topic Tracking Follow-Up Touchpoints on MQLs in HubSpot in Sales Email

Tracking Follow-Up Touchpoints on MQLs in HubSpot

-Ayush_Kumar — Thu, 02 Jan 2025 11:49:45 GMT

How should we track number of follow ups done on a MQL that is

No show
No call setup

Goal: We want to follow up atleast 8 times on an MQL till we mark it as closed lost
(Basically there has to be 8 touch points totally trying to get them on a call. e.g. if we sent 3 emails, 3 calls, 2 SMS)
How can we do that in Hubspot?

Re: Tracking Follow-Up Touchpoints on MQLs in HubSpot

ScottPennwood — Thu, 02 Jan 2025 12:17:42 GMT

Hi @-Ayush_Kumar,

I'd approach this with a numerical property starting at 8 and a series of workflows to manage that number.

Workflow 1:

- When contact reaches MQL stage, set "FOLLOWUPS" custom property to 8

Workflow 2 (activity trigger):
- When an activity is completed (call/meeting events), IF lifecycle stage = MQL, reduce the "FOLLOWUPS" number by 1, OTHERWISE do nothing

Workflow 3 (filter):

- When a sales email is sent, IF lifecycle stage = MQL update "(MQL)NUMBER OF SALES EMAILS SENT" custom property by +1, OTHERWISE do nothing

Workflow 4 (filter):

- When "(MQL)NUMBER OF SALES EMAILS SENT" is updated, IF lifecycle stage = MQL, reduce the "FOLLOWUPS" number by 1, OTHERWISE do nothing

Workflow 5:

- When contact reaches SQL stage (Or whatever you set) set "FOLLOWUPS" to 0 and set "(MQL)NUMBER OF SALES EMAIL SENT" to 0

Workflow 6:

- When "(MQL)NUMBER OF SALES EMAIL SENT" = 8, then change lifecycle stage and reset to 0, and "FOLLOWUPS" to 8

If you've got a certain SLA or timeframe that these activities neeed to be completed, you could feasibly combine 1, 5 and 6 into a single workflow and use delays for ease of workflow management, with an unenrolment trigger of Not An MQL to drop it out of the workflow early if successful.

Hope this helps! Perhaps overly complicated?

Re: Tracking Follow-Up Touchpoints on MQLs in HubSpot

-Ayush_Kumar — Thu, 02 Jan 2025 16:01:07 GMT

I also want to track No. of times MQL is reached by SDR for Follow-ups (to track SDR performance)

Re: Tracking Follow-Up Touchpoints on MQLs in HubSpot

ScottPennwood — Thu, 02 Jan 2025 16:14:12 GMT

You could feasibly replicate Workflow 3 for a separate custom count which only increases the emails-sent count when the contact is owned by a particular SDR team? (And then don't reset it, so you'll have a running tally of how many SDR emails has been sent while this contact was an MQL)