If you're stuck wrestling with a CRM that doesn't quite fit how your deals actually move, this one's for you. Maybe you're using Yamm (if not, here's what it is), and you want your pipeline to match your process—not the other way around. This guide walks you through how to set up custom pipeline stages in Yamm, so you can track deals without fighting the system every step of the way.
We'll cover the real steps, the gotchas, and where you can skip the fancy stuff. If you're a sales manager, founder, or just the person everyone expects to make sense of the CRM, read on.
Why bother with custom pipeline stages?
Let’s get honest: The default sales stages in most CRMs are cookie-cutter. “Qualified,” “Proposal Sent,” “Closed Won”—sure, these might work for some, but they rarely fit exactly. If you’re selling something with a quirky process (maybe you need technical review, or your deals hang out in “Legal” forever), you need more than the basics.
Custom pipeline stages let you:
- Map your CRM to reality (not wishful thinking)
- Spot bottlenecks where deals actually get stuck
- Get everyone on the team speaking the same language
But don’t overcomplicate it. More stages isn’t always better. The goal is clarity, not bureaucracy.
Step 1: Map out your real-world sales process
Before you click anything in Yamm, hit pause. The biggest mistake? Diving in and making up new stages on the fly. You’ll end up with a Frankenstein pipeline nobody understands.
Here’s what actually works:
- Grab a whiteboard (or a notebook, or a napkin).
- Write down every step your deals really go through. Don't just copy what the CRM says.
- Be specific. If you have a “Waiting on Tech Review” stage, write it down.
- Talk to your team—even if it’s just yourself wearing multiple hats. Where do deals usually get stuck? Where do you lose track of them?
- Don’t include fantasy stages (“Customer is super excited”)—stick to stuff that actually happens.
Pro tip: Less is more. If you have more than 7-8 stages, you’re probably splitting hairs.
Step 2: Log into Yamm and find your pipeline settings
Once you’ve mapped your stages, it’s time to get your hands dirty.
- Sign in to Yamm. Use your usual login. If you don’t have admin rights, you’ll need to ask someone who does (Yamm locks down pipeline editing to admins and sometimes team leads).
- Navigate to Pipelines. Usually, there’s a “Pipelines” or “Deals” tab in the main menu.
- Choose the pipeline you want to edit. If you’ve got multiple pipelines (e.g., for different teams or products), make sure you’re working in the right one.
- Look for pipeline settings. There’s often a gear icon or an “Edit Pipeline” button near the top right.
If you can’t find where to edit stages, check Yamm’s help docs or ping their support. Some CRMs hide this stuff in weird places.
Step 3: Add, remove, or rename pipeline stages
Now for the fun part—making Yamm fit you, not the other way around.
To add a new stage
- Click “Add Stage” or the plus (+) button. Name your stage something everyone will understand.
- Set the order. Drag and drop it where it belongs in the pipeline.
To rename a stage
- Find the stage you want to rename.
- Click the pencil icon or “Edit.”
- Give it a name that makes sense to your team. Avoid jargon or internal jokes—future-you will thank you.
To remove a stage
- Locate the stage.
- Hit the trash can or “Delete” button.
- Yamm might ask what happens to deals currently in that stage. Usually, you’ll need to move them to another stage first.
Pro tips
- Don’t add stages for the sake of it. Each new stage is another place deals can get forgotten.
- Name stages by action, not emotion. “Waiting for Contract” is better than “Fingers Crossed.”
- Keep the flow logical. The order should match how deals actually move—not how you wish they did.
Step 4: Set up stage details (optional, but helpful)
Some CRMs, including Yamm, let you add extra info to each stage:
- Probability: What’s the chance this stage turns into a win? Useful for forecasting, but don’t obsess over the number.
- Stage color: A little visual clarity can help, but don’t spend 20 minutes arguing about which shade of blue means “in progress.”
- Automatic reminders: Some stages can trigger reminders (like “Follow up in 3 days”). Set these up if your deals tend to stall.
Honestly: If you’re just getting started, don’t get lost in the weeds here. You can always tweak details later.
Step 5: Test your new pipeline
Before you unleash your new stages on the whole team (or yourself), run a few dummy deals through the pipeline:
- Create a fake deal and move it through each stage.
- Make sure nothing feels awkward or confusing.
- Double-check that reporting and filters still work with your new stages.
- If you spot something weird—like a stage that doesn’t make sense or a missing step—fix it now, not after you’ve got 50 deals in the system.
Pro tip: Ask a team member (or your future, sleep-deprived self) to try it out. If they’re confused, your customers probably will be too.
Step 6: Train your team (or yourself)
A new pipeline only works if everyone uses it the same way. Even if you’re a one-person show, write down what each stage means. This will save your sanity when you revisit deals three months from now.
- Share a quick guide. Bullet points, not a novel. “Stage 3: Waiting on Client Feedback = We’ve sent the proposal, just waiting for their reply.”
- Explain what not to do. For example, “Don’t move deals to ‘Closed Won’ until the contract is actually signed.”
- Encourage questions. If people are confused, your pipeline isn’t clear enough.
Step 7: Review and refine (seriously, do this)
No pipeline is perfect out of the gate. After a few weeks, look at where deals pile up or fall through the cracks.
- Are deals stuck in one stage forever? Maybe you need to split it up or clarify what happens there.
- Are people skipping stages or using them differently? Time to simplify or rename them.
- Is your reporting messy? Too many stages make it hard to see patterns.
Don’t be afraid to delete or merge stages. If nobody uses “Legal Review” because your customers never push back on contracts, kill it.
What to ignore (and what not to overthink)
A few things you can skip:
- Fancy automations. Unless you’ve got a huge team, automating every stage change just adds headaches.
- Probability down to the decimal point. “74.5% likely to close” is a fiction.
- Color-coding mania. If your pipeline looks like a bag of Skittles, you’ve gone too far.
Focus on clarity. The pipeline should help you see where deals are and what needs action—nothing more, nothing less.
Keep it simple and keep improving
Custom pipeline stages in Yamm can make tracking deals a lot less painful—if you do it thoughtfully. Start simple, get real feedback, and don’t be afraid to tweak your setup. Your future self (and your sales numbers) will thank you.