Stale Pipeline

What you can build

• Sweep a HubSpot pipeline each week

  List open deals past their stage limit by Date entered current stage and Last activity date, propose a task, a stage move, or close-lost for each, and send the owner one Slack digest.

  With HubSpot, Slack

• Act on Pipedrive's rotten deals

  Read each stage's days_to_rotten, find open deals whose last activity is older, and propose a next activity or status lost with lost_reason, delivered to the owner in a Teams chat.

  With Pipedrive, Microsoft Teams

• Count the calls the CRM missed

  Search Aircall by the contact's number for calls after the deal's last logged activity, and drop the deal from the stale list when an answered call exists, noting it on the deal.

  With HubSpot, Aircall

• Reassign a departed owner's deals

  When an owner shows archived, list their open deals with amount and closedate and propose a new hubspot_owner_id for each, for the manager to approve.

  With HubSpot

Requirements

• A CRM that timestamps activity and stage entry on each deal: HubSpot or Pipedrive
• A stage age limit per stage, written by you or read from Pipedrive's days_to_rotten
• A phone system whose calls can be matched to the deal's contact: Aircall, or calls logged in HubSpot
• Slack or Microsoft Teams for the owner's digest

Authentication

A CRM OAuth app or private-app token with deal, task, and owner scopes, a phone-system API key with call read access, and a Slack app with chat:write.

Limits

• Activity means what the CRM logged: a note, call, email, meeting, or message. A call outside the connected phone system, never logged, does not count.
• Close-lost is always a proposal. The deal stays open until the owner confirms.
• Pipedrive's days_to_rotten applies only to stages with is_deal_rot_enabled set. Other stages use the limit you supply.
• Slack allows roughly one message per second to a channel. A large digest goes out as one message with a thread, not one per deal.

Questions and answers

What does the owner approve?

Each deal's proposal: a next step, a stage change, or close-lost. It shows the stage, the date entered, the limit, the last activity and who logged it, and any calls found in the phone system. The owner picks, edits the task or the reason, or dismisses the deal with a note.

Will it close a deal on its own?

No. Close-lost goes to the owner first, and to the manager if you set that. The lost reason is written only when confirmed. A dismissed deal is left alone until it passes the limit again, and the dismissal note is shown next time.

What record is left?

One entry per deal: the deal id, stage, date entered, the limit applied, the last activity found, the calls matched, the proposal, the decision, who made it, and when. A stage change entry names the previous stage so it can be set back.