Deal Room Builder

How to use this page

1. 1

   Open a deal and review the setup checklist

   From Platform > Deals, click a deal card. The detail page shows the pipeline, company and contact fields, amount, sales rep, and the Build your room panel. The Room setup checklist tracks the welcome message, primary contact, shared resources, and agreement so you can see what is ready before sharing the room. Agreement counts as done once the agreement text is saved or the buyer has signed; a title alone does not count.

2. 2

   Choose a room template

   In Start with a template, choose Blank room, Sales proposal, Consultation recap, or Partnership plan. Click Use template to load the starting copy and sections. If the draft already has content or unsaved edits, confirm that you want to replace it. Applying a template changes the current draft only, so review it and click Save changes before the buyer view updates.

3. 3

   Write the welcome message

   Use the Welcome fields to edit the buyer-facing Headline and Message. Keep the opening focused on what the buyer will find in the room and what to do next.

4. 4

   Add and arrange room sections

   Under Room sections, choose Text section or Call to action, then click Add section. Edit each section title and body. Call-to-action sections also accept a button label and an https://, mailto:, or site-relative URL. Use the up and down controls to change order, the visibility checkbox to decide whether buyers see a section, and the trash button to remove one. A room supports up to 12 custom sections.

5. 5

   Choose the built-in panels to show

   In Show in this room, toggle Progress timeline, Your sales rep, Shared resources, and Agreement and signing. These settings control the corresponding buyer-facing panels while leaving the deal data available internally. The buyer's Progress timeline lists your open stages in order and one won stage as the finish line. Lost stages are never shown to buyers, and a deal in a lost stage shows no Progress at all, so a buyer never sees a won deal marked Lost. Signing or reaching a won stage ticks every step. A signed room keeps its agreement visible so the signed state and document remain available.

6. 6

   Save and preview the buyer view

   Click Save changes when the draft is ready. The button is disabled until the draft differs from the saved room, and a success or error toast confirms the result. While you have unsaved edits, a note under the buttons reads Unsaved changes. Your buyer and Preview room still show the last saved room until you save. Closing or reloading the tab with unsaved edits asks you to confirm first. Click Preview room at any time to open the tokenized client room in a new tab and check what the buyer will see before sharing it; save first if you want your latest edits included.

7. 7

   Manage the deal room details below the builder

   Use the Deal Room card to copy, open, or email the room link and edit the agreement title and text. Your buyer can sign only once the agreement text is filled in. After signing, the Agreement area shows the signed terms read-only, under the agreement title when one was saved; use Contracts to send new terms. SalesHive staff also see a Sales collateral card to copy, open or email SalesHive's Proof by Industry link on managed clients; client users and self-serve workspaces do not see it. Deal room contacts, Resources, and Timeline below let you maintain the people, shared links or files, and activity history that feed the room. Direct links to uploaded resources and signed PDFs require an active account with access to the owning client workspace, including for SalesHive staff. Buyer room links retain their separate sharing rules.

8. 8

   Add room contacts and shared resources

   In Deal room contacts (Contacts on some deals), type a Name, plus Email and Title if you have them, then select Add or press Enter in the name field. If the name is empty, the panel says Add a name to add this person. and moves you to the name field. In Resources, type a Title and a web address, then select Add link or press Enter. If the title is missing it says Add a title so your buyer knows what the link is. If the address is missing or is not a web address it explains what to enter, for example https://example.com/proposal. An address typed without https://, such as acme.com/proposal, is saved with https:// in front so it opens correctly in the buyer's room. Only web addresses (https:// or http://) can be shared; other kinds of links are refused. Where uploads are allowed, Upload file shares a file instead. A saved resource that is not a web address or uploaded file shows its title without a link.

9. 9

   Update an assigned lead as a sales rep

   In supported client workspaces, a teammate with the Sales Rep (assigned leads only) role can open only deals assigned to them. They can update the deal name, company and contact details, notes, amount, close date and stage, fill in custom properties, add contacts, log calls, emails and meetings, and add, edit or complete their own follow-ups. The Sales rep selector is locked because admins manage assignments. The room builder, Deal room panel, Resources, Contracts and Email buttons, Company record, Linked contacts, Video calls and Contact activity cards, the CRM history download and Manage properties are hidden, and contacts and logged entries cannot be removed. If a save reports that the lead changed or is no longer assigned to you, refresh the page; it may have been reassigned.

