topic Re: Auto emailing customers prior to license renewal in 💬 RevOps Discussions

Auto emailing customers prior to license renewal

NHowarth — Fri, 25 Feb 2022 11:01:48 GMT

Hi,

I am trying to put a more proactive approach in to my organisation and have set up workflows and auto emails to notify the sales team when renewals are due but what I would like to do is set up some automated emails for the customer as well to try and smooth the renewal process. We have contracts of varying lengths so it would have to take this into account. I am going to use the license end date but I can't see anything that links the deal to a specific customer user. Am I just missing it or does it not exist. I could create a custom field but thought I would check first.

I am also open to any comments/thoughts on best practices for this.

Thanks

Nick

Re: Auto emailing customers prior to license renewal

ChrisoKlepke — Thu, 03 Mar 2022 13:40:27 GMT

Hey @NHowarth,

the best practice would definitely be to have the main point of contact associated with that Deal. With this setup, there is much more flexibility and things you can do. It's half the magic of HubSpot to use these relations between objects/records. Look at the right-hand side of an example Deal records and see if it's associated with a Contact. If that isn't the case, is your contact data for a customer saved on the Deal. Thinking mainly the email address.

Let me know and we go from there.

Cheers,

Chriso

Re: Auto emailing customers prior to license renewal

NHowarth — Thu, 03 Mar 2022 13:43:24 GMT

@ChrisoKlepke Thanks. As much as I like a hack I would prefer to keep this as standard and easy as possible. Thanks for this I will have a look.

Re: Auto emailing customers prior to license renewal

NHowarth — Thu, 03 Mar 2022 14:10:56 GMT

I think in the most part the contact data is saved on the deal. However, looking at some of them, there are deals that have a LOT of contacts and I wouldn't really want to email all of them. Is there a way to establish which are the "key" or main contacts ?

Also, looking in the workflow I can only choose the deal owner to email.

Re: Auto emailing customers prior to license renewal

ChrisoKlepke — Thu, 03 Mar 2022 14:24:44 GMT

Hey @NHowarth ,

there is indeed a pretty smart way to do this. Assuming you have a Pro license of HubSpot, there is a fairly new feature called Association Labels. Read more here

https://knowledge.hubspot.com/crm-setup/associations-enhancements-beta#create-and-edit-association-labels-professional-and-enterprise-only

You need to navigate to the settings first and activate it. Beware though, after you do that, you cannot go back to the old state without labels. There is no reason to go back anyway imo, but just putting it out there.

After you activated that feature and created a particular label for the association between contact and deal, you'll need to label the contacts associated with your deals accordingly. Let's say they are labeled Main Buyer or something.

Now you can create a workflow to your particular needs and date criteria. This must be a Deal-based workflow, and you enroll the deal based on the date you mentioned before. When selecting the action of Send marketing email, you then can choose which labeled contacts should receive these.

For the deals that don't have a contact associated with the deal, you can create a contact-record also with another workflow. But you need to have a filed email field on your deal. Otherwise, creating one doesn't make any sense.

Hope that helps.

Cheers,

Chriso

Re: Auto emailing customers prior to license renewal

louischausse — Tue, 05 Mar 2024 18:48:50 GMT

We've built a Recipe to handle Renewals. A Recipe is a small process that you can install in your HubSpot portal. This doesn't require any third-party tool.

Here's a video of how it works:

Watch the video!

Renewal deals are created automatically for each closed-won deals with a known contract end date. Then, a task is generated with a reminder date XX days before that contract end date to notify the deal owner (or another user of your choice) that the renewal is coming soon.

Other settings and configurations are also available to suit your use case.

If you are interested, we can have a chat to setup this recipe on your HubSpot portal.

Learn more here