Tracking client engagement

[RAlexander3]

I am going to be contacting my clients on a monthly basis via email or phone call for check-ins and to keep in touch and want a way to track this info to make sure it is done throughout the year. I currently do this on a spreadsheet with each month as a column. How would I do this on HubSpot? 

[TomM2 · Accepted solution]

How are you currently entering data into your spreadsheet? 
Honestly any CRM is basically a fancy spreadsheet with extra bells and whistles. 

At a very basic level, you can map each of your spreadsheet columns to a HubSpot contact property. Then you can report on them as much as you like in HubSpot. 

The next question to ask yourself is what you're tracking, and how do you minimise manual input? For example, using logged emails in HubSpot will auto track and log last emails sent in HubSpot. So you won't need to log this and will have the "last activity" properties updated. 

If you integrate your calling with HubSpot you get the same benefits! 

Ultimately what I would advise is looking into what you're tracking on your spreadsheet, and how they map to HubSpot default contact properties. If they don't map to default contact properties, then should you create custom properties to account for these and figure out the best way to populate these! 
In reality what you want to figure out is: 
- What are you tracking and why? 
- Does HubSpot have a tool to auto-track this? 
- If not, will I be getting more value if I manually track this? 

[PHerreroMKT]

In HubSpot, you can utilize the CRM's functionalities, especially in the realm of sales, to efficiently track client engagement and manage your check-in process. Here's how you can achieve this:

1. Creating Contact Lists for Each Time Period: You can create segmented contact lists within HubSpot for each time period, such as monthly lists. This allows you to organize your contacts based on when they were last contacted or when they're due for a check-in.

2. Setting Tasks for Email and Phone Calls: HubSpot enables you to create tasks for each contact, specifying whether it's an email or phone call check-in. You can set the task due dates and assign them to responsible team members. Moreover, you can configure reminders for these tasks, either as internal app notifications or email reminders, ensuring timely follow-ups.

3. Utilizing Email Templates: To expedite your communication process, you can establish email templates. By integrating your email inbox with HubSpot CRM, you can seamlessly send out these templated emails with just a click, saving you time and ensuring consistency in your messaging.

4. Tracking Client Engagement: You can view communication history, including emails sent, calls made, and interactions with your content. Additionally, you can utilize HubSpot's reporting features to analyze the frequency and effectiveness of your check-ins over time.

By leveraging these features within HubSpot CRM you can track engagement throughout the year