Understanding stages
Stages serve multiple purposes:- Track progress — See where each deal stands
- Forecast revenue — Weight pipeline by stage probability
- Identify bottlenecks — Find where deals get stuck
- Standardize process — Ensure consistent sales methodology
Stage anatomy
Each stage has:| Property | Purpose |
|---|---|
| Name | Display label in Kanban |
| Key | Internal identifier (auto-generated) |
| Color | Visual identification |
| Order | Position in pipeline (left to right) |
| Default probability | Win likelihood at this stage |
| Visibility | Whether it shows in Kanban |
Configure stages
Access stage settings
1
Open Settings
Click your workspace name → Settings.
2
Find Pipelines
Navigate to Pipelines in settings.
3
Select pipeline
Choose the pipeline to configure.
4
View stages
See all stages for this pipeline.
Add a new stage
1
Click Add stage
Click + Add stage in the pipeline settings.
2
Enter name
Type a descriptive name for the stage.
3
Choose color
Select a color for visual identification.
4
Set probability
Enter the default win probability (0-100%).
5
Position
Drag to set the order in the pipeline.
6
Save
The stage is added to the pipeline.
Edit an existing stage
1
Find the stage
In pipeline settings, locate the stage.
2
Click to edit
Click on the stage name or edit icon.
3
Make changes
Update name, color, probability, or order.
4
Save
Changes apply to the pipeline immediately.
Reorder stages
1
Open pipeline settings
Navigate to the pipeline configuration.
2
Drag and drop
Drag stages to new positions.
3
Save order
The Kanban view reflects the new order.
Delete a stage
1
Find the stage
In pipeline settings, locate the stage to delete.
2
Click delete
Click the delete option on the stage.
3
Handle opportunities
Opportunities are moved to another stage (typically the first).
4
Confirm
The stage is removed.
You cannot delete all stages. At least one stage must remain in each pipeline.
Stage probabilities
How probabilities work
Each stage has a default probability representing the likelihood of winning deals at that stage:- New lead (10%) → Discovery (20%) → Qualified (40%) → Proposal (60%) → Closed won (100%)
Weighted pipeline value
Weighted value = Opportunity value × Probability| Opportunity | Value | Stage | Probability | Weighted value |
|---|---|---|---|---|
| Smith Family | $500K | Qualified | 40% | $200K |
| Jones Trust | $1M | Proposal | 60% | $600K |
| Total | $1.5M | $800K |
Opportunity vs stage probability
- Stage probability — Default for all opportunities in that stage
- Opportunity probability — Override set on specific opportunity
Stage colors
Colors help visually identify stages in the Kanban:| Color | Typical use |
|---|---|
| Blue | Early stages (Identified, Connected) |
| Yellow | Middle stages (Meeting, Qualified) |
| Orange | Late stages (Proposal, Reviewing) |
| Green | Closed won |
| Red | Closed lost |
| Gray | Archived |
Stage visibility
Hidden stages don’t appear in the Kanban but still exist:Why hide stages?
- Keep Kanban focused on active work
- Closed won/lost may not need columns
- Archived opportunities need a home
Show or hide a stage
1
Open pipeline settings
Navigate to the pipeline configuration.
2
Find the stage
Locate the stage to show/hide.
3
Toggle visibility
Turn Visible on or off.
Stage-based workflows
Stages can trigger automated workflows:- Stage changed — Trigger when opportunity moves to a stage
- Time in stage — Trigger after X days in a stage
- Closed won — Trigger conversion processes
Common stage patterns
Linear progression
Parallel tracks
Service-based
Best practices
- Match your reality — Stages should reflect how you actually work
- Keep it manageable — 5-7 stages usually sufficient
- Clear entry criteria — Define what qualifies a deal for each stage
- Exit criteria — Know when to move forward or mark lost
- Review regularly — Update stages based on actual sales patterns
- Consistent use — Ensure team moves deals through stages consistently