Mutual action plan template to copy into Excel or Google Sheets

By Kaz Kato · Published 20 October 2026 · Updated 20 October 2026

A mutual action plan is the list of steps both sides agree to reach a decision, each with an owner and a date. This template puts the working demo in the plan as steps of their own: who tries it, by when, and what they decide. Copy it, fill in the names, and send it with the demo link.

This guide gives you the template as a table to read and as text to paste into a spreadsheet. Then how to fill it in, how to know the demo steps are really done, and when a plan is worth the trouble. Roomi has no mutual action plan feature of its own: the template is a sheet, used beside any room. If the demo needs a tour first, the demo tour script template is its partner.

What is a mutual action plan?

A mutual action plan is a short, shared list of what has to happen before a buyer says yes. Each step has an owner on one side or the other, a date both sides agreed, and a status. It keeps a deal with several people in it from stalling, because everyone can see whose turn it is.

One row looks like this:

The difference from a seller’s own checklist is the word mutual. The buyer’s steps are in it, with the buyer’s names against them, and the buyer agreed the dates.

The template

Nine steps, from the first call to the first day of work. Steps two to four are the demo’s: sending it, each person trying it, and answering what they said. Replace everything in square brackets, and delete any row that doesn’t fit your deal.

To copy into a spreadsheet

Copy the block below and paste it into the first cell of a new sheet in Excel or Google Sheets. Each column lands in its own column, because the columns are separated by tabs.

Step	Owner	Due	Status	Link	Note
1. Discovery call held	Both	[date]	[Not started / Done]		[What they need, in their words]
2. Working demo sent, one link per stakeholder	Seller	[date]	[Not started / Done]	[A link for each person]	[Who got a link]
3. Each stakeholder has tried the demo	Buyer	[date]	[Not started / Done]		[Who has opened it, who hasn’t]
4. Questions and comments answered	Seller	[date]	[Not started / Done]		[Anything still open]
5. Follow-up call booked	Both	[date]	[Not started / Done]	[Calendar invite]	[Who is coming]
6. Technical or security review	Buyer	[date]	[Not started / Done]	[Their questionnaire]	[Who runs it on their side]
7. Pricing agreed	Both	[date]	[Not started / Done]	[Proposal]	
8. Contract signed	Buyer	[date]	[Not started / Done]	[Contract]	[Who signs]
9. Kick-off date set	Both	[date]	[Not started / Done]		[First day of work]

Then share the sheet with the buyer’s side, with edit or comment rights, and put its link in your next email.

How do you fill it in?

Fill it in with the buyer, not for them. Name one owner for each step, by name rather than by team. Agree every date out loud on a call, so it is theirs as much as yours. Keep it to one page, and change it whenever the deal changes, rather than letting it go stale.

1. Draft it before the call. Put in the steps you expect, with your best guess at the dates.
2. Go through it together. Ask who on their side owns each of their steps, and when they can do it.
3. Write in names, not teams. “Priya” gets a step done. “Finance” doesn’t.
4. Send it straight after. The sheet, the demo links and a line on what happens next.
5. Update it every time you speak. A plan that is weeks out of date tells everyone the deal is.

How do you know the demo steps are done?

In a room, you don’t have to ask. Each stakeholder opens the demo through their own link, so you can see who has opened it, when, and what they did there. Step three becomes a fact you can read, not a guess, and you know who to chase before the follow-up call.

On Roomi, each person’s card on the pipeline says whether they have opened their link, and their journey shows what they used and for how long. You can be told the first time each person opens it, in the app and by email. Comments they pin to the demo’s screens arrive in the Feedback tab, which is step four’s list of what to answer. Analytics and the pipeline explains each record.

How to see if a client opened your demo covers what an open does and doesn’t tell you. How to follow up after a demo says what to send for each thing they did.

When is a mutual action plan worth it?

When the decision needs several people on the buyer’s side, more than one meeting, and a date it has to be made by. Then a shared plan keeps everyone moving. For one buyer and one call, it is more paper than the deal needs, and a good follow-up email does the job instead.

Signs it is worth it:

• Several people on their side have a say, and you haven’t met all of them.
• There is a review you don’t control, such as security, legal or procurement.
• The buyer has a date in mind: a budget year, a launch, a board meeting.

For a single buyer, the follow-up email templates are enough.

Which tools build mutual action plans in?

Several digital sales rooms include a mutual action plan, some on their free plans. A sheet does the same job beside any of them. Roomi isn’t one of these: it has no mutual action plan feature, only the next steps a viewer can choose in the room. What each vendor says, as we read it:

• Trumpet. Trumpet’s Free plan is free for good, with 10 Pods per account, unlimited users, mutual action plans and basic analytics.
• Aligned. Aligned’s free Starter plan gives each user up to 4 active rooms at a time, with mutual action plans and rooms shared behind an email check and a password.
• Flowla. Flowla’s Starter plan is free, with up to 20 rooms and mutual action plans.
• GetAccept. GetAccept’s Professional plan is $49 a user a month, billed yearly on a 12-month agreement, for at least five users, with mutual action plans.
• Roomi (ours). No mutual action plan. Instead, each viewer can choose one of the next steps you offer in the room. They can book a meeting, ask for the proposal, ask a question, bring in a colleague, or say later or no.

A viewer’s answer to those next steps is a good signal for the plan: “Bring in a colleague” is a new name for step two. Choosing which next steps a room offers is a paid plan’s, and brand and next steps shows how. Buying signals covers what each answer means.

Copy the template now, fill in step one with your next call, and send the demo as step two.

Questions people ask

What is the difference between a mutual action plan and a project plan?

A project plan runs the work after the deal is signed. A mutual action plan runs the decision before it, and both sides own steps in it, so the buyer’s side is as visible as yours.

Should the buyer be able to edit it?

Yes, or at least comment on it. A plan only the seller can change is a to-do list. In a shared sheet, give the buyer’s side edit or comment rights when you send it.

Is this template free?

Yes. Copy it into Excel or Google Sheets and change any row you like. It works with or without Roomi, beside any sales room or none at all.

Sources

• Trumpet: www.sendtrumpet.com/pricing, checked 19 October 2026

• Aligned: alignedup.com/pricing/, checked 19 October 2026

• Flowla: www.flowla.com/pricing, checked 19 October 2026

• GetAccept: www.getaccept.com/pricing, checked 19 October 2026

About the author

Kaz Kato, Co-founder & CTO, Roomi. Kaz co-founded Roomi with Tesh, whom he has built with since 2017: two startups that failed, one venture studio that didn’t, and an exit. More at katosan.co.uk.

Related guides

• What is a digital sales room?

• What should a demo tour script say? A template

• How do you follow up after a demo, using what they looked at?

• What are the buying signals that a prospect is ready to talk?