Overview
- Attach an opportunity to any contact and move it through your pipeline stages.
- Track value, win probability, source, expected close date, and an assigned owner per deal.
- Drag deal cards between stages on a Kanban board, or work them from a sortable table.
- Auto-fill probability from each stage’s default and override it per deal.
- Require a reason whenever a deal is marked lost, and keep it on the record for reporting.
- Add your own structured fields (custom fields) to capture whatever your sales process needs.
- Configure stages, sources, and custom fields once and apply them to every deal in the organization.
Deals, pipeline, and promotions
These three are easy to confuse, so keep them straight:- Deals (this page) are CRM opportunities. Each deal belongs to one contact and has a stage, value, source, and assigned owner.
- Pipeline is the page where deals live. It has two views of the same records: a Pipeline Kanban board grouped by stage, and a Deals table. There is no separate “Deals” item in the sidebar - both views sit under Marketing → Pipeline.
- Promotions are vouchers and discount codes you offer to members. They are unrelated to deals - if you are looking for “promo codes” or “discounts,” that is the page you want.
What is on a deal
- Contact - the prospect or member this deal is for. Required. Select an existing contact or create a new one inline (new contacts are created as leads). The deal is identified by its contact; there is no separate deal-name field.
- Stage - current position in the pipeline. Required. The picker shows each stage’s colour and flags Won and Lost stages.
- Source - where the lead came from (optional).
- Value - the monetary size of the opportunity, entered in your organization’s currency.
- Probability - chance of winning, 0-100%. Auto-filled from the stage’s default probability and overridable per deal.
- Expected close date - when you expect the deal to close.
- Assigned to - the team member responsible for working the deal. Defaults to you when you create it; you can pick another admin user or leave it Unassigned.
- Notes - free-form context.
- Close lost reason - required when you move the deal into a lost stage; stored on the deal and shown on its card.
- Custom fields - any extra fields you have configured (see Configuring deals).
Creating a deal
- Go to Marketing → Pipeline and click Add deal - or open a contact’s profile, go to the Deals tab, and add a deal there (the contact is pre-selected).
- Choose the contact: keep the Select existing toggle to search your contacts, or switch to Create to add a new contact (first name, last name, email) on the spot.
- Pick the starting stage (required). The deal’s probability fills in from that stage’s default; adjust it if needed.
- Fill in source, value, expected close date, assigned to, and notes as needed.
- Save.
Working the pipeline
Open Marketing → Pipeline and use the Pipeline / Deals toggle at the top to switch views:- Pipeline is the Kanban board. Each column is a stage (coloured by its stage colour) and shows a deal count and total value. Drag a deal card from one column to another to change its stage. When you drop a deal, its probability auto-updates to the new stage’s default probability. Click a card to edit the deal, or click an empty part of a column to add a deal that starts in that stage.
- Deals is a sortable table with columns for contact, stage, source, value, probability, expected close date, assigned owner, and created date - handy for bulk review. Clicking a row opens that contact’s profile on the Deals tab.
Closing won or lost
Every stage has a type: Open, Won, or Lost. When you move a deal:- To a Won stage - the deal closes as won and its value counts toward your won totals.
- To a Lost stage - you must enter a Close lost reason before the move is accepted. The reason is stored on the deal and shown on its card for later review.
Configuring deals
Pipeline configuration lives under Settings → CRM → Deals, split into three tabs.Stages
Stages are the columns on your pipeline board. For each stage you set:- Name and colour (the colour tints the board column and deal chips).
- Sort order - the left-to-right order of columns; reorder stages to match your process.
- Type - Open, Won, or Lost. Type drives closing behaviour (won totals, the mandatory lost reason).
- Default probability (0-100) - auto-applied to any deal that lands in this stage.
- Default - marks the stage new deals start in.
You cannot delete a stage that still has deals in it - move those deals to another stage first.
Sources
Sources are the lead-origin options you choose from when creating a deal. Each source has a name, an optional description, a colour, and a sort order. Use Reset to default to restore the standard set: Website, Referral, Cold Call, Social Media, Email Campaign, Trade Show, Advertisement, and Other.Fields (custom fields)
Add structured fields specific to your sales process. Each field has a name (internal key), a label (what staff see), a type, an optional placeholder and default value, and a required toggle. Available field types are text, textarea, number, email, phone, date, select, multi-select, checkbox, and radio. Configured fields appear on every deal’s edit dialog. Configure stages, sources, and fields once and they apply to every deal across the organization.Assignment and follow-up
Set an assigned to owner on each deal so it is clear who is responsible; it defaults to whoever creates the deal. Use the Deals table view to sort and scan by owner, stage, or expected close date, and to spot deals that are unassigned or drifting past their close date.Reporting
The Pipeline view shows four summary cards across the top:- Total deals - count of deals on the board.
- Total value - sum of all deal values.
- Average probability - mean win probability across deals.
- This month - deals created in the current calendar month.
Worked examples
Racket sports - membership upgrade. A padel member asks about switching to an unlimited plan. Create a deal on their contact, set the stage to Qualified, source to Referral, value to the annual plan price, and an expected close date two weeks out. As they commit, drag the card to Proposal Sent, then to Closed Won once they buy - the value lands in your won totals. Martial arts - corporate group inquiry. A local company wants a block of jiu-jitsu intro sessions for their team. Create the deal from the primary contact, set source to Website (they came through the contact form), and add a custom select field “Team size” so every corporate deal captures headcount consistently. Work it across your stages and record a Close lost reason if they go with a competitor. Pilates/Yoga - trial-to-membership. A reformer trial-goer is deciding on a package. Open the contact, add a deal at New Deal with a modest probability, and assign it to the instructor who ran the trial. Move it to Negotiation when they ask about pricing, and to Closed Won when they sign up. Gym/Fitness - reactivation. A lapsed strength member reaches out. Create a deal, tag the source as Email Campaign (they clicked a win-back email), and set a near-term expected close date so it surfaces in your follow-up queue.Tips and best practices
- Match your stages to how you actually sell. Rename, recolour, and reorder stages so the board mirrors your real process rather than a generic funnel.
- Set honest default probabilities. They power your average-probability card and give a quick read on pipeline health - keep later stages higher and closed-lost at 0%.
- Always capture a close lost reason. It is required on lost moves for a reason: the aggregated reasons tell you why deals slip away.
- Use custom fields for anything you filter or report on. A structured “Team size” or “Preferred sport” field beats burying the same detail in free-text notes.
- Assign every deal an owner. Unassigned deals are the ones that go quiet - the default-to-creator behaviour helps, but reassign when someone else takes over.
Troubleshooting
- “Cannot delete stage with existing deals.” The stage still has deals in it. Move those deals to another stage (drag them on the board or edit each deal), then delete the empty stage.
- A deal will not save without a lost reason. You moved it into a Lost-type stage; enter a Close lost reason to complete the move.
- Probability keeps changing when I move a deal. That is by design - dropping a deal into a stage applies that stage’s default probability. Override it on the deal afterward if you need a custom figure.
- I cannot find a “Deals” menu item. There is not one. Deals live under Marketing → Pipeline; use the Pipeline / Deals toggle to switch between the board and the table.
- My source or custom field is not in the dropdown. Add or re-activate it under Settings → CRM → Deals (Sources or Fields tab). Inactive entries do not appear when creating a deal.
Related
- Pipeline - the page that hosts the Kanban board and Deals table.
- Contacts - every deal is attached to a contact.
- Promotions - vouchers and discount codes (a different feature; not to be confused with deals).
- Marketing analytics - deeper reporting across marketing.