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(info) About HubSpot Prospecting Tool

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titleAccessing the Prospecting Tool in HubSpot for College Outreach

  • Accessing the Tool

    • Go to HubSpot's main navigation bar, click Workspaces, then select Prospecting. This will bring you to the Summary tab, where you can see an overview of tasks, calendar events, and prospective student leads.

    • The modules on this dashboard are movable, so feel free to rearrange them for a setup that best suits your workflow.

  • Managing Leads

    • Click on the Leads tab next to Summary. In HubSpot, “leads” are individuals interested in your colleges programs.

    • Here, you’ll find tools to engage each lead individually. Click on a lead’s name to send them emails, track their progress in their enrollment journey, and review recent communications. This space keeps everything organized and centralized for efficient follow-ups.

  • Using Your Calendar

    • Go to Workspaces > Prospecting in the navigation bar, then click the Schedule tab. Here, you’ll see a read-only view of your connected calendar, which includes all scheduled events and tasks.

    • This view helps you plan your daily workload and immediately see any schedule conflicts, making it easier to stay organized.

  • Tracking Engagement in Real-Time

    • The Feed tab, located next to Schedule, offers a detailed history of activity notifications. This includes when leads interact with your emails or other outreach efforts, allowing you to gauge their interest and prioritize follow-ups.

    • If you see a prospect engaging heavily, such as opening emails multiple times quickly, it could signal a good opportunity for immediate follow-up to maintain their interest.

  • Focused Outreach for Success

    • HubSpot’s prospecting tool helps college staff maintain relevant, timely conversations with prospective students. By keeping all communications, tasks, and schedules in one place, staff can minimize distractions and stay focused on effectively engaging top prospects.

Organizing Your Leads in HubSpot
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titleManging Setting Up, Organizing, and Managing Leads in HubSpot
title

Setting Up Leads in HubSpot

  • Contacts vs. Leads:

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

    • Leads are a : 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 outreachconvert, representing opportunities to prioritize. Leads help the outreach team focus on those with the highest potential for engagement.

  • Defining and Tracking Leads Using Lifecycle Stages:

    • Lifecycle Stages categorize contacts

    by position

    • based on their journey within your college’s

    marketing and

    • enrollment

    processes

    • process. This segmentation helps tailor communications

    , track each contact’s progress, and ensure smooth handoffs

    • and ensures a smooth handoff between recruitment and student affairs

    teams

    • .

Below are the seven lifecycles

    • MCCCD Lifecycle Stages:

      • Prospect: Potential students who expressed interest

    in a program or college

      • but haven’t applied.

      • Application Started: Students who have initiated

      their

      • an application

      process

      • .

      • Applicant: Students who have

      submitted a

      • completed their application.

      • Matriculate: Accepted students preparing

      to start classes/enroll

      • for enrollment.

      • Enrolled: Students currently

      registered and

      • attending classes.

      • Graduate: Students who have completed their

      degree or certification

      • program.

      • Employee: Faculty and staff working

      within

      • at the college.

  • Align Aligning on Lead Criteria:

    • Ensure your team

    agrees on

    • has a shared understanding of 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. Based on their position in your outreach, assign them , assigning each a Lead Pipeline Stage based on their outreach status.

  • Automatic Creation:

    • Use the Lifecycle Stage Property to auto-populate leads . In the Leads tab, use by selecting Actions > Pull in leads in the Leads tab 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:

    • You can choose the type of workflow Choose the workflow type (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.

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    • generate leads automatically.

Accessing and Filtering Leads

  • Navigation: Go to Workspaces > Prospecting and click on the Leads tab to see all leads.

  • Filtering Leads:

    • Lead Stage: Sort leads by their current stage (e.g., whether they’re new or to see who’s new, in active conversation), or further along.

    • Labels (Hot, Warm, Cold): To help prioritize outreach, assign Assign labels based on the lead’s interest level . Click the Label column to set these manuallyto prioritize outreach.

    • Companies: Filter by organization to view leads associated with specific institutionsschools, partners, or prospective student sources.

  • Using Compound Filters:

    • Combine filters to narrow down your list

    further

    • . For instance, view

    all

    • Hot leads who haven’t responded by selecting both filters

    . This way

    • , helping you

    can focus on

    • identify leads needing

    more

    • immediate follow-up.

Customizing Your Lead View

  • Click Edit Columns: Customize the view by clicking Edit columns to ensure you display only view relevant details, such as lead status, last communication, or upcoming activities. This reduces clutter and keeps the workspace focused.

Viewing and Engaging with Leads

  • Opening a Lead Record:

    • Clicking on a lead opens a sidebar with

    important details, such as:

    • key information, including Lead Stage, LAST ACTIVITY and , NEXT ACTIVITY, and Recent communications for quick context.

    • From this sidebar, you can

      easily

      quickly email, call, or enroll leads in automated emails, making

      engagement

      outreach seamless.

