Page Comparison

Setting Up Leads in HubSpot

• Contacts vs. Leads:

  • Contacts include everyone in your system (students, prospective students, alumni, etc.).

  • Leads are a subset of contacts likely to engage or convert—those you plan to reach out to soon. Leads represent opportunities, not people directly. They’re intended to help staff stay organized by prioritizing outreach.

Defining and Tracking Leads Using Lifecycle Stages

• Lifecycle Stages help categorize contacts based on their engagement level. Suggested stages might include:

• New: Unqualified contacts

• Qualified Lead: Ready for outreach

• Opportunity: Linked with potential enrollment

• Customer: Enrolled students or alumni

• Evangelist: Supportive alumni or ambassadors

Other: Anyone who doesn’t fit other stages

categorize contacts by position within your college’s marketing and enrollment processes. This helps tailor communications, track each contact’s progress, and ensure smooth handoffs between recruitment and student affairs teams.

Below are the seven lifecycles:

• Prospect: Potential students who expressed interest in a program or college but haven’t applied.

  • Application Started: Students who have initiated their application process.

  • Applicant: Students who have submitted a completed application.

  • Matriculate: Accepted students preparing to start classes/enroll.

  • Enrolled: Students currently registered and attending classes.

  • Graduate: Students who have completed their degree or certification.

  • Employee: Faculty and staff working within the college.

• Align on Lead Criteria:
  Ensure your team agrees on what makes a good lead (e.g., filling out an interest form, attending an event, etc.).

Creating Leads in HubSpot

• Manual Creation:

  • In the CRM > Contacts, select individuals and mark them as leads.

  Assign

  • Based on their position in your outreach, assign them a Lead Pipeline Stage

  based on where they are in your outreach

  • .

• Automatic Creation:

  • Use the Lifecycle Stage Property to auto-populate leads. In the Leads tab, use Actions > Pull in leads to filter by stage and timeframe.

  • Workflow Automation: In Automation > Workflows, create workflows to automatically add leads based on specific actions or criteria (e.g., email engagement, website visits).

• Workflow Setup:Choose

  • You can choose the type of workflow (Contact, Company, or Lead-based), set criteria, and select actions to create leads automatically.

Using the Prospecting Workspace

• Access the Prospecting Tool in Workspaces > Prospecting. You’ll see all your leads under the Leads tab.

• The Schedule tab lets you view your calendar to plan follow-ups effectively.

• The Feed tab shows a real-time list of engagement activities, so you can follow up at the best times.

5. Benefits

• The prospecting tool helps college outreach teams prioritize engagement with prospective students, streamlining communication and increasing efficiency