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.
Pro-tip: New entities created after this feature was released come with three room types available by default: Existing business, New business, and Onboarding, each with relevant stages and translations already in place. Entities created before the release will need to create their own types.
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 on creation, and can be updated manually by users or via API. Stages can also be updated via CRM integrations (rolling out).
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
Existing room types and stages can be edited or archived from the Workflows settings section.
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.
A custom data field type called Set values lets you define predefined selectable options (for example, CRM = HubSpot, Salesforce), so reps choose from a consistent list rather than typing free text.
Pro-tip: Only mark fields as required if they are known at the start of the deal. Fields discovered later should remain optional to avoid blocking room creation.
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 when the room is created. Reps can update a room's stage manually at any point from the Rooms list.
Every stage change is logged in the room's timeline, providing a full audit trail of deal progression.
Localisation
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.
Using workflows with HubSpot and Salesforce
Room types and stages are also available in HubSpot and Salesforce, so this information shows up directly in the CRM alongside your deal.
Stages can be updated manually in both HubSpot and Salesforce.
Types can be updated from Salesforce but not from HubSpot.
Editing via workflows is available in Salesforce at first release. The same capability will be handled using event sync for other integrations and will come at a later date.
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.
Frequently asked questions
Can a room type be changed after a Deal Room has been created?
Yes. You can change a room's type at any time after it has been created.
What happens if no templates are assigned to a room type?
No templates will be shown when creating a room of that type. Make sure each type you create has at least one template assigned.
Is stage history tracked?
Yes. All stage changes are logged in the room's timeline, giving you a full audit trail.
Can types and stages be used via API?
Yes. Each type and stage has an associated API key, which enables programmatic room creation with defined workflows and supports future automation via integrations and webhooks.
Availability
E-sign plan: Not included
Professional plan: Included
Enterprise plan: Included
Web trial: Included
Sales trial: Included