  • Automatic Lead Status Updates:

    • HubSpot updates lead statuses automatically when

    you take action, such as

    • actions (like sending an email or making a call) are taken. This

    means your records stay up-to-date without extra manual logging

    • keeps records current without requiring manual updates.

  • Default Lead Statuses:

    • Attempted: Automatically updates when you’ve tried to contact themUpdates automatically after a contact attempt.

    • Connected: Updates once the lead responds.

    • Qualified: Mark leads as Qualified if they’re a good fit; this , which opens the deal creation panel.

    • Disqualified: Mark leads as Disqualified if they’re not suitablea fit, including reasons for feedbacka reason for tracking lead quality.

  • Customizing Lead Stages:You can adjust

    • Adjust the lead pipeline to

    suit your outreach needs if the default statuses don't fit

    • fit your process. HubSpot allows you to rename, add, or remove stages to

    align better with your team’s process

    • match your outreach approach. It’s recommended that disqualification reasons be kept for tracking insights

    on lead quality

    • .

Scheduling Next Activities

  • Setting Next Activities:

    • To maintain consistent follow-ups, always schedule a Next Activity for each lead. Use the Schedule Next Activity dropdown or

    schedule

    • set reminders directly from the lead list to ensure no follow-up is missed.

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titleCreating and Managing Tasks

Creating Tasks in HubSpot

Tasks can be created from individual records or through the tasks index page.

From Individual Records in the Prospecting Workspace

  • Accessing Leads: Go to set remindersWorkspaces > Prospecting > Leads tab.

  • Opening a Lead: Select a lead’s name, which opens a split-view with your task list on the left and the contact record on the right.

  • Creating a Task:

    • Click Create a Task and enter the Title, Due date, and set a Reminder (optional).

    • Choose the Type of task (To-do, Call, or Email) and set Priority (Low, Medium, High).

    • Assign the task to yourself or another team member.

    • Add to Queue: Queues organize tasks by type, similar to a playlist, for easy management.

    • Add Notes to specify outreach goals, making follow-ups more targeted.

  • Click Create to save the task within the individual lead record.

From the Tasks Index Page

  • Navigation: Go to CRM > Tasks for an overview of all tasks assigned to you.

  • Creating New Task: Click Create Task in the upper right. Fill out task details as before, and select Create or Create and add another if you wish to create multiple tasks in succession.

Completing Tasks in HubSpot

  • Accessing Tasks: Go to Workspaces > Prospecting. Here, tasks are organized by Tasks due today, Overdue tasks, and Due tomorrow to help you prioritize.

  • Starting a Task Queue:

    • Tasks are categorized into To-dos, Emails, and Calls. You can start a specific queue or choose Start all tasks due today to work through them sequentially.

    • The task queue opens with the contact record on the right for easy access to relevant details.

  • Marking Tasks Complete: Click the checkmark next to each task to mark it as complete. You’ll be prompted to create a follow-up task (set a date and time) or select Not now if a follow-up isn’t needed.

Using the CRM Tasks View for Expanded Management

  • Expanded Task View: Go to CRM > Tasks to see a broader view of tasks. Here, you can organize tasks by Due date, Task type, Queue, and other filters.

  • Starting Tasks from the CRM View: Click Start tasks at the top of the list to work through tasks in your preferred order.

Customizing Contact Records for Effective Outreach

  • Adjusting Visible Properties: In the contact record, click Actions > Edit Properties to customize displayed information, like recent engagement, academic interests, or key milestones.

  • Contact Timeline: Each contact record has a timeline of all interactions (emails, calls, meetings). Use Filter activity to focus on specific activity types, streamlining access to relevant details.

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titleHow to Make Calls in HubSpot
Image Added

Accessing Calls in the Prospecting Workspace

  • Start Tasks: Go to Workspaces > Prospecting. Begin working through tasks by selecting Start X tasks due today (the number will adjust based on your tasks).

  • Making a Call: When a calling task appears, select Make a phone call to initiate the call directly from HubSpot.

Using HubSpot’s Native Calling Feature

  • Call Options:

    • Call from Browser: Make calls directly from your computer, which will record and log the call in the contact’s activity timeline.

    • Call from Phone: Dial the contact directly from your phone.

    • Call from HubSpot App: Use the mobile app to call, helpful for on-the-go communication.

  • Automatic Transcriptions: HubSpot automatically records and transcribes calls, saving them to the contact’s record for easy review. This is particularly useful for recalling key details or sharing call summaries with team members.

Taking Notes During the Call

  • While on the call, take real-time notes within HubSpot to summarize the discussion, such as academic interests, questions, or follow-up actions. These notes are invaluable for creating a personalized follow-up plan.

  • Saving the Call: Once the call ends, click Hang up in the calling pane. Complete your notes, then click Save call and complete task to log the call in the contact’s timeline and mark the task as complete.

Using the Mobile App for Calls on the Go

  • With the HubSpot mobile app, you can search for contacts, companies, or deals on your phone, allowing you to call or text them from anywhere. This is particularly useful for outreach staff who may need flexibility in contacting prospective students.