Stage Assist, and automatic stage moves
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Coming soon. Stage Assist is not open yet. Settings → Stage Assist shows Soon beside its name and opens a page saying Stage Assist is coming soon, for everyone, owners included. Nothing is read or sent, and deals show no Review button. This page describes Stage Assist as it will work once it is released.
Stage Assist reads new emails and notes and keeps your pipeline stages up to date. It runs on its own in the background — there is nothing to start.
This is the one place the product changes your data rather than only reading it, so it is worth understanding exactly when it acts and when it defers.
What Stage Assist reads
Emails you receive in a connected mailbox, once they are logged against a contact. Three things it deliberately does not read:
- Emails you send
- Anything older than three days when a mailbox first syncs, so connecting a mailbox does not replay months of old news as though it were new
- Emails brought in by a history import, for the same reason
Notes, calls and meetings logged on any record, whether typed into the composer or added through the API.
What it does with each one
First it looks for a deal: any record or list entry with a stage field that is the person's own record, linked to it, or one step further. A contact's company's opportunity counts.
If there is no deal, Stage Assist stops, and no AI is used at all. Most emails end here.
If it finds deals — up to six, nearest first — it asks three fixed questions of each: is this about this deal, does it show the deal has moved, and which stage should it be in now. It answers with a stage and a confidence from 0 to 100%.
When it moves something, and when it does not
| What happens | |
|---|---|
| 85% or more, moving forward | Stage Assist moves the stage itself |
| Under 85% | Nothing moves. It waits for a person |
| Moving backwards | Nothing moves. It waits for a person |
| Closing a deal — Won, Lost, Closed, Passed, Dead, Declined, Dropped | Nothing moves. It waits for a person |
| Not about this deal, or no change | Nothing happens |
The shape of that is the point. Stage Assist only acts by itself on the confident, forward, non-final case. Anything that closes a deal or walks it backwards is always a person's decision, however sure Stage Assist is.
If somebody changes the stage while Stage Assist is reading, Stage Assist does not overwrite it. The suggestion goes to Review instead. A newer read replaces a suggestion still waiting.
When Stage Assist moved something
The record's Timeline shows a line marked AI:
Stage Assist moved Stage from Qualified to Diligence, 92% sure
with an Undo link.
To undo it: find that line and select Undo. The stage returns to where it was, you get a Moved back. message, and a new timeline line appears under your name.
Undo works once. It is refused, with an explanation, if the stage has changed again since, or if it was already undone.
Reviewing suggestions
When suggestions are waiting, a Review button with a count appears under the record's name. On a kanban board the card shows a yellow Review badge, and selecting it opens the record with the panel already open.
Select Review and each suggestion shows:
- the stage it would move from and to
- how sure Stage Assist is
- whether it Moves back
- where it came from, such as From a call note, or From an email with its subject
- Stage Assist's reason and the line it quoted
- where the stage is now, if it has moved since
Then choose:
- Move to [stage] — accepts it. The timeline records that you moved it after reviewing Stage Assist's suggestion, with the confidence
- Reject — dismisses it. Nothing moves
- Pick a different stage, then Move there — your judgement instead of Stage Assist's
The suggestion leaves the panel and the count drops. When none are left the Review button disappears.
Who sees what
Anyone who can see a record sees its Review button and suggestions. Accepting, rejecting and undoing need permission to write, so viewers can read the panel but not act on it.
A suggestion on a restricted record is visible only to people who can see that record.
Stage Assist's reason and quote come from the email or note it read, and follow that source's own permissions. If your firm's email visibility means you cannot read an email's body, you see the suggestion without its reasoning, and a note saying so. Stage Assist never becomes a way to read something you were not allowed to read.
Which stage it moves
An object or list can have more than one status field. Stage Assist moves only one: the field ticked Pipeline stage, or the first status field in the field order if none is ticked.
Any object can have a stage, not just Opportunities. Add a field of type status in object settings and Stage Assist will work with it.
Choosing its pipelines
Owners and admins can limit Stage Assist to some pipelines (objects or lists with a stage). Open Settings → Stage Assist, choose Only the pipelines ticked below under Pipelines, and untick the ones it should leave alone. A deal in an unticked pipeline is never sent to the AI and never moved. With Every pipeline, including ones added later selected, it may use all of them.
Seeing what it did
Settings → Stage Assist → Activity lists every email and note Stage Assist has read, newest first: what it read, and what it decided for each deal (moved, waiting for review, accepted, rejected, undone), or why it did nothing. Like everything else here, it shows only the emails and records you are allowed to open.
What you cannot do yet
- Change Stage Assist's questions, or the 85% threshold. Both are fixed.
- Turn Stage Assist off for one mailbox or one record. It is on or off for the whole firm, limited only by the pipelines chosen in Settings.
- Act on a suggestion from the Activity log. Open the deal and use its Review panel.
- The Undo link only disappears after a page reload. Selecting it twice says the move was already undone.
Next
- Back to The activity timeline