HubSpot Sales Training | BD Prospective Owner Process Launch

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HUBSPOT KNOWLEDGE BASE

Install the HubSpot Mobile App 

Setup

Before starting, make sure you setup your profile and connect applicable apps for a seamless interaction across all systems.

Connect Your Email

Follow these steps to connect your work email:

1. Click the Settings wheel cog on the top right.

2. Under the General area, toggle to Email.

3. Click Connect personal email (while this says 'personal', you only want to connect your work email to HubSpot).

4. Check the box for Turn on inbox automation.

5. Click Connect your inbox.

6. Follow the remaining steps, which may vary depending on your device and email provider.

7. When complete, under the Email section in Settings, you should see the Status of your email as Enabled and Inbox Automation should be turned on

Add an Email Signature

Follow these steps to add an email signature in HubSpot. This email signature will appear at the bottom of all emails and quotes you send through HubSpot.

Add an Email Signature

Connect Your Calendar

Particularly useful for sales teams, connecting your calendar allows you to connect your calendar and book meetings directly in HubSpot that get logged to the Contacts activities and get placed directly on your calendar.

1. Click the Settings wheel cog on the top right.

2. Under the General area, toggle to Calendar.

3. Click Connect your calendar.

4. Choose the appropriate calendar and click Connect your calendar.

5. Click Accept and connect to [calendar option you selected].

6. Follow the steps based on your calendar type, ensuring you choose the correct calendar (the one associated with your work email) for proper synchronization.

Create a Meeting Scheduling Page

If you have set office hours in which you are always available to accept meetings, a meeting scheduling page is very helpful and can be incorporated into your email signature. Here's how:

1. On the left hand side, go to Sales > Meetings Scheduler.

2. Click Create scheduling page on the top right.

3. Select One-on-One.

4. Give your page an internal name (i.e. General Meeting).

5. Select your Brand (most likely, you'll choose PRIME Vacations).

6. Organizer defaults to you, keep as is.

7. Provide an Event title. The customer will see this (i.e. Meet with Sarah @ B2 Collab)

8. Leave Location blank (when a meeting is booked, it will default to your standard meeting invite. I.e. Google Meet, Zoom, etc.).

9. Toggle on Cancel and reschedule, if you like.

10. Provide a short Description for the call (i.e. Meet with Sarah Ralph at B2 Collab to discuss property management services).

11. Click Next.

12. On the next page, choose your Duration(s) and your availability. It defaults to M-F 9am-5pm, but you can customize the time slots as much as you'd like

13. Open Additional settings and choose how long in advance someone can book a meeting with you. It defaults to 2 weeks.

14. Click Next.

15. Click Create scheduling page.

16. When you're done, copy the link, navigate back to your email signature, and add it in!

 

The HubSpot Sales Cycle

                    Contacts (i.e., Prospective Owners) → Homes → Deals → Reporting

Contacts

Contacts can enter HubSpot many different ways. The primary three ways a BD lead gets into the system are as follows:

• Manually entered (i.e., leads you may find at a networking event)

• The BD Submission Form (i.e., leads that filled out the BD form on your website)

• Mass imports (i.e., an attendee list from a luncheon)

Manually Entering a Contact

1. Navigate to CRM > Contacts.

2. Click Add contacts > Create new.

3. Enter as much information as you can. Most critically, you'll want to enter the following information:

Email (if a contact already exists with this email, HubSpot will alert you and will not make a duplicate contact)

• First/Last Name

• Contact Type (Homeowner)

• Homeowner Type (Prospective Owner)

• Phone number

• Brands

4. Click Create.

The BD Submission Form

Any contacts who submit the BD submission form automatically go into HubSpot. The following happens:

• If the email address associated with the Contact does not exist in HubSpot, it will create a new Contact. If it does exist, it will amend/update the information of the existing Contact
• Send an email notification to the BD team that a form was submitted
• Automatically mark the Contact as a Prospective Owner

At this point, the BD Team can decide how the distribution of submission leads should be handled.

Mass Importing

If you attend an event or conference where you are provided the attendee list, or any other situation where you obtain a list of prospective owners, it's easier to import those Contacts vs entering them in manually.

PRIME has recently formed a HubSpot Support team that can handle these imports on your behalf. You can email them the list, and they can handle importing the Contacts for you.

Communicating with a Contact

One of HubSpot's best features is its historical tracking of a Contact.

1. Click the Email icon on the left, under the Contact name.

 

 2. An email box will pop up. You can free-form an email to the customer and press Send, or use a template (still need to be developed). 

3. You can also insert Documents and Meeting options (so long as your calendar is connected).  

Creating/Associating Homes

The best way to understand each Object (Contacts, Deals, Homes, etc.) is that each Object is a very large individual spreadsheet, tied to other very large spreadsheets. You can associate many objects, which is what should happen as a sale progresses through the sales cycle.

Once a BD lead (Contact) comes into HubSpot and is assigned a Contact Owner (the person responsible for the sale), a natural next step is to create the Home (Rental Property) they own. You can do this directly from the Contact card or by going to CRM > Homes.

1. From the Contact card, go to Homes on the right-hand side and click +Add.

2. Enter as much information as you can. Most critically, you'll want to enter the following information:

• Unit Name (Property Name)
• Location
• Property Address
• Brands

Creating the Home directly from the Contact card will associate them once they are created.

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The Deal Pipeline

Now you have a Contact that's tagged as a Prospective Homeowner and the Rental Property they own. You're ready to start the sales process, which is handled in Deals. You can create a Deal directly off the Contact or Homes record, or you can go to CRM > Deals.

1. From the Contact (or Homes) card, go to Deals on the right-hand side and click +Add.

2. Enter as much information as you can. Most critically, you'll want to enter the following information:

• Deal Name (recommend Home Name - Owner Name; Testing the Waves - Sarah Ralph)
• Pipeline (defaults to Sales Pipeline)
• Deal stage (defaults to Qualified)
• Marketing Source (how did they hear about us)
• Amount (GLR)
• Close date (defaults to the last day of the current month)

Deal Stages

Qualified

This is your launch point. You have a lead, and you are qualifying them.

Once you qualify them and engage, you can move them to the Engaged stage.

Engaged

When you are at a point of engaging with the prospective owner, you can move them to the Engaged stage. You'll notice that some stages are going to prompt you for additional information. This is information that you will likely know if you made it to this point of the sale.

When you move to the Engaged Stage, it's going to prompt you to answer what the marketing source is (aka how they heard about PRIME).

Negotiations

When you are at a point where you are giving projections, handling objections and questions, and talking PM fees, you're in the Negotiations stage.

When you move them to this stage, HubSpot is going to ask for more information. All of this information helps create a complete picture of a Deal for useful insights in your dashboards and to assist the onboarding team once the Deal is closed.

Agreement Sent

You'll move the Deal to Agreement Sent when the RMA is out for signature. At this time, Contracts are handled outside of HubSpot.

Closed Won

Once the RMA is signed and no other open-ended items exist, you can move the Deal to Closed Won. Congrats!

When this happens, an Onboarding Ticket is automatically opened. While this is exciting to see, the onboarding process is currently handled outside of HubSpot, and you will need to follow your standard next steps to launch the onboarding process.

Closed Lost

If a prospective owner decides to go elsewhere and the Deal is lost, move it to the stage Closed Lost.

Helpful Reporting

If you go to CRM > Dashboards, there are many helpful dashboards that can provide you with additional information.