Digital Sales Rooms

Digital Sales Rooms in SalesOS provide a shared, branded space where your team and your buyer's team can collaborate throughout the deal lifecycle. Instead of scattering information across email threads, file-sharing links, and calendar invites, a deal room consolidates everything into one accessible location -- documents, timelines, stakeholder lists, conversations, and mutual commitments.

What Are Digital Sales Rooms?

A Digital Sales Room is a secure, web-based workspace created for a specific deal. Both the selling team and the buying team have access. The room serves as the single source of truth for the engagement, reducing friction, eliminating information gaps, and giving sellers unprecedented visibility into buyer engagement.

Key capabilities include:

• Document sharing with version control and view tracking.
• Mutual action plans that align both parties on milestones and deadlines.
• Stakeholder management with role-based access and visibility into the buying committee.
• Real-time chat for quick questions and asynchronous communication.
• Engagement analytics that show exactly who viewed which content, when, and for how long.
• Activity feeds that keep everyone informed of progress without email overhead.

Creating a Deal Room

From a Deal Record

The most common way to create a deal room is directly from an existing opportunity:

1. Open the deal detail page for the opportunity you want to create a room for.
2. Click the Create Deal Room button in the actions toolbar.
3. SalesOS pre-fills the room name (matching the deal name), associates the room with the deal record, and pulls in any contacts already linked to the deal.
4. Review the settings, customize the room name if desired, and click Create.

The deal room is immediately linked to the opportunity, so engagement data from the room flows back into deal health scoring and activity timelines.

Standalone Creation

You can also create a deal room without an existing deal record -- useful for early-stage exploratory conversations or partner collaborations:

1. Navigate to Deal Rooms from the left sidebar.
2. Click New Room in the top-right corner.
3. Enter a room name, optional description, and select a template (or start blank).
4. Optionally link the room to an existing deal, account, or contact.
5. Click Create Room.

You can link the room to a deal at any point later if the conversation progresses to a formal opportunity.

Room Layout

Every deal room is organized into four primary panels, accessible via tabs at the top of the room view.

Documents Panel

The documents panel is the central content library for the deal. It displays all files shared between parties in a structured list with:

• File name and type icon -- PDFs, presentations, spreadsheets, images, and videos are all supported.
• Uploaded by -- Shows who shared the file and their organization.
• Upload date -- When the file was added.
• View count -- How many unique viewers have opened the file.
• Status badge -- Indicates whether the document is a Draft, Active, or Archived.

Files can be organized into folders (e.g., "Proposals," "Technical Documentation," "Legal") for rooms with many documents.

Timeline

The timeline panel displays the mutual action plan -- a shared set of milestones and tasks that both parties have agreed to. Each item shows:

• Milestone name -- A clear description of the deliverable or decision point.
• Owner -- The person responsible (can be from either the seller or buyer side).
• Due date -- The agreed-upon deadline.
• Status -- Not Started, In Progress, Complete, or Overdue.
• Dependencies -- Optional links to other milestones that must complete first.

The timeline renders as a vertical list sorted by due date, with overdue items highlighted in red and completed items showing a green checkmark.

Stakeholders

The stakeholders panel lists everyone with access to the room, organized by organization:

• Seller team -- Your internal participants, their roles (Account Executive, Solutions Engineer, Executive Sponsor), and their last activity timestamp.
• Buyer team -- The prospect's participants, their roles (Decision Maker, Influencer, Champion, End User), and their engagement level.

Each stakeholder entry shows a profile image, name, title, email, and a badge indicating their role in the deal.

Chat

The chat panel provides a threaded messaging interface for real-time or asynchronous communication. Features include:

• Text messages with rich formatting (bold, italic, links, code blocks).
• File attachments sent inline.
• @mentions to notify specific participants.
• Read receipts showing who has seen each message.
• Message threading for organized conversations on specific topics.

Chat messages are visible to all room participants by default. There is no concept of "internal only" messages within the room -- use your internal team chat for discussions buyers should not see.

Adding and Managing Documents

Uploading Files

To add a document to a deal room:

1. Navigate to the Documents tab within the room.
2. Click Upload or drag and drop files directly onto the panel.
3. Select one or more files from your computer. Supported formats include PDF, DOCX, PPTX, XLSX, PNG, JPG, MP4, and common archive formats.
4. Optionally assign the file to a folder and add a description.
5. Click Confirm to upload.

Files are scanned for viruses upon upload and stored encrypted at rest.

Version Control

When you upload a new version of an existing document:

1. Click the three-dot menu on the existing file.
2. Select Upload New Version.
3. Choose the updated file.

SalesOS preserves all previous versions, and viewers can access version history to compare changes. The view count resets for the new version so you can track engagement with the latest content.

