If you're running sales through a spreadsheet, or you keep outgrowing the default pipeline in your CRM, you're not alone. Lots of teams need something more tailored than whatever out-of-the-box stages came with their software. This guide is for anyone who wants to actually control how their deals move through the sales process—without getting lost in tech jargon or endless configuration screens.
If you're using Getcompass, you can set up custom sales pipelines that fit your process, not someone else's. I'll walk you through how to do it, what to watch out for, and how to keep things from getting out of control.
Why bother with custom pipelines?
Before you start clicking around, ask yourself: do you actually need a custom pipeline? Here’s when it’s worth it:
- You have multiple sales processes (e.g., inbound vs. outbound, SMB vs. enterprise).
- The default stages don’t fit how your team really works.
- You want better reporting (and less confusion) by separating different deal types.
Don’t overcomplicate things. If your current pipeline is working, stick with it. But if you’re seeing bottlenecks, confusion, or “miscellaneous” deals piling up, it’s time.
Step 1: Map out your sales process first (on paper!)
Don’t touch Getcompass yet. Start with your actual sales process—whiteboard, sticky notes, Google Doc, whatever. Figure out:
- What really happens, not what you wish would happen.
- The key steps that every deal goes through (no more, no less).
- Where you lose deals or get stuck.
Pro tip: Involve the reps actually working the deals. Otherwise, you’ll end up with a “perfect” pipeline that no one uses.
Keep it simple. Five to seven stages is plenty for most teams. If you need more, make sure you’re not just adding busywork.
Step 2: Create a new sales pipeline in Getcompass
Alright, now you can log in.
- Go to Settings. In Getcompass, find the gear or main menu and look for “Pipelines” or “Sales Pipelines.”
- Click “Add Pipeline” or similar. The exact button changes as the product evolves, but you’re looking for the option to create a new pipeline.
- Name your pipeline. Use something your team will recognize, like “Enterprise Deals” or “Renewals.” Avoid names like “Test” or “V2.”
- Set pipeline visibility. Decide if everyone should see this pipeline, or just certain teams. If you’re not sure, start private—public pipelines get messy fast.
Heads up: Not all Getcompass plans support unlimited pipelines. Check your plan before building something your team can’t actually use.
Step 3: Add and organize your stages
This is where most people overthink it. Stick to what you mapped out earlier.
- Add your stages. Each stage should be a clear step, like “Qualified,” “Proposal Sent,” or “Negotiation.” Avoid vague stuff like “Working” or “In Progress.”
- Arrange the order. Drag and drop (or use the arrow buttons) to put stages in the right sequence.
- Set required fields or rules (if needed). Some teams like to require certain info (“Expected Close Date,” “Deal Size”) before moving a deal forward. Only do this if it actually helps.
What not to do: - Don’t add a stage for every little task (“Sent Follow-up Email”). That’s what tasks/notes are for. - Don’t try to fix process problems with more stages. If something’s broken, fix the process—not the pipeline.
Step 4: Set up automations—cautiously
Getcompass lets you automate some things, like triggering tasks or emails when a deal enters a stage. This sounds powerful, but it’s easy to overdo.
- Start with one or two automations only (e.g., assign a task when a deal hits “Proposal Sent”).
- Skip complicated branching logic unless your team is already used to automation tools.
- Review automations every month. What made sense at kickoff can become noise six weeks later.
Honest take: Most teams add way too many automations and then ignore them. If people start tuning out alerts, dial it back.
Step 5: Assign deals and start using the pipeline
Once your pipeline and stages are set, start moving real deals in:
- Bulk assign existing deals: Use Getcompass’s filters and bulk actions to move deals to your new pipeline if needed.
- Train your team: A quick screen-share or Loom video is usually enough. Don’t make this a formal training unless your pipeline is genuinely complex.
- Watch for confusion: In the first week, ask your team what’s unclear or annoying. Fix it fast—small tweaks early will save you a ton of headaches.
Step 6: Reporting and iterating
A custom pipeline is only useful if it gives you better visibility.
- Use Getcompass’s built-in pipeline reports, but don’t obsess over every chart.
- Look at where deals are stalling. Is it a process problem, or just a missing stage?
- If you see “junk” building up (deals not moving for weeks), add a “Closed - Lost” or “No Decision” stage and clear them out.
Don’t:
- Don’t create a dozen custom reports. Focus on the 1-2 metrics your team actually uses.
- Don’t let your pipeline become a graveyard for dead deals. Review and clean it up monthly.
What actually works (and what doesn’t)
Works: - Keeping pipelines and stages simple. - Making changes based on what your sales team actually does. - Regular check-ins to tweak the process.
Doesn’t: - Endless customization. You’ll end up spending more time managing your CRM than selling. - Automating everything. Too many rules leads to alert fatigue. - Setting and forgetting. Pipelines need attention, but not constant fiddling.
Ignore the hype about “AI-powered pipeline optimization” unless it’s solving a real pain for your team. Most of the time, basic process discipline beats fancy features.
Common pitfalls to avoid
- Creating pipelines for every “what if.” Stick to the main paths—if you need more than three or four pipelines, slow down and ask why.
- Using unclear stage names. If your team can’t explain a stage in plain language, rename it.
- Not involving sales in setup. If you build it alone, no one will use it.
- Letting old pipelines linger. Archive or delete anything the team’s not using.
Staying sane: Keep it simple and iterate
Don’t stress about getting your custom pipeline perfect on day one. The best systems are the ones people actually use—and tweak as they go. Start with the basics, pay attention to what’s working, and adjust when you hit real friction.
Remember, your sales pipeline should make your team’s life easier, not add extra work. Focus on clarity, not complexity, and you’ll get the most value out of Getcompass (or any CRM, to be honest). Happy selling.