If your sales process looks nothing like the default setup in most CRMs, you’re not alone. Every team has its own quirks: different deal stages, approval steps, maybe a few too many cooks in the kitchen. The bad news? One-size-fits-all pipelines don’t fit anyone. The good news? Customizing pipelines in Introw is straightforward—if you know what actually matters and what’s just noise.
This guide walks you through customizing deal pipelines in Introw so your team isn’t stuck wrestling with someone else’s process. If you want your CRM to match how you actually sell, not just how Introw thinks you should, read on.
1. Decide What Your Pipeline Actually Needs
Before you start clicking around in Introw, stop and sketch out your real sales process. Yes, with a pen. Here’s why:
- Every sales team is different. The “standard” pipeline (e.g., Lead → Qualified → Proposal → Closed) might not fit how you work.
- Changing pipelines later is a pain. It’s easier to start with a rough plan than to migrate deals later.
Ask yourself (and your team): - What’s the first point a deal should enter the pipeline? - What specific steps does every deal go through before closing? - Are there steps that should be there but aren’t tracked now? - Which stages actually mean something to us, and which are just busywork?
Pro tip: Don’t add a stage for every possible scenario. The more stages, the slower your pipeline becomes. If you can’t define it in one sentence, you probably don’t need it.
2. Map Out Your Ideal Pipeline Stages
Now, write out your pipeline stages in order. Here’s what works in the real world:
- Keep it simple. Five to seven stages is plenty for most teams.
- Make stages actionable. Each stage should reflect a real change in deal status (not just “someone looked at it”).
- Avoid “dead zones.” Stages like “Waiting for Response” just create excuses for deals to sit and rot.
Example pipeline: - New Lead - Contacted - Discovery/Needs Analysis - Proposal Sent - Negotiation - Won/Lost
If you work in a niche (like agency, SaaS, or manufacturing), your stages might look a little different. That’s fine—just make sure everyone on your team agrees what each stage actually means.
3. Log in to Introw and Find the Pipeline Settings
Let’s get into Introw and make some changes:
- Sign in to your Introw account.
- In the left sidebar, find “Pipelines” (sometimes under “Settings” or “Deals”—Introw likes to tuck things away).
- Click into your default pipeline, or hit “Create Pipeline” if you want to start from scratch.
- You’ll see a list of stages—these are the default ones Introw set up.
If you can’t find pipeline settings, double-check your permissions. Some CRMs (including Introw) limit pipeline editing to admins or managers.
4. Edit, Add, or Remove Stages
Here’s where most teams mess up: they just rename the default stages and call it a day. Don’t do that. Take a minute to actually set things up the way you need.
To edit stages: - Click the stage name to rename it. - Drag stages to reorder them (Introw usually supports drag-and-drop). - To add a new stage, look for an “Add Stage” button—often at the end of the stage list. - To remove a stage, hover over it and look for a trash icon or “Delete” option.
What to ignore: “Advanced” options like color-coding, emoji, or custom icons. These are fun for a minute and then just clutter up the view.
Pro tip: Make the stage names obvious. If you have to explain what “In Process 2” means, you’re doing it wrong.
5. Set Up Stage Requirements (If You Actually Need Them)
Introw lets you make certain fields required at each stage—like deal size, expected close date, or assigned owner.
When to use this: - If deals are often missing info your team needs to move them forward. - If you want to force reps to log key data before they can move a deal.
When not to bother: - If it’s just management busywork. Don’t make every field required “just in case”—it slows people down and leads to fake data.
How to do it: - Click on a stage. - Look for “Required Fields” or “Stage Requirements.” - Tick the fields you want to be mandatory.
Keep requirements minimal—just what you’ll actually use to track or report on deals.
6. Customize Deal Fields (But Don’t Get Carried Away)
Introw lets you customize deal fields—notes, values, custom dropdowns, etc. Use this power wisely.
Smart uses: - Add a field for info you always need (e.g., product type, lead source). - Use dropdowns or picklists to keep data clean (instead of free-text fields).
What not to do: - Don’t add fields no one will fill out. - Don’t create fields “just in case.” You can always add more later; deleting them is annoying.
To add or edit fields: - Go to “Settings” > “Deal Fields” or similar. - Add, remove, or edit fields as needed. - Make sure they show up in your pipeline views.
Reality check: Most teams only use a handful of fields. If your pipeline looks like a tax form, you’ve gone too far.
7. Assign Owners and Permissions
If you have a small team, this might be overkill. But if you’re running a bigger shop:
- Assign pipeline ownership so reps see only the deals that matter to them.
- Set permissions so only managers can edit pipeline structure.
In Introw, look for “Permissions” or “Team Settings.” Make sure no one can accidentally delete your whole pipeline at 4pm on a Friday.
8. Test with a Real Deal (Don’t Skip This)
Before you unleash your new pipeline on the team:
- Create a fake deal and run it through every stage.
- Check that required fields pop up when they should.
- Make sure the pipeline makes sense in real life—not just in theory.
If something feels clunky, fix it now. It’s a lot easier to tweak things before your team starts using the pipeline for real deals.
9. Roll It Out—But Don’t Force-Feed
You’re ready to launch. Here’s what works (and what doesn’t):
Do: - Show the team the new pipeline. Walk through a deal together. - Explain why you made each stage and what goes where. - Ask for honest feedback after a week or two. People will spot stuff you missed.
Don’t: - Announce it in a long email and hope for the best. - Change things every few days. Let people get used to it, then adjust.
Pro tip: Expect resistance. No one loves change, but a pipeline that matches how your team actually works will save time in the long run.
10. Keep It Simple and Iterate
Here’s the real secret: you’ll never get your pipeline perfect on the first try. And that’s fine.
- Set a reminder to review your pipeline every quarter.
- Ruthlessly delete stages or fields that no one uses.
- Don’t be afraid to simplify—complicated pipelines rarely help close more deals.
The best pipeline is the one your team actually uses. If you find yourself explaining how to move a deal forward every week, it’s too complicated.
Bottom line: Customizing deal pipelines in Introw isn’t rocket science, but it does take a little planning. Start simple, launch quickly, and improve from there. Your sales team (and your future self) will thank you.