How to share a deal room and track buyer engagement

Before you start

• You need a HummingDeck account on Pro or Business to follow the Team Documents workflow shown. These are per-seat plans; add a paid seat before inviting a teammate. Your team decides which documents are approved for reuse.
• Have a deck, case study, and account proposal ready in your Library, plus the company's record, a Loom walkthrough, and your Calendly URL. New uploads can be up to 100 MB each. Pro includes fifteen active Rooms, fifteen documents per Room, and fifty active audience links per Room; Business has no ceiling on these counts.
• The video uses a link without an email gate, so buyers do not need a HummingDeck account. Activity stays associated with the account's link; forwarded and test visits can count under it. This sharing context does not verify the visitor's identity.

Follow the steps

1. Reuse your team's approved documents

   Keep the deck and case study your team has approved in Team Documents so coworkers can find and share the same sources. Keep the account-specific proposal in My Documents until another teammate needs it. Internal Library sharing does not send anything to the buyer.

2. Create a Room for the account

   Open Deal Rooms, choose New Room, and name it for the account. Select the company's record, as the video does for Northstar, so the sharing context and recorded activity can be organized around that account.

3. Add the deck, case study, and proposal

   Add the three documents from your Library and arrange them in the order your buyer should see them. Keep the Room's document count within your plan's limit. Everyone using the Room's links receives the same Room content; use separate Rooms for different document sets.

4. Add a walkthrough and a calendar

   Add a tab for your Loom walkthrough and paste its link, then add another tab for your Calendly page. Check that each provider permits recipients to access and embed the content. Test the tabs while signed out so the Room does not depend on your own logged-in session.

5. Agree a mutual action plan

   Use Next Steps to record what both sides agreed to do, with task owners and due dates. Each Room has one plan. Set buyer tasks to Shared and assign them to the buyer's side. Keep Let recipients tick off their tasks enabled so the buyer can complete their tasks; unfinished required work must be completed first.

6. Send the account's Room link

   Copy the Room link into your email to the buyer and explain what it contains. Entering account or recipient details does not send a message automatically. With the ungated access shown, the buyer opens the Room in their browser without creating an account.

7. Check the buyer experience

   Open the link in a separate browser and check the walkthrough, calendar, next steps, and documents. The buyer can tick off Shared tasks owned by their side while recipient completion is enabled. On a link without an email gate, the task completion is recorded without a name. Distinguish your test activity from the buyer's activity when reviewing the account.

8. Review the company's recorded activity

   Under Companies, open the account. The Documents tab shows recorded document views; Activity shows completed plan tasks, Room tabs visited, and recorded tab time. Use these signals to decide what to discuss next. Tab activity does not show what happened inside the Loom or Calendly frame, and recorded activity does not prove reading, interest, or who used an ungated link.

9. Follow Sent, Opened, and Engaged in Pipeline

   Open the Sales board in Pipeline. Sent means an account link exists with no recorded human document views; Opened follows the first recorded human document view. Engaged follows three document views or sixty seconds of cumulative recorded document time. These signals aggregate for the account. Room tab time and plan-task completion do not trigger these document stages. In Pipeline settings, you can switch each automatic signal off.

10. Choose the next follow-up yourself

    Use the account's activity to write a relevant follow-up, such as offering a call about the implementation section. Move the account to Demo, Proposal, Won, or Lost when that step happens in your actual process. These later stages are set by hand; recorded engagement is not a score or a forecast.

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