If you’ve landed here, you probably already use a CRM and are tired of wrestling with “one-size-fits-all” sales processes that don’t fit your team—or anyone’s, really. This guide is for sales managers, operations folks, and practical sales leaders who want to actually use their CRM as a tool, not a chore. Specifically, we’re going deep on how to customize sales process templates in Membrain, a CRM that bills itself as “process-focused” (which, for once, isn’t just marketing fluff).
Let’s cut through the noise and get your sales process working for your business—not someone else’s idea of what sales should look like.
Why Customizing Your Sales Process in Membrain Matters
Here’s the thing: Membrain comes with built-in sales process templates, but they’re just starting points. Every business has its quirks—your average deal size, who actually makes buying decisions, how long stuff drags on, and which steps are truly necessary (spoiler: “Send corporate brochure” rarely moves the needle).
Customizing your process template in Membrain isn’t just about checking a box. It’s about:
- Making your CRM reflect reality, not wishful thinking.
- Reducing busywork and confusion for your team.
- Actually helping reps focus on what moves deals forward.
If your team is ignoring the process, or working around it, that’s a sign it needs fixing. Let’s get into how.
Step 1: Audit Your Real-World Sales Process
Before you even open Membrain, figure out what your sales process actually looks like, not what you wish it was.
- Map it out on paper or a whiteboard first. What are the real stages? (Prospecting, Qualification, Proposal…)
- Ask your team: Where do deals get stuck? Where do people skip steps? What’s missing?
- Be brutally honest. Don’t include steps just because they “should” be there.
Pro Tip: If you’re not sure, look at a few recent deals—how did they really progress? This “forensics” work pays off when you build your template.
Step 2: Review Membrain’s Default Template
Open up Membrain and take a look at the default sales process template. You’ll find it under:
Main Menu > Processes > Sales Process Templates
- Walk through each stage and step. Does it match what you mapped out?
- Ignore “best practice” fluff. Stuff like “Send thank you note” or “Book demo” may not fit how you actually sell.
You’re not married to any of these steps—think of them as suggestions, not gospel.
Step 3: Clone or Create a New Template
You don’t want to wreck the default template, so:
- Clone the existing template as your starting point (Membrain makes this easy—just hit “Clone”).
- Or, create a new one from scratch if you’re feeling brave or your process is wildly different.
Why clone? It’s safer and you can always reference the original if you get lost.
Step 4: Customize Stages to Match Your Reality
This is where you start making Membrain work for you.
- Rename stages so they make sense to your team (“Discovery Call” instead of “Needs Analysis” if that’s your lingo).
- Add or remove stages — don’t keep “Proposal” if you never send formal proposals, for example.
- Order matters: Put stages in the real order deals move, even if it’s not what the books say.
What to skip: Don’t add stages just to impress someone in a meeting. If it happens once in a blue moon, leave it out.
Step 5: Fine-Tune Steps Within Each Stage
Inside each stage, Membrain lets you define “steps” or “activities” that reps should complete.
- Be practical. Only include steps that genuinely help move deals forward or are legally/compliance necessary.
- Use checklists, not worksheets. Keep steps short—think “Send pricing,” “Confirm decision maker,” not “Complete 12-page solution fit workbook.”
- Set required vs. optional steps. Some steps should be mandatory (e.g., “Get verbal agreement”), others are nice to have.
Reality check: If a step gets skipped every time, either make it optional or cut it. Don’t create process for process’s sake.
Step 6: Add Guidance and Resources—But Don’t Overdo It
Membrain lets you attach content, checklists, scripts, and even videos to each step or stage.
- Attach real-world resources: Sales scripts that actually work, example emails, or your price list.
- Skip the bloat: Don’t upload a “Sales Playbook” nobody reads. Focus on what reps actually ask for.
- Use field-level guidance for tricky steps: A quick note on how to handle common objections is way more useful than a wall of text.
Pro Tip: Ask your best rep what resources they use—or wish they had. Build from there.
Step 7: Set Up Automation (But Keep It Simple)
Membrain has some automation features—reminders, activity triggers, even integrations. Use these sparingly.
- Automate reminders for truly time-sensitive steps (like, “Follow up in 3 days”).
- Don’t over-automate: If every stage triggers six emails, your team will tune it out.
- Integrate with your other tools if it saves real time. But don’t force it—sometimes a manual nudge is better.
What to ignore: Complex branching logic or “if/then” rules for every little scenario. Start simple; you can always add more later.
Step 8: Test the Template With a Real Deal
Before you roll it out to the whole team:
- Run one or two deals through the process yourself.
- Ask a rep to try it on a current deal—see where it breaks or feels awkward.
- Fix what doesn’t work. If you’re skipping steps, so will everyone else.
Don’t rush this. A little time here saves a ton of hassle later.
Step 9: Roll It Out—And Get Feedback Fast
Once you’re happy with your customized template:
- Train the team—but keep it short. A 20-minute walkthrough is better than a two-hour seminar.
- Ask for feedback early—especially what’s confusing or annoying.
- Tweak as you go. No process is perfect out of the gate.
Warning: If your reps are quietly ignoring the new process, don’t blame them. The process might need another look.
Step 10: Keep It Alive (But Don’t Tinker for Fun)
Sales processes get stale. Set a reminder to review your template every 6–12 months, or if you change your offering.
- Watch for skipped steps and bottlenecks.
- Don’t change stuff just to look busy. Only tweak when there’s a real reason.
The best sales processes are invisible—they help, but don’t get in the way.
Honest Pros, Cons, and What to Ignore
What works: - Membrain’s process editor is pretty flexible and visual. - Attaching real resources at the right step beats generic “playbooks” every time. - Easy to test and iterate—no IT ticket needed for tweaks.
What doesn’t: - Too many required steps or over-automation = frustrated reps. - If your process is too generic, nobody will follow it. - Don’t try to map every possible deal path—keep it focused.
What to ignore: - Fancy analytics on day one. First, make sure people actually use the process. - “Best practice” steps that make your real deals slower. - Overly detailed stage names or jargon nobody uses.
Keep It Simple—and Iterate
You don’t need a perfect process on day one. Start with real-world steps, keep it as lean as possible, and watch how your team uses it. The power of Membrain is in making your sales workflow visible and easy—not in over-complicating things.
Remember: A process your team actually uses beats a “best practice” template every time. Build, test, listen, and improve. That’s it.