Tips, Tricks & Best Practices

DMcLaren4
Participant

Marketing Contacts Rotating

SOLVE

Hello, 

 

Is there a way of rotating your entire marketing contact per month? For example, at the end of the month every contact is made non-marketing. Once the 2nd of the following month has passed, a task is sent to organise marketing contacts for the following month? This will allow us to make sure we don't go over our marketing contact limit per month. 

 

Any help would be great, thanks. 

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1 Accepted solution
karstenkoehler
Solution
Hall of Famer | Partner
Hall of Famer | Partner

Marketing Contacts Rotating

SOLVE

Hi @DMcLaren4,

 

It's definitely an option, yes, but it creates quite a bit of overhead. Instead, I'd probably try to figure out who should stay a marketing contact somewhat permanently and only mark those contacts as non-marketing contacts that you don't think you'll be sending marketing emails to.

 

Otherwise you'll be flicking on/off the same contacts. If you're at capacity and close to the limit, this method won't change much. It'll buy you some time but not change the fact that you'll have to upgrade shortly or figure out which contacts should not be marketing contacts permanently.

 

Hope this helps!

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

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karstenkoehler
Hall of Famer | Partner
Hall of Famer | Partner

Marketing Contacts Rotating

SOLVE

Hi @DMcLaren4,

 

You can use workflows to automatically mark contacts as marketing or non-marketing: https://knowledge.hubspot.com/contacts/set-contacts-as-non-marketing#automatically-set-contacts-as-n...

 

However, this cannot be used to "abuse" this feature. Contacts will only turn into non-marketing contacts on the first of the next month. You cannot change marketing contact status to non-marketing within a month, it will only take effect the next month: https://knowledge.hubspot.com/account/understand-marketing-contacts-billing

 

In other words, if you're planning to email contacts this month and next month, there isn't any way for them to not be billable in between. If you're planning to not email contacts next month, simply mark them as non-marketing contacts.

 

If you want to automate some part of this, the exact setup would depend on which marketing contacts you would want to turn into non-marketing contacts. If this is a manual review, I'd recommend simply creating a recurring calendar event as a reminder, alternatively a recurring task in HubSpot: https://knowledge.hubspot.com/tasks/create-tasks#set-tasks-to-repeat-sales-hub-or-service-hub-starte...

 

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

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

Did my post help answer your query? Help the community by marking it as a solution.

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MSodnicar
Participant

Marketing Contacts Rotating

SOLVE

Hello Karsten - I am not seeing Marketing Contact Status as a property in my Hubspot instance.



MSodnicar_0-1704844500000.png

 

MSodnicar_1-1704844540263.png

 

 

Has it moved?  

 

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DMcLaren4
Participant

Marketing Contacts Rotating

SOLVE

Hello, 

 

Thanks for the reply @karstenkoehler 

 

We want to set the workflow to remove marekting contacts, and change the status to non marketing contacts, at the end of every month. This would allow us to add new contacts throughout any day of the month, up until the 30th, with no incur of charge.

 

For example, we have 2000 monthly marketing contacts and we utilise 1000 of them during one month. During the same month, another 1000 get added by deafult form submissions etc, taking us to our limit. At the end of the month, regradless of when the contact is added, all marketing contacts would be set to non marketing. After the 1st of the following month had surpassed, a team review would be held as to which amount of contacts are being reassigned marketing contacts. This is a manual input so no problems here.

 

Is this possible?

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karstenkoehler
Hall of Famer | Partner
Hall of Famer | Partner

Marketing Contacts Rotating

SOLVE

Hi @DMcLaren4,

 

If you want to automatically mark all contacts as non-marketing contacts at the end of the month, you'd need Operations Hub Professional and recurring workflows.

 

Without Operations Hub Professional, you'd have to do this manually, see the link shared earlier. Hence my suggestion to set up a recurring calendar reminder or a recurring task in Hubspot.

 

Best regards!

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

Did my post help answer your query? Help the community by marking it as a solution.

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DMcLaren4
Participant

Marketing Contacts Rotating

SOLVE

Hi @karstenkoehler 

 

I suppose realistcally though the only benefit behind removing everyone is you have a fresh allocation each month. You could be at 2000 marketing contacts at the end of the month, change them all back to non-marketing, you get billed for 2000 marketing contacts, and refresh down the amount you market to per month more accrately. It allows the data gathering through forms and lists to increase whilst not taking up a marketing 'seat' to someone that doesn't needed marketed to at the current moment. 

 

Would you agree this is a good procedure?

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karstenkoehler
Solution
Hall of Famer | Partner
Hall of Famer | Partner

Marketing Contacts Rotating

SOLVE

Hi @DMcLaren4,

 

It's definitely an option, yes, but it creates quite a bit of overhead. Instead, I'd probably try to figure out who should stay a marketing contact somewhat permanently and only mark those contacts as non-marketing contacts that you don't think you'll be sending marketing emails to.

 

Otherwise you'll be flicking on/off the same contacts. If you're at capacity and close to the limit, this method won't change much. It'll buy you some time but not change the fact that you'll have to upgrade shortly or figure out which contacts should not be marketing contacts permanently.

 

Hope this helps!

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

Did my post help answer your query? Help the community by marking it as a solution.

0 Upvotes