Missed appointments
Move to Discovery Call and show a No-show status. The discovery appointment still needs to happen.
19 first appear in the no-show stage, so this placement must not be read as evidence of a completed call.
HubSpot pipeline proposal / 08 September 2026
Keep the board.
Make the next step clearer.
A focused update to how missed appointments and stalled conversations appear in HubSpot, while keeping your familiar sales and installation stages.
This is a proposal for your feedback. No pipeline changes have been made as part of this proposal.
See the proposed change01 / The idea
Two useful facts. One deal.
A stage says where a sale has reached.
A status says what is holding it up.
Discovery Call
Illustrative deal
Missed discovery appointment No-showThe appointment still needs to happen. This does not mean the call was completed.
Create Solar Report
Illustrative deal
Solar report still being prepared StalledThe deal stays at its supported sales step, with the pause visible alongside it.
Illustration of the concept, not a live HubSpot screen. No customer records are shown. Exact card and view layout would be confirmed before rollout.
02 / The full picture
One familiar pipeline, from lead to installation.
We recommend keeping the existing board and its sales steps, including the installation columns. Detailed installation delivery and job costing would continue to live in Contractor Foreman.
The original engagement proposal named separate Sales and Install pipelines. We recommend this simpler structure for your agreement: one HubSpot deal, with coarse installation visibility, rather than a second deal to maintain. The Contractor Foreman integration work remains part of the plan.
15deals
New
59deals
Discovery Call
Includes 28 with No-show status
0deals
No-Show Discovery Call
Empty stage retained during transition
33deals
Power Bill Requested
Includes 1 with Stalled status
4deals
Proposal Stage – Stalled
4 stay until their position is confirmed
8deals
Create Solar Report
Includes 3 with Stalled status
77deals
Solar Report Presentation
Includes 1 with Stalled status
137deals
Post Solar Report Engagement
9deals
Site Visit
41deals
Post Site Visit Engagement
26deals
Applying for Funding
23deals
Closed Won
Already counts as won
1deals
Installation Scheduled
Already counts as won
76deals
Post Installation Engagement
Already counts as won
54deals
Closed Lost
Proposed count change Existing won stage563 deals in both views
Verified snapshot: 08 September 2026. Proposed counts depend on your agreement and a fresh check before any moves. These are stage totals, not new leads or improved conversion. Empty holding stages would be retained while their references are checked.
The installation deals already count as won. Those records can stay where they are. This proposal does not create new wins, duplicate installation deals, or rewrite their amounts and close dates.
03 / A bounded change
33 possible moves. Four held for confirmation.
Of the 37 deals in holding stages, 33 have a proposed treatment. Four would stay in place until their actual sales position is confirmed. This is a preview, not an instruction to move them.
Stalled, with earlier history
Restore the last recorded sales stage and show a Stalled status: one Power Bill Requested, three Create Solar Report, one Solar Report Presentation.
CRM history suggests a position. We would check that it reflects the real conversation before moving the deal.
Stalled, position unclear
Leave these in the existing stalled stage until their sales position is confirmed. We would bring you the specific exceptions.
No blanket move into a later proposal stage and no request for another full CRM cleanup.
530 deals keep their current stage in this first change.0 duplicate installation deals proposed.
04 / What this means for the team
A small change to the way a deal is updated.
For Jon and deal owners
Keep the sales step. Show the pause.
- After a missed discovery appointment, keep the deal at Discovery Call and select No-show.
- When a conversation genuinely pauses, select Stalled while keeping its supported sales stage.
- When the conversation resumes, is rebooked, or progresses, clear the old status during the same update.
- Use a view showing stage and status together. Surface existing follow-ups rather than generating duplicate tasks.
For Jordan
A clearer view of progress and exceptions.
- See how far a deal reached and whether it is paused, rather than combining those two facts in one column.
- Keep sales and installation visibility on the existing deal.
- Keep the distinction between a won sale and delivery progress. Moving into an installation column is not a second win.
- Review the exact operating change and responsibilities before rollout.
The tradeoff: one status to keep accurate.
This only earns its place if it is easier to use. The status would be one dropdown with No-show and Stalled. An empty field means no holding status is recorded, not that a deal is verified active. If the field is hard to see or regularly left stale, we should adjust the approach before extending it. Adding more automated reminders is not the proposed solution.
Viere prepares
Mappings, views, dependency checks, pilot, reconciliation and short operating instructions.
Boreal confirms
The real sales milestones, who records a committed sale, and the few ambiguous records.
Together we agree
The exact change set and timing, before anything moves.
05 / Customer protection
A cleaner board helps. Accurate customer status is essential.
The recent re-engagement campaign exposed a real gap: a customer already in installation could still look like a dormant prospect in HubSpot.
Changing a stage into a status, or adding another pipeline, would not by itself prevent that. We also need a reliable point at which a sale is recorded as committed and carried through the handoff.
Proposed outreach rule
Before considering someone for prospect re-engagement, check all of their associated deals and customer evidence. A dormant-looking deal must not override another won or installation deal for that person.
Keep existing exclusions and pre-send checks. Conflicting or unclear customer information should be held for review, not treated as permission to email.
These are design requirements. This proposal does not claim that every safeguard is already automated or that a live Contractor Foreman sync has been verified. Campaign eligibility, including Closed Lost deals, remains a separate decision.
06 / Details and boundaries
What stays, and what needs separate work.
The existing pipeline, retained stage names and deal records. The installation columns stay. Existing deal amounts and close dates are preserved. Contractor Foreman remains responsible for detailed delivery and job costing. This proposal does not introduce another installation record, bulk customer emails, or an extra automatic task ladder.
We would not rename Power Bill Requested to Bill Received, or Create Solar Report to Report Created. Those names would imply work had happened when the current stage does not prove it.
07 / How we would introduce it
Agree the design. Prove the small change. Then proceed.
Confirm the operating model
Your answers establish the pipeline structure, the committed-sale event and how holding deals should appear.
Prepare the exact change
Viere checks dependencies, confirms the live records and prepares a backup and restoration plan. We agree the timing before any edits.
Test a small, representative set
Control conflicting automations, test each mapping type, and verify that an unclear record stays untouched. Check the views with the team.
Move the agreed remainder
Reconcile counts and fields, confirm the result, then restore normal operation. Reporting or automation changes follow separately.
No rollout date is set. A design agreement is followed by an exact implementation plan, not an immediate bulk move. Restoring fields cannot erase stage-history entries or undo messages, so conflicting sends must be controlled before testing.
08 / Your input
Three decisions to make this fit how you work.
A short reply to David’s email is enough. Please correct anything here that does not reflect the real sales process.
1
Jon + Jordan / Structure
Keep one HubSpot pipeline?
Are you happy to retain the current pipeline and installation columns, with detailed delivery in Contractor Foreman, instead of creating the separate Sales and Install pipelines named in the engagement proposal?
Recommendation: keep one pipeline and continue the integration work.
2
Jon / Sales handoff
What makes a sale committed?
What event means the sale is committed, does the site visit happen before or after that point, and who records that confirmation in HubSpot?
We need your actual operating rule rather than an assumption based on column names.
3
Jon / Holding deals
Would stage plus status work for you?
Can we show missed appointments at Discovery Call with a No-show flag, and stalled deals at their supported earlier sales stage with a Stalled flag? The four without a clear earlier sales position would stay put until confirmed.
Recommendation: use the conservative mapping above and check the exceptions individually.
Your reply confirms the design direction.
We will confirm the exact changes and timing with you before anything moves. No extra CRM cleanup or long document response is requested.