Page Comparison

Setting Up Leads in HubSpot

• Contacts vs. Leads:

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

  • Leads: A subset of contacts likely to engage or convert, 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 based on their journey within your college’s enrollment process. This segmentation helps tailor communications and ensures a smooth handoff between recruitment and student affairs.

  • MCCCD Lifecycle Stages:

    • Prospect: Potential students who expressed interest but haven’t applied.

    • Application Started: Students who have initiated an application.

    • Applicant: Students who have completed their application.

    • Matriculate: Accepted students preparing for enrollment.

    • Enrolled: Students currently attending classes.

    • Graduate: Students who have completed their program.

    • Employee: Faculty and staff working at the college.

• Aligning on Lead Criteria:

  • Ensure your team has a shared understanding of what makes a good lead (e.g., filling out an interest form, attending an event).

Creating Leads in HubSpot

• Manual Creation:

  • In CRM > Contacts, select individuals and mark them as leads, assigning each a Lead Pipeline Stage based on their outreach status.

• Automatic Creation:

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

• Workflow Automation:

  • In Automation > Workflows, create workflows to add leads based on specific criteria (e.g., email engagement, website visits). Choose the workflow type (Contact, Company, or Lead-based), set criteria, and select actions to generate leads automatically.

Accessing and Filtering Leads

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

• Filtering Leads:

  • Lead Stage: Sort leads by their current stage to see who’s new, in active conversation, or further along.

  • Labels (Hot, Warm, Cold): Assign labels based on interest level to prioritize outreach.

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

• Using Compound Filters:

  • Combine filters to narrow down your list. For instance, view Hot leads who haven’t responded by selecting both filters, helping you identify leads needing immediate follow-up.

Customizing Your Lead View

• Edit Columns: Customize the view by clicking Edit columns to display only 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 key information, including Lead Stage, LAST ACTIVITY, NEXT ACTIVITY, and Recent communications for context.

  • From this sidebar, you can quickly email, call, or enroll leads in automated emails, making outreach seamless.

• Automatic Lead Status Updates:

  • HubSpot updates lead statuses automatically when actions (like sending an email or making a call) are taken. This keeps records current without requiring manual updates.

• Default Lead Statuses:

  • Attempted: Updates automatically after a contact attempt.

  • Connected: Updates once the lead responds.

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

  • Disqualified: Mark as Disqualified if they’re not a fit, including a reason for tracking lead quality.

• Customizing Lead Stages:

  • Adjust the lead pipeline to fit your process. HubSpot allows you to rename, add, or remove stages to match your outreach approach. It’s recommended that disqualification reasons be kept for tracking insights.

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