Set Up and Customize your Deal Pipelines and Deal Stages

The deal pipeline helps you visualize the sales process so you can predict revenue and identify roadblocks in the sales process. In your pipeline, deal stages signal to your sales team when an opportunity is close to closing.

You can create and edit deal pipelines and stages according to your team's needs if you have Edit property settings access.

Create a new deal pipeline

Adding pipelines to your account is possible if your account has more than one unique sales process. You should only use separate pipelines if your sales process has distinct stages that require different pipelines. Otherwise, you can use the same pipeline across multiple users and teams and manage access through user permissions. As an example:

• Several stages are involved in your business's online direct to consumer sales process, such as In cart, Closed Won, and Closed Lost. A wholesale sales process also involves more stages, such as scheduling appointments and negotiating contracts. It is recommended that you create separate pipelines for this scenario.

• You sell multiple brands through your HubSpot account, and each brand has its own team. All brands follow the same sales process and use the same stages. It is not recommended to create separate pipelines in this scenario. You can use the same pipeline and set Team only user permissions so each team can only access its own brand's deals (Professional and Enterprise).

In order to create a new deal pipeline, follow these steps:

• Click the settings icon in the top navigation bar of your HubSpot account.

• Navigate to Objects > Deals in the left sidebar menu.

• Click the Pipelines tab.

• Click the Select a pipeline dropdown menu, then select Create pipeline.

• Create a Pipeline by entering a name in the dialog box.

Learn how to edit deals in a pipeline once you've added them.

Edit or delete deal pipelines

You can also rename, reorder, manage access to, or delete deal pipelines.

• Click the settings icon in the top navigation bar of your HubSpot account.
• Navigate to Objects > Deals in the left sidebar menu.
• Navigate to the Pipelines tab.
• Choose a pipeline from the Select a pipeline dropdown menu.
• Click the code code icon to view the pipeline's internal name. Integrations and APIs use the internal name.
• Select one of the options from the Actions dropdown menu on the right:

• • Rename this pipeline: change the pipeline’s name. Enter the new name in the dialog box, then click Rename.
  • Reorder pipelines: change the order of your pipelines. By dragging the pipelines, you can move them to  new position, then click Save.
  • Manage access: manage which users can view and edit the pipeline.
  • Delete this pipeline: delete the pipeline. Click Delete pipeline in the dialog box to confirm. Deals cannot be deleted from a pipeline. Before you can delete a pipeline, you must delete or move deals to another pipeline.

• Select the pipeline properties that should be displayed on the board and board cards by clicking Customize board and card view.

• Using Customize deal tags, you can create and manage color-coded labels for categorizing deals (Sales Hub Starter, Professional, and Enterprise only).

• Click the Automate tab to customize pipeline automation settings.

• (Sales Hub Professional and Enterprise only) Click the Pipeline Rules tab to set up pipeline rules.

Add, edit, or delete deal stages in a pipeline

With HubSpot, you can track the progress of your ongoing deals by categorizing them according to deal stages. There is a probability associated with each deal stage that indicates the likelihood of that deal closing. In board view, the weighted amount is calculated by multiplying the total amount in each stage by the stage probability.

The HubSpot sales pipeline includes seven stages: Appointment scheduled (20%), Qualified to buy (40%), Presentation scheduled (60%), Decision maker bought-in (80%), Contract sent (90%), Closed won (100% Won), and Closed lost (0% Lost). Your Asset Marketplace provider account will also have a Marketplace Transactions deal pipeline with a Transactions and Refunded deal stage. 

Additionally, you can add your own stages or edit and delete existing ones. Pipeline stages can be customized as follows:

• On the top navigation bar, click the settings icon in your HubSpot account.

• Navigate to Objects > Deals in the left sidebar menu.

• Click the Pipelines tab.

• Select the pipeline to edit from the Select a pipeline dropdown menu.

• In order to add a new deal stage, follow these steps:

  • Click on + Add stage under the existing deal stages.

  • Click on the dropdown menu in the Deal probability column and select or enter a probability for the deal stage.

• Enter a new name in the text box after clicking the stage's name. 

• Drag the stage to a new position to reorder it.

