Master Client Team Tracker

[ACarr1]

Hi all,

I'm working on creating a home for clien teams that can be referenced as needed by other teams within the greater organization. We are currently using an Asana portfolio as the central location of our active client teams. The downside with this is that we have to either create or manually make changes to teams in a few other places: Google Drive, Google Groups and Okta. It would be great if there was one system that could handle some or all of the updates automatically. 

With all that said, I'm curious if anyone has used a system that both serves as the main home for client teams and also has the ability to make downstream changes? Let me know if that makes sense or if any additional details would be helpful?

[JenBergren]

Hi @ACarr1 ! By a home for client teams, do you mean an org chart? Or a list of who is on what team, with email addresses? Or do people need to be able to do other activities in this "home"?

Does everyone in your company who deals with clients have HubSpot access? If people simply need to know who is working with your teams on the client side at all times, keeping all the client contacts attached to the company in HubSpot, along with their relevant titles and custom associations like 'main point of contact' or 'financial point of contact,' which may be the simplest way to not need to do double work. Then training your team members to look at the company record whenever they want to see who you are working with on the client side.

You'll need a type of association or designation for "former employee" as well, since people change jobs often and you'll want that history for context, of past people involved.

In my last agency we had client onboarding steps that involved setting all this up in HubSpot, and the 'account managers' kept it up to date, they may have had recurring tasks to check it was still accurate.

[ACarr1]

Hi Jen,

Thanks for the response. I'm looking for something that will the show the full client services team for a given client. For example, when the sales rep for client A needs to find the project coordinator for client A, they will have a place to look. We currently use an Asana portfolio to track the different client teams. Ideally, I'm hoping to find a solution that would sync with Google and Okta. 

[JenBergren · Accepted solution]

Thanks for the details! I would still recommend using HubSpot as the main source of truth for client teams' contact info, and maybe some of the other people Bérangère tagged have advice for integrations or Zaps to copy the info to Okta and Google for you!

[BérangèreL]

Hi @ACarr1,

Great question, thanks for asking!

I'd like to invite a couple of subject matter experts to this conversation:
Hi @HubSpotMaster, @JenBergren and @OPerek-Clark do you have any insights to share with @ACarr1, please?

Also, if anybody else has anything to add and/or share, please feel free to join in the conversation 🙂

Thank you very much for your help and for sharing your experience ❤️. Have a brilliant day!

Best,
Bérangère