10. 10

    Log a call, email or meeting

    In Timeline, select Log activity. Choose Call, Email or Meeting. For a call, pick the Outcome and Direction and optionally enter Minutes. For an email, add a Subject (or notes). For a meeting, pick the Outcome. Set When it happened (it cannot be in the future) and add Notes. To plan the next step at the same time, tick Create a follow-up and fill in its title, Due date (three days out by default) and Owner. Then select Log call, Log email or Log meeting. The entry appears in Timeline with an icon, sorted by when it happened, and any follow-up appears in Follow-ups. Cancel closes the form without saving. To jot a quick line instead, type in Add a note and select Note.

11. 11

    Correct or delete a logged entry

    Each logged call, email or meeting in Timeline has an Edit (pencil) and a Delete (trash) button. Edit opens the same form filled in with the saved details; change what you need and select Save changes, or Cancel. The type cannot change, so a call stays a call. The entry keeps its original Logged by or Imported by attribution and adds Edited by. Imported entries also keep their Source, original activity ID and any Source author. Imported call and meeting subjects remain when you edit other details. Delete asks you to confirm, then removes the entry and its notes and leaves a short line in Timeline saying it was deleted. Notes, stage changes and other Timeline lines have no Edit or Delete buttons. When the same person makes the same change several times in a row, such as repeated deal room saves, Timeline shows it once with a count (for example 13 times) and the first and last time. Notes and logged calls, emails and meetings are always listed one by one.

12. 12

    Link the deal to a company record

    In the Company card, click Save as company to create a company record from the deal's Company text. If this client already has a company with the same website, or the same name (capitalization and a trailing period or comma do not matter), the deal links to that one instead. Or pick a company from Or link an existing company. Once linked, Company record shows the company name as a link to its page; the unlink icon beside it removes the link. Each action changes this deal only and adds a Timeline entry.

13. 13

    Manage linked contacts

    In Linked contacts, select Link contact or Search contacts, type at least 2 characters of a name, email or company, and select Link beside the right person. Matching email suggestions appear under Matches a contact on this deal. Repeat to add everyone involved. To add someone new, select Create contact, review the New contact fields, and select Create and link; a name or email is required. The first linked person becomes Primary. Select Make primary beside another linked person to change the recipient for the deal's Email button; the former primary stays linked. Unlink removes only that person's link after confirmation. If several people are linked, make someone else primary before unlinking the primary. Linking controls require Deals access for this client.

14. 14

    Open the deal's Video calls

    When a Video call is linked to this deal, such as a Prospect call created in Video with this deal selected, a Video calls panel appears below Timeline. It lists up to 20 calls, most recently held first. Select a call title to open its meeting page with the recording, transcript and shared notes when they exist. Under each title, one line says when the call was held, or Scheduled for and the time when it has not been held yet, in your own time zone, followed by its length for a held call and Hosted by with the host's name. A call without a title reads Untitled meeting. Select Open Video for the full Video workspace.

15. 15

    Review activity across linked contacts

    Below Timeline, Contact activity combines recent calls, sent and received emails, and meetings across linked contacts, newest first. Each entry links to the people involved; select a name to open their full contact history. Shared activity appears once with its contact names. Campaign email entries can show Opened, Clicked or Replied tags. If some history could not load, keep the visible entries and select Try again. Only history you are allowed to see is included.

16. 16

    Email the primary linked contact

    Select Email beside the deal name (it shows the contact's first name, such as Email Jordan), or Email in the Contact activity panel. A compose window opens with the primary linked contact already in To and your first sender mailbox in From. It is the same composer as on the contact page: change From if needed, add Cc or Bcc, pick a template, write the Subject and Message, choose a signature or Attach a file, then select Send. Minimize keeps the window while you work on the deal, and Full screen gives it more room (Escape or clicking outside shrinks it back). Close (X) keeps your work as a draft; Discard closes it and deletes the draft. After it sends, Contact activity reloads and shows the email.

17. 17

    Set or clear the amount

    In Details, enter Amount as zero or a positive value with up to two decimal places, such as 10000.50 or $10,000.50. Press Enter or leave the field to save. Empty the field and save to clear it; zero remains a saved value. Negative values, extra decimal places, malformed text and values above 9,999,999,999.99 show an error without changing the saved amount. Press Escape to discard an unsaved edit and restore the saved value. The field pauses editing while saving. If saving fails, your draft stays available to retry.

