If you’re stuck with the default sales pipeline and it never quite matches how your deals really move, you’re not alone. This guide is for anyone who’s using Alignedup and wants their CRM to match how they actually sell, not how some software designer thinks they should.
We’re skipping the sales theory and getting right into making Alignedup work for you. Whether you’re a sales manager, founder, or someone who just got “volunteered” to fix your team’s workflow, you’ll find the real steps here, minus the fluff.
Why Custom Deal Stages Matter (and When You Shouldn’t Bother)
Custom deal stages let you track the real-life steps your deals go through. If your sales process is different from the standard “Lead > Contacted > Demo > Closed” setup, you need custom stages. They help your team stay on the same page, spot bottlenecks, and actually trust your pipeline reports.
But — and this is important — don’t overthink it. If your team’s small or you’re just getting started, the default stages can work fine. Add custom stages only when you know what’s missing or confusing in your current setup. Otherwise, you’ll spend more time tinkering than selling.
Step 1: Get Ready — Map Out Your Real Sales Process
Before you touch Alignedup, grab a pen and paper (or a whiteboard, or a napkin — whatever). Write down the actual steps your deals go through, start to finish. Not what’s in the software — what really happens.
- Talk to your team: Ask the folks who move deals along what steps they use. You’ll find out pretty quickly if “Demo” actually happens before “Proposal,” or if you need something like “Legal Review.”
- Keep it simple: Most teams overcomplicate this. Four to six stages is plenty for most businesses. You’re aiming for clarity, not a 20-step obstacle course.
- Watch for “junk drawer” stages: If you have a step called “Other” or “Miscellaneous,” it’s a sign things are too vague.
Pro tip: If you’re not sure about a stage, leave it out for now. You can always add it later once you’re sure it’s needed.
Step 2: Log In and Find the Deal Stages Settings
Let’s get into Alignedup. The exact menu names can shift when they update the UI, but the basics don’t change much.
- Log into your Alignedup account.
- Go to the main sidebar — usually on the left.
- Find “Settings.” It might be at the bottom or under your profile/avatar.
- Look for “Pipelines” or “Deal Stages.” Sometimes it’s called “Pipeline Settings,” “Stages,” or something similar. If you see “Deals,” you’re getting close.
- Click into your main pipeline. If you have more than one pipeline (like one for new business, one for renewals), pick the one you want to tweak.
Can’t find the right menu? Use the built-in search or help bar. Just type “deal stages” or “pipeline.” If you’re still stuck, Alignedup’s help docs aren’t bad, or you can ask their support chat. It’s not a failure to check.
Step 3: Review and Edit the Existing Stages
You’ll see a list of default stages. Now’s your chance to start shaping things.
- Rename what you need: Click on the stage names to edit them. Make them match your real-world process. “Initial Contact” might become “Qualify Lead,” for example.
- Delete anything useless: If a stage doesn’t fit, trash it. Less is more.
- Drag and drop to reorder: Most CRMs, including Alignedup, let you drag stages into the order you want. The order matters — deals move left to right, so make sure it matches your actual flow.
Heads up: If you already have deals in the pipeline, changing or deleting stages can move deals around or leave some in limbo. Double-check before you hit save. If in doubt, take a screenshot of the current setup for reference.
Step 4: Add New Custom Stages
Now, add the stages you wrote down earlier.
- Look for an “Add Stage” or “+ New Stage” button.
- Name each stage clearly. Use terms everyone on your team understands. Avoid jargon or inside jokes (no “Ninja Review”).
- Add a short description if possible. Some tools let you add a note to each stage. Use this to clarify what counts as “done” for that step.
- Save your changes after each stage. Some systems auto-save, but don’t rely on it.
What works:
- Short, action-based names (“Discovery Call,” “Proposal Sent”).
- A logical, step-by-step flow that matches reality.
What doesn’t:
- Too many stages. If you need a cheat sheet to remember what each one means, start over.
- Vague names like “Progressing” or “In Process.” These don’t help anyone.
Step 5: Fine-Tune and Set Stage Requirements (Optional)
Some teams want more control — like marking certain fields as required before a deal moves to the next stage.
- Look for “Stage Requirements” or “Exit Criteria.” Not every CRM has this, but if Alignedup does, you’ll find it in the same area where you add stages.
- Set must-have info. For example, before a deal can move to “Proposal Sent,” you might require a deal value or a contact email.
- Don’t overdo it. Forcing too much data entry slows people down and leads to fake info. Only set requirements that really matter.
Step 6: Test Your Pipeline
Once you’ve set up your stages, it’s tempting to call it done. Don’t. Test it with a real or sample deal.
- Move a deal through each stage. Does it make sense? Any missing steps?
- Ask a teammate to try it. Fresh eyes spot confusion you might miss.
- Check for snags. If someone’s stuck or guessing what to do, you need to tweak something.
If something feels off, fix it now. It’s easier to change things before your whole team starts using the new setup.
Step 7: Roll It Out to Your Team
Don’t just email the team a screenshot and hope for the best. Take five minutes to show them the new stages:
- Explain what’s changed and why. A quick screen share or Loom video goes a long way.
- Give examples. “A deal moves to ‘Proposal Sent’ after the client confirms budget, not before.”
- Ask for feedback. You’ll find out fast if something’s confusing or missing.
And if you’re a team of one? Great — skip this step and get back to selling.
What to Ignore (Unless You Love Busywork)
- Color-coding every single stage: Pick colors if it helps, but don’t spend an hour making it “perfect.”
- Custom icons or emojis: Fun, but usually just clutter.
- Too many automations: Automate only what saves you real time. Every extra rule is something else to fix later.
Honest Takes: What Works, What Doesn’t
- What works: Clear, simple stages that match what really happens. Fewer stages usually means fewer headaches.
- What doesn’t: Over-customizing for edge cases, or building a process you wish you had instead of what actually happens now.
- What to change later: If you find a stage is always empty, or deals keep skipping it, it’s probably unnecessary. Don’t be afraid to delete or rename stages down the line.
Keep It Simple — And Iterate
Setting up custom deal stages in Alignedup is all about making your sales pipeline reflect reality, not theory. Start simple. Get feedback. Fix what’s broken. Don’t aim for perfect — you’ll know it’s working when your team actually uses it, and you can trust what you see in your pipeline.
You can always tweak it as you go. The best pipelines are the ones that get updated as your real process changes, not just once a year when someone remembers.
Now — go make your CRM work for you, not the other way around.