Organizing with Folders

For complex deals with many documents, create folders to keep the room organized:

1. Click New Folder in the Documents tab.
2. Name the folder (e.g., "Security & Compliance," "Pricing," "Product Demos").
3. Drag existing files into the folder or upload directly into it.

Buyers see the same folder structure, making it easy for them to locate what they need without asking.

Removing or Archiving Documents

To remove a document from the room:

• Archive -- The file remains in the system for audit purposes but is hidden from active view. Click the three-dot menu and select Archive.
• Delete -- Permanently removes the file. This action requires room owner permissions and cannot be undone.

Stakeholder Access and Permissions

Permission Levels

Deal rooms support three permission levels:

By default, the deal owner who creates the room is assigned Owner permissions. Other internal team members added are Contributors. External buyers are added as Contributors or Viewers depending on your preference.

Inviting Stakeholders

To invite someone to a deal room:

1. Go to the Stakeholders tab.
2. Click Invite.
3. Enter the person's email address.
4. Select their permission level (Contributor or Viewer).
5. Optionally add a personal message that will appear in the invitation email.
6. Click Send Invite.

The invitee receives an email with a link to the room. If they do not have a SalesOS account, they can access the room via a secure magic link -- no account creation required for buyers.

Managing Access

You can change a stakeholder's permission level or remove them entirely:

• Click the three-dot menu next to their name in the Stakeholders tab.
• Select Change Role to adjust permissions.
• Select Remove to revoke access. They will no longer be able to view the room or its contents.

Removing a buyer stakeholder does not delete their historical engagement data -- that information is preserved for your analytics.

Buyer Roles

When adding buyer stakeholders, you can tag their role in the buying process:

• Decision Maker -- Has final authority on the purchase.
• Influencer -- Shapes the decision but does not have sign-off authority.
• Champion -- Your internal advocate within the buyer's organization.
• End User -- Will use the product day-to-day but may not influence the decision directly.
• Blocker -- Has raised objections or concerns (useful for internal tracking).

These role tags help you understand your coverage of the buying committee and identify gaps.

Mutual Action Plans

A mutual action plan (MAP) is a shared timeline of commitments between you and the buyer. It replaces the one-sided "next steps" approach with a collaborative agreement that both parties can see and update.

Creating a Mutual Action Plan

1. Navigate to the Timeline tab in the deal room.
2. Click Add Milestone.
3. Enter the milestone details:
   • Name -- A clear, specific description (e.g., "Security review complete" rather than "Security stuff").
   • Owner -- Assign to a specific person (seller or buyer side).
   • Due date -- The agreed deadline.
   • Description -- Optional additional context or requirements.
   • Dependencies -- Optionally link to a prior milestone that must complete first.
4. Click Save.

Repeat for each milestone in your deal process. A typical mutual action plan includes eight to fifteen milestones covering evaluation, technical validation, legal review, procurement, and go-live.

Tracking Progress

As milestones are completed, the owner (or any Contributor) can update the status:

• Not Started -- Default state for future milestones.
• In Progress -- Work has begun.
• Complete -- The milestone is done. Timestamp is recorded automatically.
• Overdue -- Automatically applied when a milestone passes its due date without being marked complete.

The timeline view color-codes statuses so you can see deal health at a glance. A deal room where multiple milestones are overdue signals risk.

Templates for Mutual Action Plans

To avoid building plans from scratch for every deal, create templates:

1. Go to Deal Rooms > Settings > Templates.
2. Click New Template.
3. Define a set of standard milestones with relative due dates (e.g., "Day +7," "Day +14").
4. Save the template with a descriptive name (e.g., "Enterprise Evaluation - 60 Day Close").

When creating a new room, select a template and SalesOS populates the timeline automatically, calculating actual dates based on the room creation date.

Buyer Engagement Tracking

One of the most powerful aspects of digital sales rooms is visibility into buyer behavior. SalesOS tracks engagement across every interaction within the room.

Document Engagement

For each document, you can see:

• Who viewed it -- A list of stakeholders who opened the file.
• When they viewed it -- Timestamp of each view session.
• Time spent -- Total duration spent viewing the document.
• Pages viewed -- For multi-page documents (PDFs, presentations), which pages received attention.
• Downloads -- Whether the stakeholder downloaded a local copy.

This data appears in the document detail view (click any file to expand its analytics) and in the room-level Engagement tab.

Engagement Scoring

SalesOS calculates an engagement score for each buyer stakeholder based on their activity:

• Visiting the room.
• Viewing documents (weighted by time spent).
• Completing assigned milestones on time.
• Sending or reading chat messages.
• Downloading content.

Engagement scores are displayed as Low, Medium, or High on the Stakeholders panel. A drop in engagement from a key decision maker is a leading indicator of deal risk.

