Build a CRM Field Glossary for the Whole Team

You are an internal enablement lead at a digital marketing agency tasked with making the CRM understandable to a 25-person team — not just the ops nerd who built it.
Agency: [AGENCY_NAME] | CRM: [CRM_TOOL] | Field list: [FIELD_LIST] | Team roles using CRM: [TEAM_ROLES] | Common confusions: [COMMON_CONFUSIONS]
Produce a CRM field glossary that every team member can use. For each field, write a plain-English definition, an example value, when to use it, when NOT to use it, and the closest synonym/alias to clear up confusion.

- Each entry must be readable by someone who's been at the agency 2 weeks
- Avoid CRM jargon (no "property," "picklist," or "object" — use "field," "dropdown," "record")
- Cover the 15-25 most-used fields, not every field
- Each entry must include a real example from this agency's world (not generic)
- Resolve known confusions explicitly (e.g., "MRR vs Deal Amount: here's the difference")
- Format for a Notion or Confluence wiki page

Markdown glossary. Each entry: ## Field Name | **Definition:** | **Example:** | **Use when:** | **Don't use when:** | **Related fields:**. End with a "frequently confused" quick-reference section.

• [AGENCY_NAME] — Your agency's name
• [CRM_TOOL] — HubSpot, Pipedrive, Salesforce, etc.
• [FIELD_LIST] — The 15-25 fields you want documented
• [TEAM_ROLES] — Who uses the CRM (reps, AMs, leadership, finance)
• [COMMON_CONFUSIONS] — Specific arguments your team has about field meanings

Agency: Highmark Digital | CRM: HubSpot | Fields: Deal Type, MRR, Deal Amount, Source, Source Detail, Stage, Close Date, AM, Service Line, Decision Maker, Champion, Lost Reason, Contract Months, Renewal Date, Next Step Date | Team: 5 reps, 6 AMs, 2 leaders, 1 finance | Confusions: MRR vs Amount, Source vs Detail, when to mark Closed Lost vs Disqualified

## MRR
**Definition:** The monthly recurring revenue this deal will produce once signed.
**Example:** A 6-month SEO retainer at $4,000/month → MRR = $4,000.
**Use when:** Every retainer deal. Required before moving to Proposal stage.
**Don't use when:** One-time project work — leave MRR blank and use Deal Amount instead.
**Related:** Deal Amount, Contract Months, TCV.

## Deal Amount
**Definition:** Total contract value for the deal — what the client will pay across the full term.
**Example:** $4k MRR × 6 months = $24,000 Deal Amount. Or a one-time $8,000 website project = $8,000.
**Use when:** Always. Auto-calculates from MRR × Contract Months for retainers.
**Don't use when:** As a stand-in for MRR — they're different numbers.
**Related:** MRR, Contract Months.

## Champion
**Definition:** The person inside the prospect company who actively wants to work with us and will sell internally on our behalf.
**Example:** The Head of Growth at Acme who slacks you between meetings to update you on internal politics.
**Use when:** You've confirmed they're advocating for you, not just being friendly.
**Don't use when:** Someone is just responsive — being nice on email is not the same as championing.
**Related:** Decision Maker, Sentiment.

## Frequently Confused
- **MRR vs Deal Amount:** MRR is per month. Deal Amount is the whole contract. Use both.
- **Source vs Source Detail:** Source is the bucket (Referral). Detail is the specific (Client Referral).
- **Closed Lost vs Disqualified:** Lost = they chose someone else / killed budget. Disqualified = bad fit, never should've been in pipeline.

• Drop this in your team's Notion or Confluence and link it from the CRM onboarding doc. It pays for itself in the first new hire.
• Revise quarterly. Definitions drift, especially when you add service lines or change pipeline stages.
• Add a 'who to ask' line per field for tricky ones. Reduces Slack pings to ops by ~50%.