How We Helped Vitalief Configure an Intricate Sales Pipeline in HubSpot
Introduction
Vitalief is a recruiting partner in the clinical trial industry, established in 2021. They connect experienced talent with meaningful opportunities on their client’s developing clinical research teams.
After establishing branding, a website, and social media with Forge Apollo, the need for more robust marketing tools and a sales CRM became clear. HubSpot was a natural option because it combines powerful marketing and sales tools with an integrated CRM. HubSpot’s Marketing Hub Professional and Sales Hub Professional fit Vitalief’s needs best.
Before HubSpot, digital marketing efforts needed to be more cohesive. All sales records and forecasting took place across multiple, complex spreadsheets. While Marketing Hub seamlessly fit Vitalief’s marketing needs, a typical configuration of Sales Hub wouldn’t replace their current processes.
By analyzing Vitalief’s sales data and working closely with decision-makers, Forge Apollo provided:
- Multiple custom Deal properties to incorporate Vitalief’s data
- Complex workflows to calculate, default, and format data
- Views in various areas of the portal to optimize their team’s effort
- Ongoing support to update the configuration as new needs arise
Vitalief’s Complex Needs for Sales CRM
Forge Apollo’s HubSpot experts started this complex Sales Hub onboarding process by meeting with Vitalief’s key stakeholders to understand their data. We reviewed their current spreadsheets as well as their current sales processes and reporting needs.
Vitalief’s forecasting needs were more granular than typical HubSpot Deal data could provide. As a startup, their leadership team needed to forecast recurring revenue based on hourly, daily, and weekly constraints. HubSpot’s existing tools only went down to monthly.
The nature of Vitalief’s Deals as a recruiting partner also demanded rich data within their CRM. Deal values varied based on the hourly rate for the position, the number of days per year worked, the hours per week worked, etc.
To avoid overtaxing their sales team by manually entering data, they needed automation to help.
Forge Apollo’s Strategy for a Successful Sales Hub Onboarding
To support Vitalief’s smooth operation, the Sales Hub implementation needed to do three things.
- Allow their sales team to quickly enter Deal data.
- Optimize that data for HubSpot’s reporting tools.
- Optimize that data for export to fill in reporting gaps with other tools.
Our team accomplished those goals with the following.
Custom Deal Properties
With input from Vitalief’s key stakeholders, Forge Apollo designed 23 custom properties to hold the information vital to Vitalief’s Deals. The property types included:
- Calculation
- Currency
- Number
- Percentage
- Single-line text
- Multiline text
- Dropdown select
- Date picker
Multiple properties were related to each other and affected each other’s values. So, Forge Apollo mapped out their relationships to ensure proper configuration.
Complex Workflows for Automation
Although each property was necessary, the Vitalief sales team didn’t want to manually fill every field when they created a Deal.
In addition to custom properties, several HubSpot standard properties required population to optimize data for native reporting.
To streamline data population, Forge Apollo designed a complex workflow to populate necessary background and front-facing properties based on default and manually input figures.
Optimized Custom Views
Forge Apollo customized views in several areas of Sales Hub. This included optimized deal creation forms, sidebar views, and list views to aid Vitalief’s efforts.
Training & Ongoing Support
Towards the end of Vitalief’s onboarding, Forge Apollo trained their team on the ins and outs of their Sales Hub setup, plus tips on other tools they were interested in for the future.
After that, for two reasons, ongoing support was helpful for Vitalief’s Hubspot implementation.
- HubSpot constantly introduces new features that could improve areas of their implementation.
- Vitalief is a growing company, and its needs will change over time.
The Results
After onboarding, Vitalief had a Sales Hub implementation that fit their unique pipeline and forecasting needs.
Due to the custom properties, workflows, and views, data was optimized for the best use of HubSpot reporting tools and exporting for more granular views.
A smooth process for their sales team allowed Vitalief to focus on growth instead of a complicated CRM. As they grow, ongoing support from Forge Apollo will ensure their CRM grows with them.
HubSpot Onboarding Services in Philadelphia
If your company needs CRM, marketing, or sales tools, the HubSpot experts at Forge Apollo in Philadelphia can help. Our team provides a smooth HubSpot onboarding process customized to your company’s unique needs. Contact us today to schedule a call and learn more about our HubSpot services.
