Deal Dashboard and Sales Process

Purpose

Here is the shape of this SOP: every deal opens at Program Discovery, moves across the Deal Dashboard as we work it, and ends in a win or a loss. This article covers what happens at each stage, how to read the dashboard while you work it, and which pipeline a deal belongs in.

At a Glance

• Program Discovery is the opening stage of every deal. This is where we talk through a client's goals, challenges, budget, and how committed they are to training, before we invest more time chasing the conversation further.
• The Deal Dashboard is a drag and drop board. Moving a card to a new stage updates it right away, and each card shows the deal owner, the deal amount, and how recently we have been in contact with that client.
• The dashboard also surfaces last contact time and upcoming tasks per deal, so a glance at the board tells you who needs a touch today.
• Conversion rate and weighted total figures update automatically as a deal advances. A stage might show something like a 20 percent conversion rate against its total dollar value; weighted totals typically climb further along the pipeline, for example once an owner reservation is created and again once the deal is won.
• We run more than one pipeline. General sales covers boarding programs and group classes; day school has its own separate pipeline. Both track a client from first discovery through purchase and, for memberships, through renewal.
• Payments currently run through Gingr, not HubSpot. Deal amounts, invoices, and payment terms may eventually live fully inside HubSpot, but for now Gingr is the system of record for payment.

Steps

1. Open or confirm the deal at Program Discovery. Capture goals, challenges, budget, and training commitment in the deal notes so anyone who picks up the record later has the full picture.
2. Assess the deal honestly at this stage. Spotting insufficient budget, a lack of real interest, or an unwillingness to engage in training early is what keeps us from spending time and resources on a conversation that was never going anywhere.
3. Drag the deal card to the next stage as the conversation progresses. The dashboard updates deal owner, amount, and last contact time on its own; you do not need to update those fields by hand.
4. Read the upcoming tasks column alongside last contact time. Together they show which deals are waiting on a follow up and how long it has been since anyone reached out.
5. Read the weighted total as a planning number, not a guarantee. Treat a jump at owner reservation creation, or at the win stage, as an indicator that the deal is progressing, not as confirmation it is closed.
6. Select the correct pipeline when you open a new deal. General sales for boarding or group classes, day school for the day school program. Placing a deal in the wrong pipeline throws off everyone's reporting, not only yours.
7. Log the win reason once a deal closes. The reason for the win is captured at the win-and-check-in point.
8. Keep working the relationship after the deal closes. Schedule the client's actual first lessons or classes and handle any other post-commission tasks so the record stays accurate and the client's experience stays consistent.

Edge Cases / Troubleshooting

• The conversion rate or weighted total looks off for one deal. These are stage-level calculations that fluctuate as deals advance, not a verdict on one specific client.
• You are not sure which pipeline a deal belongs in. General sales covers boarding programs and group classes; day school has its own pipeline. The board is flexible enough to hold both, so the question is which one matches the program under discussion.
• The dashboard shows a contact frequency you did not expect. Contact frequency is one of the fields the board maintains on its own, and it is there to show how many client interactions a conversion actually took.

Vendor Reference

• Manage records in board view: HubSpot's walkthrough of the drag and drop board itself. HubSpot has since introduced an updated board view alongside the classic one, so confirm which version our portal is running before assuming the click paths here match what is on screen.
• Create deals: HubSpot's standard mechanics for opening a deal record.

Our pipeline names (general sales, day school), the Program Discovery stage, and running payments through Gingr instead of HubSpot are configuration choices specific to us, not something either linked page documents.

Who to Ask

Questions about which pipeline to use, or how to read a weighted total, go to your manager first. The pattern clicks once you have watched a handful of deals move through every stage of the board.

The earlier intake steps that open the contact and deal to begin with are covered under contact and deal intake. For how HubSpot automates follow-up once a deal is open, see Sequences and Workflows Overview.