Set Up Your ClosingDealz Workspace

Understand Organizations and Workspaces

An organization is the top-level account structure for a company or agency. A workspace contains the day-to-day sales data and configuration for one business, brand, team, or client.

Each workspace has its own leads, deals, activities, sales pipeline, forms, booking experiences, AI chatbot configuration, analytics, and team permissions. Agencies can use separate workspaces when client data and settings must remain isolated.

1. Invite Team Members

Add the people who need access and assign roles based on their responsibilities. Clear ownership makes lead, deal, and meeting assignments easier to understand.

Follow Inviting Team Members for the permission setup.

2. Define Lead Labels and Custom Fields

Create labels that reflect how your team groups leads, such as service line, territory, source, priority, or fit. Avoid ambiguous labels that different team members will interpret differently.

Add custom fields for information you need to capture consistently, such as budget range, project type, location, company size, or desired start date. These fields can also be used in forms and the AI chatbot.

3. Customize the Sales Pipeline

Configure stages that match the decisions and milestones in your real sales process. A service-business pipeline might use:

1. New opportunity
2. Discovery scheduled
3. Qualified
4. Proposal sent
5. Negotiation
6. Closed or lost

Use stage names that describe observable progress. See Customize Your Sales Process.

4. Configure Calendar and Meetings

Connect Google Calendar if you want busy events included in booking availability or selected calendar events represented as CRM activities. Configure weekly availability, notice, duration, buffers, holidays, and custom unavailable dates.

Connect Google Meet if meeting activities should include generated video links.

• Google Calendar integration
• Calendar Settings
• Google Meet integration

5. Configure Team Notifications

Connect Slack or Discord and choose the server, workspace, or channel that should receive notifications. Available notification types include lead generated with its source, form submitted, meeting scheduled, chatbot session started, deal created, deal closed, and deal lost.

Enable only the events a channel needs so important alerts remain noticeable.

6. Choose a Lead Capture Entry Point

You can use one or several entry points:

• AI chatbot: answer website questions, collect configured fields, offer meeting times, and store the conversation.
• Standard form: collect structured website enquiries.
• Lead-magnet form: provide a file after submission.
• Booking form: combine an available time selection with lead fields.
• API: create leads from your own integration.
• Import: bring in existing spreadsheet data.

Start with the entry point closest to your current website journey rather than publishing every option at once.

7. Test the Complete Workflow

Before sending production traffic:

1. Submit each form from the live domain.
2. Complete a chatbot conversation and verify captured fields.
3. Book a meeting that tests a connected-calendar conflict.
4. Confirm the lead source and assigned owner.
5. Verify enabled Slack or Discord notifications.
6. Move a test deal through the pipeline.
7. Check that analytics reflect the test activity.

Once the test records are verified, remove or label them so they do not distort future reporting.

Related Guides

• Create Website Lead Capture Forms
• Set Up an AI Chatbot
• Import Existing Leads