iClosed Contact Stages provide a structured way to track, manage, and act on every lead as they move through your sales process. They represent the current status of a contact and help teams stay aligned on where each lead stands at any given moment.
In iClosed, Contact Stages are fully customizable and tightly integrated with Global Data, Smart Views, and booking workflows, making them a core building block for organizing leads, triggering actions, and preventing opportunities from slipping through the cracks.
Intro
Contact Stages section appears in the left-side menu of the 
Global Data as a dynamic variation of the Contacts view, where contacts are automatically grouped and filtered based on the Contact Stages you define in 
Settings → Tracking → Contact Stages.
Contact Stage Hierarchy
Contact Stages represent where a lead currently is in your sales workflow. Each contact can belong to one stage at a time, and all stages are grouped into three high-level categories:
Active
Won
Lost
This structure keeps your pipeline clear while allowing full flexibility inside each group.
Active Stages
Active stages are used for contacts that are still in progress and require action from your team. Default Active stages include:
New Lead – A contact that has just entered your system
Approved – A qualified lead that is ready to book a call, approved by Appointment setter
Nurturing – A lead that needs follow-ups or more context before moving forward
Contacted – Initial outreach has been made
Follow-Up Scheduled – A follow-up interaction is planned
Engaged – Ongoing, two-way communication with the lead
These stages are most commonly used by appointment setters and sales reps to manage day-to-day outreach.
Pro tips
Default Stage – Admins can select one stage under Active as the default stage (New Lead by default) for all new contacts to be placed under automatically.
Lost Stages
Lost stages are used when a contact does not convert. Default Lost stages include:
Ghosting – The contact stopped responding
Rejected – The lead was intentionally rejected
Budget Issue – The lead couldn’t afford the offer
No Decision – The lead did not commit
Not a Fit – The lead does not match your ideal customer profile.
These stages are critical for understanding drop-off points and improving qualification criteria.
Won Stages
Won stages represent contacts that successfully converted. Default Won stages include:
Customer – The contact has converted into a paying customer
Onboarded – The customer has completed onboarding
Premium Client – A high-value or upgraded customer
Won stages help separate revenue-generating contacts from active leads while still keeping them visible for reporting and retention workflows.
Customizing Contact Stages
All Contact Stages are customizable and here are available options:
Add new stages within Active, Won, or Lost groups
Rename existing stages to match your internal terminology
Reorder stages to reflect the exact flow of your sales process
Remove unused stages to keep your pipeline clean and focused
Assign icons and colors to stages for faster visual recognition across Global Data
This flexibility allows each team to tailor Contact Stages to their offer, market, and operating model.
Pro tips
Stage Movement: You cannot drag and drop the stage out of it's category to another category (e.g. from Active to Lost).
Contact Stages Icons & Colors
Each Contact Stage can be visually customized to improve clarity and speed across the app.
Icon selection for quick visual identification
Color assignment to highlight priority or outcome at a glance
Stage icons and colors are reflected consistently across:
Global Data tables
Appointment Setting
Contact Cards
Smart Views and stage-based navigation
Visual customization helps teams instantly recognize lead status, reduce cognitive load, and maintain consistency across large pipelines.
Icon Categories Available
Icon Categories Available
Status & Progress
Check
Dashed circle
Cross
Minus / Plus
Hourglass
Block
Actions & Movement
Arrow
Send
Phone
Message
Mail
People & Ownership
User Check
User Plus
User Minus
Documents & Workflow
Notes
Document
Checklist
Calendar Check
Financial & Outcomes
Cash
Currency Dollar
Currency Euro
Diamond
Signals & Indicators
Sparkles
Trending
Flame
Snowflake
Lifecycle & Growth
Seedling
Plant
Emotions & States
Happy
Sad
Ghost
Best Practices for Icon Usage
Use action-oriented icons (Phone, Calendar Check) for stages that trigger next steps.
Use status icons (Check, Cross, Hourglass) to indicate progress or blockers.
Use growth or signal icons (Flame, Trending, Plant) for qualification or engagement levels.
Keep icon meaning consistent across Active, Won, and Lost stages to avoid confusion.
Icons are optional, but when used intentionally, they significantly improve pipeline readability and team alignment.
Available Colors
Available Colors
Default color palette
A set of commonly used colors is available out of the box (e.g. gray, blue, red, green, purple, orange, yellow, pink).
These defaults are designed for quick setup and consistent visibility across the UI.
Custom color selection
In addition to default colors, you can select any custom color using the color picker by clicking on the "+" button.
Supports full RGB and HEX input, allowing teams to match:
Brand colors
Internal conventions
Priority or urgency indicators
Contact Stage Management Rules & Behaviors
Contact Stages follow a set of system rules to ensure data consistency and prevent leads from getting stuck in undefined states.
Deleting a Stage
A stage cannot be deleted while contacts are assigned to it.
When deleting a stage, you must first reassign all affected contacts to another stage. The system will prompt you to select a replacement stage from Active, Won, or Lost.
Once reassignment is completed, the stage is permanently removed.
No Stage Assigned
If a contact has no stage assigned, the Contact Stage field will appear empty.
These contacts remain visible in Global Data but are excluded from stage-based views. Stages can be assigned manually.
Permissions & Access Control
Contact Stage configuration is permission-based to protect workspace-wide structure.
Admins and Managers can:
Create, edit, reorder, and delete Contact Stages
Assign icons, colors, and actions
Change stage categories (Active / Won / Lost)
Standard users can:
Update Contact Stages on contacts
Trigger stage-based actions (such as Book a Call)
Use stages for filtering and Smart Views
This ensures teams can move leads forward while keeping lifecycle structure centrally governed.
Contact Stages in Global Data
Contact Stages provide a structured, pipeline-style way to organize your Global Data.
Left-Side Menu
Contact Stages are also exposed directly in the Global Data left-side menu, making them instantly accessible for daily workflows.
Each Contact Stage appears as a dynamic view that:
Shows all contacts currently in that specific stage
Updates in real time as contacts move through the pipeline
Works as a shortcut view, without requiring manual filtering
This allows users to quickly focus on a specific part of the sales process, such as New Leads, Approved, Nurturing, or Rejected with a single click. Because these views are powered by Contact Stages:
They automatically stay in sync with stage updates
They can be combined with additional filters or saved as Smart Views
They help teams monitor pipeline health and workload distribution at a glance
Using Contact Stages from the left-side menu turns your pipeline structure into a navigational tool, helping teams move faster and stay organized inside Global Data.
Assigning Actions to Contact Stages
Contact Stages can go beyond simple status labels by having actions attached to them. At the moment, the only available action is - Book a Call, but this is just a foundation for what's coming up with next releases.
Approved stage can't be edited as it's tied to Appointment Setting feature in Global Data and has Book a Call action assigned by default. When a stage Approved is selected in Global Data, user will be able to book a call immediately by choosing proper event first and host afterwards (round-robin or manually select a closer)
After the call is booked, the contact is automatically removed from Appointment Setting and moved into Calls.
This turns Contact Stages into an execution layer that actively drives leads forward, reduces manual steps, and ensures no qualified lead gets stuck.
Learn more