• The internal name of a deal stage can be viewed by hovering over the stage and clicking the code code icon. Integrations and APIs use the internal name.

• Hover over a stage and click Delete to delete it. Deals in the stage you're deleting will need to be moved to another stage if they exist. You can bulk edit the Deal Stage property by navigating to the deals index page and selecting it in list view.

• In the Editing access column, click the dropdown menu, then select whether all users with deal access can edit, or only super admins (Professional and Enterprise).

• If you want to edit the properties shown when a deal moves to a certain stage, hover over the Update stage properties column and click Edit properties.

• Click Save in the bottom left corner when you're finished editing.

Customize properties shown in each deal stage

When manually moving a deal to a specific stage, you can also customize which deal properties are displayed to users. In order to customize deal stage properties, users must have the Edit property settings permission.

• Navigate to the pipeline you want to edit.
• Click Edit properties in the Conditional stage properties column in a stage's row.
• Select the checkboxes next to any new properties you want to display in the dialog box.

Deal stage properties with read-only values (such as score or calculation properties) cannot be used as deal stage properties, and will not appear as options. You can instead include these properties in the About this deal section.

• To require a value for a property, check the Required column (Starter, Professional, or Enterprise only). Users cannot create a deal in that stage unless they enter a value for a required property.
• Drag and drop the properties to reorder them.
• Click the X next to a selected property in the Selected Properties column to remove it.
• After selecting your properties, click Next. If you manually create a new deal in that stage or move an existing deal to that stage, the properties you've selected will appear automatically.

• Once you're done editing, click Save in the bottom left.

Manage access to deals by team or stage (Professional and Enterprise only)

You can update an individual user's access to deals regardless of your HubSpot subscription. In addition, if your account has a Sales Hub Professional or Enterprise subscription, you can also restrict editing access based on a user's team.

Assign access to deals based on team membership

Deal access can be configured so that users on a team can only access deals assigned to them or to other team members if your pipeline includes deals assigned to multiple teams. As a result, multiple teams can share a pipeline without affecting the deals assigned to them. 

• Click the settings icon in the top navigation bar of your HubSpot account.

• Navigate to Users & Teams in the left panel.

• The permissions of an individual user can be edited by clicking the name of the user in the desired team. You can edit the permissions of multiple users by selecting the checkboxes next to their names. If the users aren't yet on a team, learn how to create and add users to a team.

• Click Edit permissions.

• Navigate to the CRM tab in the right panel.

• In the Deals row, set the user's view permissions to Team only, then clear the Unassigned checkbox. Permissions for editing and deleting will be automatically updated.

• Click Save. The user(s) must log out and back in for the permissions to take effect.

Users can now only view, edit, or delete deals where they or another member of their team are the owner. Users on multiple teams can access deals assigned to any of their teams.

Restrict editing access for specific deal stages

Users with super admin permissions can choose whether deals are editable by all users with access to deals, only by specific users and teams, or only by other users with super admin permissions.

Once a deal enters a stage restricted to super admins or specific users and teams, only those users will be able to edit the deal or move it. The deal record can still be viewed by users with deal access, but changes cannot be made until an admin moves it to an editable stage.

A user's deal permissions determine whether they can edit deals at each stage based on the most restrictive setting. For example:

• Users who have the Edit permission for deals set to all deals, but are not allowed to edit deals in a stage, will not be able to edit deals there.

• Users who can edit deals in a stage but do not have Edit permissions for deals will not be able to edit deals in that stage.

• Users who can edit deals in a stage and whose Edit permission is set to owned only or team only can edit deals in that stage that they or their teams own, but not other deals.

• Click the settings icon in the top navigation bar of your HubSpot account.

• Navigate to Objects > Deals in the left sidebar menu.

• Click on the Pipelines tab.

• Select the pipeline to edit from the Select a pipeline dropdown menu.

• Click the Pipeline Rules tab.

• Activate the rule by clicking the toggle switch in the Control deal editing access row.

• Choose which stages will have limited editing access in the right panel, then choose who should have access: Only super admins or Specific users and teams.

• You can select which users and teams you will allow to edit deals in the selected stages by selecting the checkboxes under the Add a user or team dropdown menu.

• Click Save to confirm.