Step by step guide to creating custom pipeline stages in SureConnect for your B2B workflow

If you’re managing B2B deals or onboarding in a CRM, you know the default pipeline is rarely a perfect fit. Maybe you want to track things like technical reviews, legal checks, or customer training steps. That’s where custom pipeline stages in SureConnect come in.

This guide is for folks who want practical, no-nonsense steps to build a pipeline that actually matches how your business works—not just how some product manager thinks it should.

Let’s get into it.

Why bother with custom pipeline stages?

Before we dive in, let’s be clear: default pipelines are often too generic. If your team’s always skipping, renaming, or ignoring stages, your CRM’s not helping—it’s just extra work.

Custom pipeline stages let you:

  • Track what matters. Get real visibility into your process, not just “Qualified” or “Proposal Sent.”
  • Spot bottlenecks. If deals always stall in “Legal Review,” you know where to focus.
  • Keep the team honest. No more hand-waving about what “In Progress” actually means.

But don’t overcomplicate it. More stages = more friction. Only add what you’ll actually use.

Step 1: Map your real-world process (before you touch SureConnect)

Seriously, don’t skip this. It’s tempting to start clicking around, but if you don’t know what your actual process is, you’ll just recreate the same mess.

Do this first:

  • Grab a pen and paper (or a whiteboard).
  • Write out the stages a deal or workflow really goes through, from start to finish.
  • Talk to the people actually doing the work. What steps do they follow? Where do things get stuck?
  • List what you want to track. Is it approvals, tech checks, kickoff calls, or something else?

Pro tips:

  • 5–7 stages is usually plenty. If you’ve got 12, you’re probably overthinking it.
  • Name stages after actions or outcomes, not vague statuses. “Sent to Legal” beats “Pending.”

Step 2: Check your permissions

Not everyone can edit pipelines in SureConnect. If you’re not an admin or pipeline manager, you’ll hit a wall fast.

To check:

  • Go to your profile in SureConnect.
  • Under “Permissions” or “Role,” look for admin or pipeline editing rights.
  • If you can’t see the “Pipelines” or “Settings” menu, ask your admin to grant access.

If you have to wait for IT or an admin, use the time to finalize your stage list.

Step 3: Find your pipeline settings in SureConnect

Once you’re in SureConnect, the navigation is pretty straightforward—but it’s easy to get lost if you’re not in it every day.

How to get there:

  1. Log in to SureConnect.
  2. Click on the main menu (usually a sidebar or top nav).
  3. Look for “Pipelines,” “Workflow,” or sometimes “Deal Stages” (SureConnect likes to change names occasionally).
  4. Open the pipeline you want to customize—don’t create a new one unless you really need it.

Heads up:
If your company has several pipelines (e.g., Sales, Onboarding, Renewals), make sure you’re editing the right one. Changing the wrong pipeline will confuse everyone and you’ll get angry emails.

Step 4: Add, remove, or tweak stages

Here’s where the magic (or chaos) happens. Take your list from Step 1 and start aligning it with what’s in SureConnect.

To add a stage:

  1. Click “Add Stage” or the plus (+) button.
  2. Enter a clear, action-oriented name. (E.g., “Technical Review” or “Contract Signed”)
  3. Set the stage order by dragging it to the right spot.

To edit a stage:

  • Click the stage name.
  • Update the label, description, or color.
  • Save changes.

To remove a stage:

  • Hover over the stage.
  • Click the trash icon or “Delete.”
  • Confirm. (SureConnect usually warns you if data will be lost—read the warning!)

What works:

  • Short, unambiguous names.
  • A logical flow—don’t put “Closed Won” before “Proposal Sent.”
  • Limiting “miscellaneous” or “other” stages. They turn into junk drawers.

What doesn’t:

  • Overloading a stage with too many possible meanings.
  • Renaming default stages without telling your team. (People will keep using old terms.)
  • Making changes during peak hours. Update off-hours and warn your team.

Step 5: Add details, automations, and requirements (optional, but useful)

If you’re just getting started, keep it simple. But if you’re ready for more control, SureConnect lets you add:

  • Stage descriptions: Clarify when to use each stage. E.g., “Use ‘Technical Review’ only after the customer has signed the NDA.”
  • Required fields: Force users to fill certain fields before moving a deal forward. Good for compliance, but don’t go overboard.
  • Automations: Trigger emails, tasks, or notifications when a deal enters or leaves a stage. This can be powerful, but test carefully—bad automations annoy everyone.

Honest take:
Automations are great if they save real time. But if you’re just setting up reminders to check a box, people will ignore them. Start manual, layer on automation later.

Step 6: Save, test, and get feedback

Don’t assume you nailed it on the first try. Save your changes, then:

  • Test with dummy deals. Move a sample deal through each stage. Does it make sense? Any blockers?
  • Ask a couple of team members to try it. Did they get stuck? Are the stages clear?
  • Watch for bugs. Sometimes automations or required fields can break things in weird ways.

If something feels off, fix it. Better now than when you’ve got 100 deals mid-pipeline.

Step 7: Communicate the changes (really, don’t skip this)

Nothing tanks adoption like silent updates. Your team needs to know:

  • What changed and why.
  • What each stage means.
  • Who to ask if they have questions.

Tips:

  • Send a quick Slack or email summary.
  • Share a screenshot or cheat sheet.
  • Offer to walk through the new pipeline in your next team meeting.

You don’t need a fancy training session—just clear, direct info.

Step 8: Review and iterate (every few months)

No pipeline is perfect. After a few weeks or months:

  • Check which stages are always empty or always overloaded.
  • Ask the team: “Where do you get stuck? What’s not clear?”
  • Tweak as needed. Don’t be precious—pipelines evolve with your business.

Ignore:
Fancy dashboards or reports until your basic pipeline actually fits your process. Garbage in, garbage out.

Wrapping up

Custom pipeline stages in SureConnect aren’t about bells and whistles—they’re about making your workflow less painful and more useful. Start simple, use language your team actually speaks, and change what doesn’t work. You can always add more detail later, but clutter is way harder to clean up than it is to avoid.

Get your pipeline close enough, roll it out, and watch how real deals move through it. Iterate as you go. The best CRM process is the one your team actually uses.