💬 RevOps Discussions

NHowarth
Participant

Auto emailing customers prior to license renewal

SOLVE

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

0 Upvotes
1 Accepted solution
ChrisoKlepke
Solution
Key Advisor | Elite Partner
Key Advisor | Elite Partner

Auto emailing customers prior to license renewal

SOLVE

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

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4 Replies 4
NHowarth
Participant

Auto emailing customers prior to license renewal

SOLVE

@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.

0 Upvotes
ChrisoKlepke
Solution
Key Advisor | Elite Partner
Key Advisor | Elite Partner

Auto emailing customers prior to license renewal

SOLVE

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

NHowarth
Participant

Auto emailing customers prior to license renewal

SOLVE

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.

0 Upvotes
ChrisoKlepke
Key Advisor | Elite Partner
Key Advisor | Elite Partner

Auto emailing customers prior to license renewal

SOLVE

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-l...

 

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. 

Screen Shot 2022-03-03 at 15.16.05.png

 

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

 

 

0 Upvotes