Review. Opportunities where a reviewer already started a stage review are never demoted this way — they stay with the reviewer.

The Pipeline tab shows zero in-review but my opportunity is in review somewhere.

The Pipeline tab is territory-scoped — it only shows opportunities for accounts you're assigned to. Check Settings → Members to see your account assignments, or ask an admin.

The Execution tab is disabled, but I want to start a plan.

The tab unlocks only from Approved onwards. If the opportunity is still in review, advance it through its stages first. If you're sure it should be approved but isn't, check the Audit Trail on the Qualification tab.

I clicked Advance but the opportunity is still showing Stage 1.

Reload the page. If the status still looks wrong, open the Audit Trail — your advance may have failed because an admin was changing the stage setup at the same moment, which briefly pauses review actions. Retry.

The override buttons are greyed out.

Three possible reasons:

• The opportunity is in a status that can't be acted on (Approved, Rejected, or anything after that). Action buttons are only active when the opportunity is In Review.

• The active Sales-role permission mode is Role match and your sales role isn't in the stage's required-roles list (or Seniority and you don't outrank the stage).

• You're not in the account's territory. Territory is enforced in every mode, including Off — even a Sales Director only sees action buttons for accounts they're assigned to.

The Resurfaced indicator shows × 1 but I've rejected this opportunity multiple times.

Each rejection creates a separate record, but the × N badge only counts rejections that actually resulted in a resurface. If you rejected three times but only two of those resurfaced, × 2 is correct. The third rejection is still visible in the Audit Trail.

The action buttons get clipped on narrow screens.

Scroll the table horizontally — the right edge contains the full-width buttons. On wide screens the whole table fits without scrolling.

An opportunity sits at "Stage 1: BDR Review" but the reviewer field is empty.

That's the unassigned queue. Auto-assignment couldn't find an eligible member (no one with the required sales role has that company in their territory, and no fallback match). Either reassign manually from the row, or fix the coverage gap in Settings → Members by giving someone the right sales role.

I can see Execution Plans listed but "Create Plan" is disabled.

Conviction score must be 4 or higher to create a plan.

Who do I contact for help?

• In-app: the Copilot on any Execution Plan step can answer flow questions.

• Email: support@rembrandtagents.com.

• Docs: Troubleshooting Guide · Getting Started.

Related docs

• Features overview

• Signals and intelligence

• Organization management