A manager enters a deal but doesn't know which stage it's on. A pipeline of 15 stages confuses, analytics shows zero forecasts, automation doesn't work. Typical situation after a boxed installation of Bitrix24. We configure deals for the real sales cycle—with well-thought-out stages, required fields, and robots. Our experience: 5+ years working with Bitrix24, over 30 CRM setup projects.
How to Avoid Chaos: Pipelines and Stages
Bitrix24 supports multiple pipelines (directions)—each with its own set of stages. This is useful for separating B2B and B2C, different products, or regions. Setup: CRM → Deals → the "⚙" button next to the pipeline → "Configure pipeline".
Stages. Each stage has a name (visible to the manager), a system identifier (STAGE_ID), a type (Successful, Failed, Normal), a closing probability (0-100%), and a color. A successful stage (e.g., "Closed. Paid") and failed stages (e.g., "Rejected", "Couldn't reach") are terminal—the deal doesn't move further.
Why Too Many Stages Is a Mistake?
15 stages instead of 5-7—managers stop differentiating them. Transition criteria blur, analytics lose meaning. Optimal: 5-8 stages with a clear transition rule. Example: "Qualification" → "Quote Sent" → "Negotiations" → "Approval" → "Payment".
Custom Fields: Only What's Needed
CRM → Settings → Custom Fields → Deals → "Add field". Types: string, number, date, list, checkbox, link, link to employee or entity. Fields get the name UF_CRM_*_XXXXX and are accessible in robots, reports, and the REST API for deals.
Don't create fields "just in case". Each required field without filling is friction for the manager. 5-7 well-designed fields are better than 30 half-empty ones.
How to Set Required Fields? Step by Step
- Go to CRM → Settings → Deal card.
- Select the stage where data control is required.
- In the "Required" field, choose "Required when changing stage".
- Specify the fields that must be filled: for example, "Deal amount" or "Next contact date".
- Save. When trying to move the deal, the manager will see a warning and cannot change the stage without filling.
How Robot Automation Saves Time?
Robots are tied to stages: when a deal enters stage X, action Y is performed. Typical robots: task to the responsible person, notification in chat, change of responsible person, start of a business process, sending an email/SMS, changing fields.
Triggers are the reverse logic: event → change of stage. For example: the client opened an email → the deal moves to the "Showed interest" stage. Or: invoice payment → stage "Paid". Automation reduces manual input by 40% and speeds up deal progression.
What Access Rights Are Optimal?
A deal is linked to a contact (CONTACT_ID), company (COMPANY_ID), lead. The card displays the history of activities: calls, emails, meetings. To configure rights: CRM → Settings → Access Rights → Deals. Basic matrix: role → operation → scope (own / department / all). Typical setup: manager sees only their own deals, head of department sees department deals, commercial director sees all. Without configuration, everyone sees everything, which violates confidentiality and provokes "interception" of clients.
| Role | Scope | Typical Operations |
|---|---|---|
| Manager | Only own | Read, edit |
| Department head | Department deals | Read, edit, delete |
| Commercial director | All deals | Full access |
What's Included in Deal Setup
Audit of the current pipeline, design of stages with criteria, configuration of custom fields, robots and triggers, access rights differentiation, training for managers, documentation, and final launch. Estimated time: 5–10 days depending on complexity. Cost is calculated individually. Contact us — we will evaluate your pipeline and offer a solution.
| Comparison | Typical pipeline | Optimized pipeline |
|---|---|---|
| Number of stages | 10–15 | 5–8 |
| Transition criteria | Blurred | Clear, fixed in card |
| Required fields | None or all | Only on key stages |
| Automation | Absent | Robots on each stage |
| Access rights | None or everyone sees all | Role matrix |
Case Study
One project: a company selling equipment. Original pipeline—13 stages, managers didn't update deals. After an audit, we reduced it to 6 stages, added the fields "Client type" and "Budget", configured robots to send quotes and reminders. After a month, conversion increased by 22%, revenue forecast became accurate. The result—deals stopped hanging, analytics started working. As stated in the Bitrix24 documentation, a properly configured pipeline increases forecast accuracy.
Checklist: Typical Mistakes in Deal Setup
- Too many stages (more than 10) - Lack of clear transition criteria - Required fields on all stages without distinction - Robots not tied to specific stages - Access rights not configured (everyone sees everything)Order turnkey deal setup — get a working CRM with a transparent pipeline and automation. Contact us for a free audit of your current pipeline.