Changing a room's stage
Every room has a stage — where the deal sits in your pipeline. Stages let you filter your dashboard, run pipeline reviews, and keep your team aligned.
Where stages come from
Stages are customizable per workspace — they reflect your pipeline, not a fixed set defined by Katalyz.
A new workspace ships with five default stages, each with a default progress weight and a flag marking the closed (terminal) stages:
Stage | Progress | Closed stage |
|---|---|---|
Not started | 0% | — |
In progress | 25% | — |
Late | 15% | — |
Closed | 100% | ✅ |
Archived | 0% | ✅ |
[SCREENSHOT: Stage options list with progress and Closed stage tags]
Renaming, reordering, recoloring, adding and removing stages is set up by our team with your admin rather than from a self-serve settings page — tell your account manager the pipeline you want and they'll configure it.
⚠️ Don't confuse a room's stage with its status (Draft, Active, Archived), which you pick when the room is created. The status is the room's own lifecycle; the stage is where the deal sits in your pipeline.
If you have a CRM integration (HubSpot, Salesforce) connected, stages can be imported from your CRM, so the available values always mirror the deal stages defined there. Once configured, stage changes sync both ways between Katalyz and the CRM.
Change a room's stage
- Open the room.
- In the left icon strip, open the Data tab.
- Pick the new stage from the Stage field's dropdown.
[SCREENSHOT: Data tab with the stage dropdown open]
Changes save immediately.
Who can change the stage
Changing a room's stage requires being an org member with a write role on the room:
- Org role: any (Admin, Pro, Basic) — being an org member is what matters; non-org members can't change stages.
- Room role: Owner or Editor. Commenters and Viewers cannot change stages.
(External participants — sometimes called "buyers" — are not org members and have no access to stage settings.)
Why it matters
Filtering
On your dashboard, filter rooms by stage to focus on what's active or to find stuck deals.
CRM sync
When a CRM is connected, stage changes in Katalyz propagate to the linked deal in HubSpot / Salesforce, and the reverse.
What changing a stage doesn't do
- Delete or archive the room
- Revoke participants' access (they still see the room)
- Change what buyers see
For access removal, see Removing a participant or Deleting a room.
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Updated on: 01/10/2026
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