18. 18

    Set or clear the close date

    In Details, choose the date, then select Save close date. The field reads Expected close date while the deal is open and Close date once it sits in a won or lost stage, the date Deal Reports files it under. Empty the field and save to clear it. Wait for Close date saved before leaving. A failure reports Close date was not saved. Try again. This is a calendar date, not an appointment time. Saved date changes appear in activity history and on the pipeline board. Moving an open deal, or one with no stage, to a won or lost stage sets the close date to today, as the note under the stage list says. A buyer signature that moves an open deal to Won sets it to the signing day. You can change it after. Moving between won and lost, or reopening a deal, leaves the date alone. On narrow screens, details stack above the room builder.

19. 19

    Record why the deal was won or lost

    Click a won or lost stage in the stage list. When the deal comes from an open stage, no stage or the other outcome, a window asks why it was won or lost. Pick one of the suggested reasons (click it again to unselect), or type your own under Or type a reason, then select Save reason. Select Skip to leave it blank; the stage move is already saved. While the deal sits in a won or lost stage, Won reason or Lost reason shows under the stage list with Add reason or Edit. Edit opens the same window with Cancel instead of Skip; empty the field and select Clear reason to remove it. Each change adds a Timeline entry. Edit the reason list in the window opens Deal Stages. A lost stage set up to ask for a next touch (on Deal Stages) opens Close as lost before the move saves instead: choose a Loss reason, type an Explanation, pick Follow up with a date or No follow-up under Next touch, then select Confirm stage change. Cancel leaves the stage unchanged.

20. 20

    Add the next action

    In Follow-ups above the room builder, enter a short New follow-up title, choose a Due date and an active client team member as Owner, then select Add follow-up. The deal owner is preselected when available. Wait for Follow-up saved. Once a title is typed, a line under the form names what Add follow-up still needs, for example Choose a due date and an owner to add this follow-up (or to save changes when editing). This saves the task separately from the room builder and adds an activity entry. For Owner: Focus the selector and press Up or Down to open it. If a search field appears, type to narrow the choices, then press Up or Down to enter the options. Use Up/Down to move, Home/End to jump to the first/last option, and Enter or Space to choose. Escape closes only the menu without changing the value and returns focus to its button. Tab closes the menu and moves on.

21. 21

    Fill in custom properties

    The Properties section sits below Follow-ups and shows the custom fields set up for this client. Type in a Text or Number field and press Enter or click away to save; pick a Date or a Dropdown choice and it saves right away. Clear a field to remove its value. Each change adds a Timeline entry such as Set Budget to 5000. If there are no properties yet, select Add properties; Manage properties opens Deal Properties.

22. 22

    Reschedule or finish a follow-up

    Choose Edit / reschedule, adjust the title, owner or deadline, then select Save changes in the follow-up form. Cancel clears the form without saving. Complete marks an action finished. Choose Completed to find finished tasks and Reopen to return one to the open list. Refresh reloads saved tasks; if another person changed one, refresh and select it again before retrying.

23. 23

    Download this deal's history

    In Follow-ups above the room builder, open Download CRM history. Choose Deal activity, Follow-ups (open and completed), or Follow-up change history, then select Download CSV. The file covers this deal only. Follow-up date filters do not limit the download, and completed follow-ups are included. Times use UTC.

24. 24

    Track external document requirements

    In supported client workspaces, Document checklist appears below the deal properties. It counts received, outstanding and not-needed items, and lets you set each requirement to Not Requested, Requested, Received, Not Needed or Needs Updated Document. Add an optional restricted external folder link, then select Save link or Remove link; Use the folder-opening button to open the saved link in a new tab. The checklist tracks status only. Upload and review the actual documents in the external storage system. For these workspaces, the shared Resources area does not offer file uploads and points you to the checklist folder instead. Saves are guarded against concurrent edits. If the same status or folder link changed while you were saving, refresh before trying again. If a save cannot be confirmed, refresh the deal before retrying. At the bottom of the checklist, Document follow-up draft · Inactive plans reminder timing for this lead without sending anything; see the next step.

