Managing Contacts and Companies

This SOP outlines the process for adding, updating, and managing Contacts and Companies in Hubspot, including maintaining accurate associations and ownership.

Introduction

Purpose

To ensure accurate and up-to-date information for all Contacts and Companies in Hubspot, facilitating effective customer relationship management and reporting.

Scope

This SOP applies to all team members who are responsible for managing Contacts and Companies in Hubspot.

Definitions

• Contact: An individual person recorded in Hubspot, typically a customer or potential customer.

• Company: An organization recorded in Hubspot, which can have multiple associated Contacts and Deals.

• Owner: The team member assigned to manage a specific Contact or Company in Hubspot.

Responsibilities

• Hubspot Users: Responsible for adding, updating, and managing Contacts and Companies in Hubspot, including maintaining accurate associations and ownership.

Procedure

Preparation

1. Understand Contact and Company Fields: Familiarize yourself with the information fields for Contacts and Companies in Hubspot, including name, email, lifecycle stage, associations, and owner.

Execution

1. Adding and Updating Contacts: Contacts can be added and updated manually in Hubspot, or they can be imported from a CSV file. Ensure that all relevant fields are completed and up-to-date.

2. Managing Companies: In addition to individual Contacts, create and manage Companies in Hubspot. Ensure that all relevant fields are completed and up-to-date, including domain, associations, and owner.

3. Maintaining Associations: Each Contact can be associated with one or more Companies and/or Deals. Regularly review and update these associations to ensure accuracy.

4. Assigning Ownership: Assign an Owner to each Contact and Company. The Owner is responsible for managing the relationship with the Contact or Company and ensuring that their information is up-to-date.

Completion

1. Review and Verification: Regularly review Contacts and Companies in Hubspot to verify the accuracy of information and associations. Correct any errors or inconsistencies as soon as they are identified.

Notes/Precautions

• Ensure that all data entered into Hubspot is accurate and up-to-date to maintain the integrity of the system.

• Respect the privacy of Contacts and Companies by only recording and using information in accordance with relevant data protection laws and company policies.

References

• Hubspot User Guide and Tutorials.

• Company's internal data management and privacy policies.