Room types and stages let you structure your Deal Room workflows so that different processes - such as New Business, Renewal, or Onboarding - follow their own defined path. As an entity admin, you create the types, define the stages within each type, assign templates, and connect custom data fields.
The structure gives you consistent tracking of where each deal sits in its process, makes it possible to filter and report on rooms by type, stage, and custom data, and provides richer context for AI-powered features. Sales reps see only the templates relevant to the type they choose, and their rooms move through a consistent process without extra setup on their end.
How to set up room types and stages
All workflow configuration is managed in the Workflows settings section. Only entity admins can create and manage room types, stages, and custom data fields.
Step 1: Create room types
Go to the Workflows settings section.
In the Room Types section, create a new room type and give it a name (for example, New Business, Renewal, or Onboarding).
Save the room type.
You can create as many room types as your processes requires. Room types are optional - rooms can be created without one, and a type can be changed at any time.
Step 2: Add stages to each room type
Each room type has its own set of stages. Stages fall into two categories:
Ongoing stages: Active steps a deal moves through (for example, Initial meeting, Review).
End stages: Terminal states that signal deal completion (for example, Closed Won, Closed Lost).
Open the room type's settings in the Workflows section.
Add a stage, give it a name, and designate it as either an Ongoing or End stage.
Repeat to build out the full stage sequence for that type.
Save your changes.
There is no limit on the number of types or stages you can create. When a Deal Room is created, its stage is automatically set to the first ongoing stage of the assigned room type. Users can update a room's stage manually at any time, or stages can be updated via API and CRM integrations.
You can also assign a color to each stage to make it easy to spot in the Rooms list.
Step 3: Assign templates to room types
Assigning a template to a room type ensures that reps only see relevant templates when creating a room of that type.
Open the template you want to assign.
Go to the Advanced tab in the template settings.
Select the room type this template belongs to.
Save the template.
Note: Each template is assigned to a single room type. If no templates are assigned to a room type, no templates will appear when a rep tries to create a room of that type.
Step 4: Edit or archive existing types and stages
You can edit a room type or stage at any time from the Workflows settings section. To remove one that is no longer in use, archive it - archiving keeps the historical record intact while preventing the type or stage from being used in new rooms.
Note: Use Archive as the standard way to retire a type or stage. Use Delete only in extreme cases - for example, when you created a type or stage by mistake and it has not been used in any rooms yet.
Step 5: Connect custom data fields to room types
You can connect custom data fields to a room type to set granular metadata for rooms of that type. By setting a custom data field as required for a type, rooms of that type will have the fields mandatory to fill in when creating new ones - which keeps your data clean and consistent across the team.
Custom data fields can be used for granular filtering, reports, and to add better context for AI-powered features. Custom Data is now managed in the Workflows settings section.
How reps use room types and stages
Sales reps do not need to configure anything. When a rep creates a Deal Room, they select a room type and the template list automatically filters
to show only templates assigned to that type. The room's stage is set automatically to the first ongoing stage of the selected type. Reps can update a room's stage manually at any point - the primary way to do this is from the Rooms list, either per room or in bulk.
You can also change a room's type or stage from within the individual room's settings.
Every stage change is logged in the room's timeline, providing a full audit trail of deal progression.
Localisation
Translations for room types and stages are configured in a dedicated Localisation workflow at the end of setup, not while creating individual types or stages. GetAccept supports multiple languages - see Set your language in GetAccept for details on supported languages.
Each room type and stage also includes an API key for use in integrations and automations.
Limitations
No reporting at launch. Reporting on room types and stages is not part of this initial release. This feature lays the groundwork for future insights.
Templates are assigned a single type. A template cannot be assigned to multiple room types.
CRM stage synchronization via API and integrations is rolling out and may not be available for all integrations yet.
Admin-only configuration. Only entity admins can create and manage room types, stages, and custom data fields.
Availability
E-sign plan: Not included
Professional plan: Included
Enterprise plan: Included
Web trial: Included
Sales trial: Included