25. 25

    Plan document follow-up timing (inactive draft)

    In supported client workspaces, expand Document follow-up draft · Inactive at the bottom of the Document checklist, on the deal page or in the pipeline's document Review dialog. It plans reminder and rep escalation timing for this lead only. Nothing here sends a message, creates a task or starts an automation. Set Reminder after (days) and Rep escalation after (days) in whole days from 1 to 90, with escalation later than the reminder. Both periods start when an item becomes Requested or Needs Updated Document. The starting 3 and 7 days are examples for review, not approved rules. Tick Pause this lead for review to hold the lead, then select Save draft timing. The button is available once you change a value, or to save the starting values the first time. A successful save shows Draft saved. Follow-ups remain inactive. and adds a Timeline entry noting that no messages or tasks were scheduled. Under Timing preview, each Requested or Needs Updated Document item shows Waiting period, Reminder would be due, Escalation would be due or Date needs review, with its hypothetical reminder and rep escalation dates. Received and Not Needed items are excluded; the summary also counts items not yet requested and items whose status needs review. Follow-up holds lists why a follow-up would wait, such as a review pause, Do Not Contact, Pursue Again set to No, a missing disposition, no active pipeline stage, a missing or invalid merchant email or no assigned rep. It also reminds you that inbox replies are not connected to this preview, so check replies yourself. Before activation lists what must happen before any follow-up could run. Select Reload saved draft to refresh. Checklist edits and draft saves wait for each other to finish. If a save cannot be confirmed, or someone else changed the draft or lead, reload the saved draft before trying again.

26. 26

    Send a lead to Ringy

    In supported client workspaces, a Ringy card appears below the Document checklist and shows Connected or Not connected. To connect it, you need access to manage the company's connected apps: in Ringy, open Lead Vendors, edit the SalesHive vendor and open Integration Details, then enter its Lead vendor SID and Auth Token on the card, paste the vendor's lead field names one per line, and select Connect Ringy. The form marks the field names optional, but a lead can only be sent once the saved names cover Monthly Revenue, Vendor Reference ID, First Name, Last Name, DOB, State, Default Phone Number and Notes; until then the card names the missing ones. The keys are stored encrypted and never shown again. Saving sends no lead or text; the first lead you send confirms the keys. Without that access, the card asks you to have an admin connect it. Once connected, check the card first. Not supplied on this lead lists any of those fields that are empty on this lead; empty fields are not sent. Then select Send to Ringy. The confirmation lists every field and value that will be sent, plus Email and Company when the Ringy vendor maps them, and repeats what is not supplied. The values come from the deal: Monthly Revenue (sent as a plain number, such as 25000.50), the company or deal name, the contact or Owner 1 name, Owner 1 DOB, Business State, the first phone number (Phone 1, then the contact phone, then Owner 1 Mobile or Business Phone), Ringy Notes, and the contact email or Owner 1 Email. A lead imported from a reviewed spreadsheet uses that sheet's name, DOB, phone, notes and monthly revenue cells instead. In the Ringy vendor, a field named Monthly Revenue or Cost of Lead is recognized for Monthly Revenue. Confirm with Send to Ringy; nothing is sent until you do. Ringy may text the person right away, so only send people who agreed to hear from your company. Afterward the card shows Last sent with the time, who sent it and whether Ringy confirmed the lead, and Timeline gets an entry. The button then reads Send to Ringy again, and its confirmation warns that a repeat can create a duplicate in Ringy.

What the buttons do

Email (beside the deal name)

Opens a compose window addressed to the primary linked contact. It is unavailable when no contact is linked, the primary has no email, their emails are off, or no sender mailbox is set up. The note under the deal name explains the next step; when no contact is linked, its Go to Linked contacts link jumps to that panel. In workspaces that require the contact's assigned sender, it opens email on the contact page.

Preview room

Opens the tokenized public client room in a new tab so you can review the buyer view. It shows the last saved room, so unsaved edits do not appear until you click Save changes.

Save changes

Saves the current room draft, including its welcome copy, custom sections, ordering, visibility, and built-in panel toggles. Until you save, the Unsaved changes note shows and the buyer still sees the last saved room.

Use template

Loads the selected Blank room, Sales proposal, Consultation recap, or Partnership plan starting point into the current draft. It does not publish the changes; review the draft and click Save changes.

Add section

Adds a Text section or Call to action section to the custom content list.

Move section up / Move section down

Changes the order in which a custom section appears below the welcome message.

Remove section

Asks for confirmation, then removes the selected custom section from the draft.

Show this section to buyers

Controls whether the selected custom section is visible in the public room.

Show in this room toggles

Shows or hides the Progress timeline, Your sales rep, Shared resources, and Agreement and signing panels for buyers.

