We’d like to log emails and calls and create reports from them.
We have a sales process to send 4 emails to a contact with the objective to book a 1st phone call.
We need to know who has been contacted, when and in which email stage the contact is in (ex: email 1, email 2, email 3, email 4).
Should the emails/calls need to be identified in our lifecycle stages, as a transaction, task?
How can we pull a report from the option chosen?
The goal of the report is to know which email as converted the most and quickest into a transaction.
A transaction = 1st call booked.
Also, contacts that have not answered need to be identified in order to be nurtured later. Again, should this be a new lifecycle stage? How can we identify them and create a report from this data?
The goal of the report is to identify which and how many contacts need to nurtured.
Our actual “Lifecycle stage” is in 4 main stages (both on Contact + Company level):
Awareness: the new contacts entered in hubspot that needs to be contacted for the 1st time
Intent: contacts that have been contacted with email 1-4
Desire: 1st call booked / 1st call done
Action: 2nd call booked with other internal teams
Our actual “Lead Status” is (both on Contact + Company level):
Suspect cold: Awareness + Intent
Suspect warm: Desire + Action
Should we change our “Lifecycle Stages” and/or “Lead Status” for “Company” or “Contact” level only?
Thank you for reaching out to the Community and I apologize for the delay in responding as HubSpot was observing the annual Week of Rest last week.
I checked for you and I found the reply from @karstenkoehler on this similar post "Lifecycle stage each month" that might help you! @AmyLou do you have any tips to have such report and/or best practices regarding lifecycle stages in this case please?
I also wanted to invite a couple of subject matter experts to this conversation: @GRajput, @deepikaverma and @mangelet do you have any suggestions to help @AMilleret on creating such report and on using the lifecycle stages in this specific usecase please?
Thanks a lot!
Have a lovely day!
Bérangère
To effectively log emails and calls, track the stages of contact engagement, and generate reports based on these activities, you can utilize a combination of HubSpot’s features, including lifecycle stages, tasks, and custom reporting. Here’s how you can set it up: Lifecycle Stages:
Create a new lifecycle stage called “Engaged” or “Email/Calls” to track contacts who are actively engaged in the email and call process.
Assign this lifecycle stage to contacts who have been contacted with email 1-4 and are in the process of booking the 1st phone call. Tasks:
Create a task for each email or call interaction with a contact.
In the task, specify the email stage (e.g., email 1, email 2, etc.) and record the date/time of the interaction.
Assign these tasks to the appropriate team members responsible for the email/call activities. Reporting:
Utilize HubSpot’s reporting features to pull reports on email and call engagement.
Create a custom report that filters contacts by the “Engaged” lifecycle stage and includes the relevant task details (email stage, date/time).
Group and aggregate the data to identify which email stage converts the most and quickest into a transaction (1st call booked). Nurture Identification:
To identify contacts that have not responded or need nurturing, you can utilize a combination of filters and custom properties.
Create a custom property (e.g., “Needs Nurturing”) to mark contacts who have not responded or require further nurturing.
Use workflows or manual updates to set this property based on specific criteria (e.g., no response after email 4).
Create a custom report that filters contacts by the “Needs Nurturing” property to identify and track the contacts that require nurturing.
Regarding your “Lifecycle Stages” and “Lead Status,” you can make adjustments to fit your specific needs. It’s recommended to modify them at both the Contact and Company level to ensure consistency and accurate reporting across your CRM data.
“Hope this will helps you out. Please mark it as Solution Accepted & Upvote to help other Community member.
Thanks!”
@AMilleret I understand you’re setting up your sales process in HubSpot, with four emails typically sent to contacts aiming for the first call. This is an outbound sales process, right? Where you make multiple attempts to secure a call or meeting.
What you’re describing fits perfectly with HubSpot’s sequences tool. If this motion is going to be central to your company, I’d recommend using sequences. It’s not available in the starter version but in HubSpot pro+ version. Still, I believe it would be beneficial and save you from reinventing the wheel.
Right now, you seem unsure about how to follow that process and are improvising a bit with lifecycle stages to followup. For some reason, changing what comes standard with HubSpot seems like a good idea to you; however, I don’t advise doing so at this stage.
In your case, lifecycle stage should return to basics: understanding who your leads are and who becomes qualified after booking their first meeting.
About lead status—it’s something that can help you identify next actions. Is the lead getting warmer or still completely cold? Should you discard it?
Regarding whether lead status should be placed on the company or contact—in general terms—it could work both ways; but specifically for your case—it seems more suitable for contacts rather than companies.
Why? Because sometimes one contact may remain cold while another improves throughout the process.
On a company level—you might want to reflect its state based on your best contact. Say you have three different contacts within one company—with two being very cold while one getting warmer—thus making the whole company appear warmer overall.
