HubSpot

HubSpot CRM Specialist – Detailed Scope of Work Project Overview Build and optimize our HubSpot CRM to support our complete sales process from lead generation to sponsorship. The CRM should ensure every lead is tracked, followed up with, and moved through the sales pipeline without falling through the cracks. Scope of Work 1. CRM Setup * Configure HubSpot CRM * Import existing leads from spreadsheet(s) * Remove duplicate contacts and companies * Organize Contact, Company, and Deal records * Create lists for warm and cold leads 2. Sales Pipeline Build a complete Deal Pipeline with stages such as: * New Lead * Contact Attempted * Information Requested * Follow-Up * Meeting Scheduled * Meeting Completed * Proposal Sent * Sponsor Won * Future Opportunity * Closed Lost 3. Custom Properties Create custom properties including: * Lead Type (Warm/Cold) * Lead Source * Meeting Type (In-Person/Zoom) * Meeting Date * Next Action * Follow-Up Date * Meeting Outcome * Proposal Sent * Sponsorship Status * Assigned Team Member 4. Workflow Automation Email Automation Create branded email templates and automated workflows for prospects who request information. Workflow: * Send initial information email * Send follow-up email after 2 days * Send follow-up email after 7 days * Send follow-up email after 14 days * At 30 days, automatically create a task reminding the appointment setter to call the prospect. Callback Workflow Create automated callback reminders for prospects who are unavailable or request a callback. Workflow: * Callback task after 2 days * Callback task after 7 days * Callback task after 14 days The appointment setter should be able to update the contact outcome after each call. 5. Task Automation Automatically create follow-up tasks based on pipeline stage. Examples: * Information requested * Callback requested * Meeting scheduled * Proposal sent * Future follow-up No lead should remain in the CRM without a next action. 6. Email Templates Create branded email templates for: * Information requests * Follow-up emails * Meeting confirmations * Proposal follow-up * Thank-you email after meeting Templates should include our logo, branding, and email signature and be easy to edit. 7. Calendly Integration * Verify Calendly integration with HubSpot * Ensure meetings scheduled through Calendly update the CRM correctly * Confirm meeting type (In-Person or Zoom) is captured when applicable 8. Dashboards & Reporting Create customized dashboards that automatically update and provide visibility into sales activity and pipeline performance. Area Director Dashboard * Total Leads * Warm vs. Cold Leads * Meetings Scheduled * Meetings Completed * Proposals Sent * Sponsors Won * Pipeline by Stage * Pipeline Value * Follow-Ups Due * Overdue Tasks Appointment Setter Dashboard * Calls Completed * Information Emails Sent * Follow-Ups Due Today * Callback Tasks * Meetings Scheduled * Leads by Status * Warm vs. Cold Leads * Overdue Tasks 9. CRM Best Practices Provide recommendations for: * Lead management * Pipeline organization * Contact management * Workflow improvements * Future automation opportunities 10. Testing & Quality Assurance * Test all workflows * Test email automations * Test task reminders * Test pipeline functionality * Test Calendly integration * Confirm all automations function correctly before project completion 11. Training & Documentation Provide: * One live training session (approximately one hour) * Recorded walkthrough or written documentation explaining the CRM setup and workflows Our Sales Process We work with both warm and cold leads. Our appointment setter: * Makes outbound calls * Sends information via email when requested * Conducts follow-up calls * Schedules in-person or Zoom meetings using Calendly * Updates HubSpot after every interaction Our Area Director: * Conducts meetings * Presents sponsorship opportunities * Sends proposals * Closes sponsorships The CRM should support this workflow from beginning to end and ensure every lead has a clear next step until it is closed or converted into a sponsor.