Pipeline stages represent the steps in your sales process. Each opportunity moves through stages from initial identification to close (won or lost).
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 |
Access stage settings
Open Settings
Click your workspace name → Settings.
Find Pipelines
Navigate to Pipelines in settings.
Select pipeline
Choose the pipeline to configure.
View stages
See all stages for this pipeline.
Add a new stage
Click Add stage
Click + Add stage in the pipeline settings.
Enter name
Type a descriptive name for the stage.
Choose color
Select a color for visual identification.
Set probability
Enter the default win probability (0-100%).
Position
Drag to set the order in the pipeline.
Save
The stage is added to the pipeline.
Edit an existing stage
Find the stage
In pipeline settings, locate the stage.
Click to edit
Click on the stage name or edit icon.
Make changes
Update name, color, probability, or order.
Save
Changes apply to the pipeline immediately.
Reorder stages
Open pipeline settings
Navigate to the pipeline configuration.
Drag and drop
Drag stages to new positions.
Save order
The Kanban view reflects the new order.
Delete a stage
Find the stage
In pipeline settings, locate the stage to delete.
Click delete
Click the delete option on the stage.
Handle opportunities
Opportunities are moved to another stage (typically the first).
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
If an opportunity has its own probability, it’s used instead of the stage default.
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
Open pipeline settings
Navigate to the pipeline configuration.
Find the stage
Locate the stage to show/hide.
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
Learn about workflows
Common stage patterns
Linear progression
Identified → Connected → Meeting → Qualified → Closed won/lost
Parallel tracks
Identified → Meeting scheduled ┬→ Qualified → Closed won/lost
└→ Nurture → (return to Meeting)
Service-based
Inquiry → Consultation → Proposal → Engagement → Closed won/lost
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
Next steps