Copy / Open / Email room

Copies or opens the room URL. Copy reads Copied only when the link was copied; if your browser blocks copying, a message asks you to select the link in the box and copy it yourself. Email room opens your email app with the room link, addressed to the primary Deal room contact's email or the deal's Email field if none is saved.

Add (Deal room contacts)

Adds a person to the room contacts. A name is required; without one the panel says Add a name to add this person.

Add link / Upload file (Resources)

Add link shares a titled web address in the buyer's room, adding https:// when you leave it off and explaining what is missing or wrong. Upload file shares a file where uploads are allowed.

Save close date

Explicitly saves or clears Expected close date, labelled Close date on a won or lost deal. Disabled while saving or when unchanged. This is separate from the room builder Save changes button. Closing an open deal fills in today's date for you.

Add follow-up

Saves a follow-up with a required title of up to 300 characters, calendar due date and eligible client owner. Stays unavailable until all three are set; once a title is typed, a hint under the form names the missing due date or owner.

Edit / reschedule

Loads a task into the follow-up form. Save changes there saves its title, due date and owner.

Complete / Reopen

Changes whether the follow-up is open and records an activity entry.

Follow-up context

Under the title of a follow-up created when the deal was closed as lost. Expands the company, contact, loss reason, explanation and deal link saved with it.

Follow-up date filter / Refresh

Choose All open follow-ups, Due today or overdue, Due today, Overdue or Completed. Refresh reloads the list.

Video calls: call title / Open Video

Shown only when a Video call is linked to this deal and your login can open Video. A call title opens that meeting's page. Open Video opens the Video workspace for this client.

Email / Contact names / Try again

In Contact activity, Email addresses the primary linked contact. A person's name opens their contact page. Try again reloads history after a temporary or partial load failure.

Link contact / Search contacts / Create contact / Make primary / Unlink

In Linked contacts, search and Link add an existing person. Create contact opens the New contact form; Create and link saves and links it. Cancel or Escape closes the form or search and returns keyboard focus to the button that opened it. Make primary changes the deal Email recipient while keeping the former primary linked. Unlink removes only the association and keeps the contact and deal. Change the primary first when other people remain linked.

Save as company / Or link an existing company

Shown in the Company card when the deal has no company record. Save as company creates or reuses a record from the deal's company name and website; the dropdown links one of this client's existing companies.

Company record link / Unlink

The link opens the company page. Unlink removes this deal from the company; the company, the deal and its Company text stay.

Log activity

Opens a form in Timeline to record a call, email or meeting that already happened, with an optional Create a follow-up. It only records it: nothing is sent, called or booked.

Edit / Delete on a logged entry

Edit reopens a logged call, email or meeting in the form so you can correct it and select Save changes. Delete asks for confirmation, then removes the entry and its notes, leaving a short deleted line. This cannot be undone.

Properties fields / Manage properties

Each custom field saves on its own. A value the field cannot take, such as text in a Number field, is refused with a message and the saved value comes back. Manage properties opens Deal Properties.

Pipeline stage list

Click a stage to move the deal there; the move saves right away. Finished stages show a check, and the current stage is highlighted with its days in stage. While a change is saving, further clicks wait and keyboard focus stays on the stage you chose.

Add reason / Edit (under the stage list)

Shown only while the deal is in a won or lost stage. Opens the reason window to add, change or clear the won or lost reason. Reasons can be up to 200 characters.

Download CRM history / Download CSV

Opens the history type selector and downloads a CSV for this deal. Preparing CSV... disables repeat clicks while the file is being prepared. Screen filters do not narrow it.

Contracts

Below All deals, opens Contracts filtered to this deal. New contracts created there start linked to it; Templates shows reusable templates for the selected client.

Document checklist

Shows received, outstanding and not-needed counts and the status controls for each external document requirement in supported client workspaces.

Open external folder / Save link / Remove link

Opens the saved external folder, saves a new folder URL, or clears it. The folder keeps its own access rules and SalesHive does not read or store the documents there.

Document status

Sets one requirement to Not Requested, Requested, Received, Not Needed or Needs Updated Document. Each change is saved to the deal timeline.

Send to Ringy / Send to Ringy again / Connect Ringy

In supported client workspaces, Send to Ringy adds this lead to the company's Ringy account after you confirm the listed fields. Fields that are empty on the lead are named on the card and left out. The button is disabled while the card shows a problem, such as a missing or invalid first phone number or a field the Ringy vendor has not mapped. Connect Ringy saves the lead vendor SID, Auth Token and field names without sending anything.

Common questions