Onboarding Pipeline Process 

Last updated July 31, 2023

This document covers the steps to move from the Portfolio Development Pipeline to the Onboarding Pipeline in HubSpot. This includes custom fields and workflows created to assist in the flow of onboarding. 

Step 1: Portfolio Development Pipeline > Closed Won

When a Deal moves to a Closed Won in the Portfolio Development Pipeline, the property is ready to move to Onboarding. When it’s moved to Closed Won, the Portfolio Development team is required to fill out which Onboarding track this home should go on (Standard or Fast-Track).

Once the track is selected, this Deal will remain in Closed Won for reporting purposes, and a duplicated Deal will appear in the Onboarding Pipeline. It will duplicate some, but not all, of the information. Here is what will change:

• The duplicated Deal name will have the word ‘Onboarding’ at the beginning to differentiate between the two Deals.
• Associated Contacts, Companies, Rental Properties, Tickets, Quotes, and Invoices will pull over from the Portfolio Development Deal
  • • Note: if an Attachment, Contact, or other Association is added to the Onboarding Deal after the duplication happens, it will not add that into the Portfolio Development Deal.
    • Note: Quotes cannot be replicated, but rather they will move from the Portfolio Development Pipeline to Onboarding Pipeline
    • Note: Attachments will not pull over. However, they will be shown in ‘Activity’ so long as the Attachment was added in the last 30 days.
• Amount pulls over
• Permit Date pulls over
• Deal Activity for the last 30 days from the Portfolio Development Pipeline pulls over
• The Onboarding Deal is assigned to Kathlina
• The Onboarding Deal is moved to the first stage of the Pipeline - Intro and Info Gathering
• The Tasks for this Stage are automatically created and assigned to Kathlina.

Step 2: Moving Along the Onboarding Pipeline

Once all the tasks are completed for a Stage, you can move them to the next stage. You can do this by either going into the Onboarding Deal and changing it in the top right:

Or by moving it along the Kanban view.

As you move through the Stages, you’ll be prompted to enter in additional information.

Property Status is asked when moving from Intro and Info Gathering to Fast-Track - Listing Materials and will pop up at each stage, asking again if the Property Status should be updated or changed.  

Additionally, each time you move a stage, a new set of Tasks will be created and assigned to Kathlina.

As a safeguard, each time you advance in a stage, you’ll be prompted to answer if the tasks have been completed for the previous step.

When you move the Deal to Final Guest-Ready Steps, you’ll be required to enter the following:

• Permit Date
• Insurance Policy Expiration Date

PandaDoc

PandaDoc is integrated with HubSpot, and many of the applicable fields will pre-populate for you and the Owner. In order to do this, you MUST send the PandaDoc from the Contact.

• Click on the Contact you want to send the PandaDoc to.
• On the right-hand side, locate PandaDoc and click Create Document
• Select the form you want to send.
• Select the Contact as the signer.
• Click Start editing.
  • • Note: This will open up PandaDoc
• Review the document to ensure everything looks correct. You can edit directly in the document.
• Send the document, and then track it within HubSpot. You’ll receive a notification once they submit the document back.

Proof of Insurance & Permit Date

Workflows are in place to create a task assigned to Kathlina 60 days prior to Permit Day and 30 days prior to Insurance Expiration Date to collect this information and update these dates to the following year.