HubSpot Implementation

Use Case #4

HubSpot Rollout to Corporate and External Users

This case outlines the implementation of HubSpot's "External Users" and "Corporate Users" functionalities simultaneously within a single HubSpot instance. Our methodology streamlines processes for operational efficiency while ensuring appropriate security measures and defined roles for each user category.

Actors:

  • External Users (Franchisees)
  • Corporate Users (Sales, Marketing, and Service teams)
  • External (Franchisee) Users & Prospects
  • Point-of-Service Prospects

Stakeholders:

  • Chief Operations Officer
  • Operations Director
  • Chief Technology Officer

Pre-Conditions:

  • The project team is quickly assimilated as part of the client's team.
  • Test users are created for each role to test data security and ensure users receive only relevant information.

Workflow:

Corporate Users Discovery

  • Trigger: A kickoff meeting with relevant stakeholders marks the beginning of the HubSpot rollout project.
  • Conduct discovery calls with each department to identify current processes ("as is").
  • Develop business process workflows to document both the current ("as is") and desired ("to be") operational processes in HubSpot.
  • Stakeholder approval:  The documented "to be" business process workflows are reviewed and approved by key stakeholders.

Corporate Users Implementation

  • Trigger: Completion of the approved business process workflows.
  • Schedule bi-weekly calls for Sprint Planning & Sprint Review.
  • Develop custom properties, forms, and workflows based on stakeholder-approved business process workflows.
  • Trigger: Availability of all customizations and workflows.
  • Data Accessibility:  All relevant data automatically populate the contact or company profiles, ensuring transparency in communication among Corporate Users for continuity of service with prospects and External Users.

Marketing Team Guidance

  • Trigger: Point-of-Service Prospect engages with specific marketing content.
  • Guide Point-of-Service Prospects to become marketing qualified leads (MQLs).

External Users Interaction

  • Trigger: Point-of-Service Prospect qualifies as a marketing qualified lead (MQL).
  • Send MQLs to External (Franchise) Users for sales closure and service completion.
  • Trigger: External (Franchise) User Prospect expresses interest in franchise opportunities.

Integrated Communication Campaigns

  • Trigger: Prospect status changes to a specific stage in the sales funnel.
  • Create integrated SMS messaging and email nurture campaigns via workflow development for improved communication with External User (Franchise) Prospects.

Alternative path:

  • Develop reports and dashboards based on specific criteria to monitor operational activities, facilitating continuous process improvement and systematic data enhancement efforts for Corporate Users.

Post-Conditions:

  • Ability to track internal corporate activity/communications, as well as, Sales deals and revenue (forecasted and closed), leading to operational streamlining.

Benefits

  • Streamlined Processes: implementing efficient business processes, automating tasks, and reducing manual efforts for both Corporate and External Users.
  • Improved Operational Efficiency: automating tasks and streamlining processes, giving teams the ability to focus on high-value activities.
  • Enhanced Customer Experience: automation and transparency in communications ensure timely and personalized interactions with prospects and customers.
  • Comprehensive Data Management: through data auto-population and centralization to ensure accurate and up-to-date information for Corporate Users and External Users.
  • Effective Sales and Marketing Alignment: by guiding Point-of-Service Prospects to become marketing-qualified leads and providing seamless handoffs to External Users for sales closure and service completion.
  • Real-time Monitoring and Reporting: reports and dashboards track operational activities, identify bottlenecks, and make data-driven decisions promptly.
  • Simplified Stakeholder Collaboration: bi-weekly calls and stakeholder approvals ensure clear communication between all parties and alignment with project objectives.
  • Data-Driven Insights: comprehensive data and analytics produce valuable insights into operational performance, allowing for continuous improvement.
  • Scalability and Adaptability: provide a structured approach to accommodate future business growth and changing requirements.
  • Increased Sales Revenue: by efficiently managing leads and prospects.

Subscribe to Stay in the Know

Get the latest assets and insights from DIGIT Cloud Biz.