Automatic Yearly Deal Creation for Every Closed Won Deal

[TMyatNoe]

Hello HubSpot Experts,

Good day to you.

We are an International School. We are now implementing HubSpot to use in our admission process and enrollment. We use the HubSpot Deal Pipeline for the students. There are ten deal stages in our pipeline. They are Opportunity, Interested/ Considering, Planned Placement Test, Assessment, Approval, Pending Payment, Closed Won (Admission Fee), Closed Won (Full payment). 

We use that and our team create deals for newly inquired/ enrolled students every academic year.

The problem here is that our admission team is quite busy and not able to create new deals every year for the old students. In short, students will keep attending school every year till they drop out or transfer. So, we have to create new deals for them every academic to track the right number. But we can't manually do that due to our capabilities. 

Is there any special automation for that case? We also have to update their admission year, academic year, and program as they are moving forward year by year.

Looking forward to learning the creative strategy from the experts.

Best 

[DSharma02 · Accepted solution]

Hi @TMyatNoe ,

Workflows are possibke to create and uodate deals but the thing is that you have tio identify theworkflow triggers. Means on what basis you will create a deal in the HubSpot..and you can set that workflow to recurr annually. You can create a workflow for the soecific date and then set it to recurr annually:

Now, identify the trigger on the basis of a propert for example, the contact is in the 'Active list student' or the proeperty 'Final result' is updated to 'True'..and then craete record 'Deal' in they respective deal pipeline and stage.

Also, you can Set up automation rules to automatically move deals through the pipeline based on predefined criteria. For example, automatically move deals from "Pending Payment" to "Closed Won" stages when payment is received.

Hope this helps!
Thanks.

[karstenkoehler · Accepted solution]

Hi @TMyatNoe,

How you approach this depends on what subscription level you are on.

If you are on a Professional subscription, the simplest option is a workflow that you create once and turn on once a year. Here are the key components to such a workflow: https://knowledge.hubspot.com/workflows/understand-contact-based-workflow-types

1. Define a filter that includes all student contact records and use that filter as workflow enrollment trigger (no list is needed here), https://knowledge.hubspot.com/workflows/create-workflows
2. Enable re-enrollment (only flick the re-enrollment switch, don't select any re-enrollment properties), https://knowledge.hubspot.com/workflows/add-re-enrollment-triggers-to-a-workflow
3. Use the "Create record" workflow action to define how the created deals should be named, which pipeline stage they should land in etc
4. Turn the workflow on, enroll existing contacts, wait for the deal creation, turn the workflow off.
5. Next year, turn the workflow on, enroll existing contacts, wait for the deal creation, turn the workflow off.

If some component of the above process is not accessible to you, it's because it's not included in your subscription. You could either upgrade or choose a free route.

A free route could look like below. What we're doing here is export the contacts, append deal information to the exported file, re-import it to create deals and associate it to the contacts.

1. Export your contacts: https://knowledge.hubspot.com/import-and-export/export-records
2. Remove all information from the export file but the record ID column
3. Add additional columns with the information about the deals. You can find sample import files with deals here: https://knowledge.hubspot.com/import-and-export/set-up-your-import-file#multiple-objects-with-associ...
4. Upon import, choose that you're importing multiple objects in one file (contacts and companies), map the contact record ID column, and map the deal properties.
5. Upon import, HubSpot will look up the record ID (to know which contact the deal would belong to), then create a deal based on the information from the additional columns.
6. You would repeat this process once a year.

Let me know if you have any follow-up questions!

[Lucila-Andimol · Accepted solution]

Hey @TMyatNoe 

you can totally achive this with workflows and new deals

so that the team is ready to contact students when the time is right.

You can follow the info shared here

or if you need help setting this up you reach to use here and we are happy to help

[karstenkoehler · Accepted solution]

Hi @TMyatNoe,

How you approach this depends on what subscription level you are on.

If you are on a Professional subscription, the simplest option is a workflow that you create once and turn on once a year. Here are the key components to such a workflow: https://knowledge.hubspot.com/workflows/understand-contact-based-workflow-types

1. Define a filter that includes all student contact records and use that filter as workflow enrollment trigger (no list is needed here), https://knowledge.hubspot.com/workflows/create-workflows
2. Enable re-enrollment (only flick the re-enrollment switch, don't select any re-enrollment properties), https://knowledge.hubspot.com/workflows/add-re-enrollment-triggers-to-a-workflow
3. Use the "Create record" workflow action to define how the created deals should be named, which pipeline stage they should land in etc
4. Turn the workflow on, enroll existing contacts, wait for the deal creation, turn the workflow off.
5. Next year, turn the workflow on, enroll existing contacts, wait for the deal creation, turn the workflow off.

If some component of the above process is not accessible to you, it's because it's not included in your subscription. You could either upgrade or choose a free route.

A free route could look like below. What we're doing here is export the contacts, append deal information to the exported file, re-import it to create deals and associate it to the contacts.

1. Export your contacts: https://knowledge.hubspot.com/import-and-export/export-records
2. Remove all information from the export file but the record ID column
3. Add additional columns with the information about the deals. You can find sample import files with deals here: https://knowledge.hubspot.com/import-and-export/set-up-your-import-file#multiple-objects-with-associ...
4. Upon import, choose that you're importing multiple objects in one file (contacts and companies), map the contact record ID column, and map the deal properties.
5. Upon import, HubSpot will look up the record ID (to know which contact the deal would belong to), then create a deal based on the information from the additional columns.
6. You would repeat this process once a year.

Let me know if you have any follow-up questions!

[DSharma02 · Accepted solution]

Hi @TMyatNoe ,

Workflows are possibke to create and uodate deals but the thing is that you have tio identify theworkflow triggers. Means on what basis you will create a deal in the HubSpot..and you can set that workflow to recurr annually. You can create a workflow for the soecific date and then set it to recurr annually:

Now, identify the trigger on the basis of a propert for example, the contact is in the 'Active list student' or the proeperty 'Final result' is updated to 'True'..and then craete record 'Deal' in they respective deal pipeline and stage.

Also, you can Set up automation rules to automatically move deals through the pipeline based on predefined criteria. For example, automatically move deals from "Pending Payment" to "Closed Won" stages when payment is received.

Hope this helps!
Thanks.