Room-Level Analytics

The Analytics tab within a deal room aggregates all engagement data into a dashboard:

• Total visits -- How many times all buyers collectively accessed the room.
• Active days -- Number of distinct days with buyer activity.
• Most viewed document -- The file that received the most attention.
• Most engaged stakeholder -- The buyer with the highest engagement score.
• Engagement over time -- A chart showing daily or weekly buyer activity, useful for spotting momentum or stalls.

Engagement in Deal Health

Buyer engagement data from deal rooms feeds into the overall deal health score visible on your pipeline. Deals with active rooms where buyers are engaged regularly score higher than deals where the room has gone quiet.

Notifications and Activity Feed

Activity Feed

Every deal room has an activity feed that logs all actions chronologically:

• Documents uploaded or updated.
• Milestones created, completed, or marked overdue.
• Stakeholders added or removed.
• Chat messages sent.
• Buyer visits and document views (aggregated to avoid noise).

The activity feed is visible within the room and also surfaces relevant items on the linked deal's activity timeline.

Notification Settings

You can configure how you are notified about room activity:

• Email notifications -- Receive an email when buyers view content, milestones become overdue, or chat messages are sent.
• In-app notifications -- A bell icon badge alerts you to new activity.
• Digest mode -- Instead of real-time notifications, receive a daily summary of all buyer activity across your rooms.

Configure notification preferences from your Profile > Notification Settings page or per-room via the room's settings gear icon.

Buyer Notifications

Buyers receive notifications when:

• A new document is uploaded.
• A milestone assigned to them is approaching its due date.
• A chat message mentions them.
• The seller updates the mutual action plan.

Buyers do not receive notifications about seller-side analytics or internal activity.

Room Templates

Templates accelerate room creation and ensure consistency across your team's deal rooms.

Creating a Template

1. Navigate to Deal Rooms > Templates.
2. Click New Template.
3. Configure the template:
   • Name -- A descriptive label (e.g., "Mid-Market SaaS Evaluation").
   • Default folders -- Pre-defined document folders that will be created automatically.
   • Welcome message -- An introductory chat message or description displayed to buyers when they first enter.
   • Milestone plan -- A mutual action plan template with relative dates.
   • Default documents -- Standard files (e.g., company overview, security whitepaper) that should be included in every room of this type.
4. Click Save Template.

Applying a Template

When creating a new room, select a template from the dropdown. SalesOS applies:

• The folder structure.
• The mutual action plan (with dates calculated from today).
• The welcome message.
• Copies of all default documents.

You can modify any element after creation without affecting the template itself.

Sharing Templates Across the Team

Templates are available to all users within your organization by default. Admins can manage templates (edit, archive, delete) from the Settings > Deal Rooms > Templates page.

Best Practices

• Create rooms early in the deal cycle. Do not wait until the proposal stage. Introducing a deal room during discovery or evaluation positions you as organized and buyer-centric, differentiating you from competitors who rely on email attachments.

• Keep the mutual action plan realistic. Overly ambitious timelines that repeatedly slip erode buyer confidence. Agree on dates collaboratively and build in buffer for reviews that involve legal or procurement teams.

• Monitor engagement weekly. Check buyer engagement at least once per week. If a decision maker has not visited the room in ten days, it is a signal to re-engage -- pick up the phone or send a personalized message through the room's chat.

• Curate documents thoughtfully. Resist the urge to dump every piece of collateral into the room. Share only what is relevant to this buyer's specific situation. Too many documents overwhelm and reduce engagement.

• Use folders for complex deals. If your room has more than eight documents, organize them into logical categories. Buyers should be able to find what they need in under ten seconds.

• Personalize the welcome message. A generic "Welcome to our deal room" feels impersonal. Reference the buyer's specific goals, the problem you are solving, and the next step you agreed to in your last conversation.

• Assign milestone owners on both sides. Mutual action plans work only if both parties feel accountability. Every milestone should have a named owner, not just "their team" or "us."

• Respond to chat promptly. Buyers who take the time to message you in the room are signaling engagement. A slow response (more than a few hours during business days) can stall momentum.

• Leverage engagement data in conversations. If you see that a CFO spent fifteen minutes on your ROI document, reference it in your next call: "I noticed you reviewed the ROI analysis -- any questions I can address?" This demonstrates attentiveness without being invasive.

• Archive completed rooms rather than deleting them. Closed-won rooms are valuable references for future deals with similar buyers. Closed-lost rooms contain lessons learned. Archive them so the data persists for analysis.

• Use templates to enforce process. If your team follows a specific sales methodology, encode its stages as template milestones. This ensures every deal goes through the required steps regardless of which rep owns it.