Hubly already makes it easier to scale your firm and now by setting up a few automated steps, you can build a prospecting funnel that lets you eliminate data rekeying and ensure that nothing falls through the cracks.
When it comes to setting up automated steps in Hubly, there are two ways to get started:
Zapier — which helps you create Hubly actions based on triggering events that occur in the other systems that you use. For example Calendly, ScheduleOnce, Acuity, Gmail, or Microsoft 365.
Workflow Rules — which allow you to automate how clients are categorized and when clients are added to each workflow. For example Repeating Rules, Important Client Date Rules, Add or Remove Stream/Tag Rules, and Age Based Rules.
Today, you're going to learn how to make these pieces work together to automate your new client funnel.
Above, we can see a sample Prospecting Process. This has steps to keep track of your incoming leads — all the way from the first contact to signing as a client!
Automated Steps In Hubly
It’s easy to create a new contact directly in the Hubly — in fact, this can be done right from the workflow! Simply select the option to create a new client from the + Add Client(s) menu.
Once the contact is created, the client card will open. We can then add Stream(s) or Tag(s) to categorize this new contact within Hubly — but today, we’re going to learn how to automate this process by using the Add or Remove Stream/Tag Rule.
You can set this Rule up for any workflow in your prospecting funnel that you can foresee a newly created contact being added to. Simply edit that workflow and select Add Rule.
Quick Tip: You can also leverage the same workflow rule to recategorize contacts that go on to become signed clients in your downstream workflows.
Now that a contact has been created and categorized as a new Lead in Hubly, you can build out a workflow that helps you stay on top of your initial calls. We recommend planning a sequence of initial touchpoints, timed a couple of days apart.
To help you stay on top of these, we have configured sequential reminders that only get scheduled once the preceding step is completed. Simply select the bell icon next to any default task and select When the preceding task is completed from the dropdown menu.
Using Zapier To Create New Contacts
Now we can use Zapier to automate how incoming leads get created and added to your funnel in Hubly! No matter how you collect your leads, whether it’s through a form embedded in your website, or through your calendaring software, once a new lead has been entered, we can use this information to set up a Zap.
Start by selecting the triggering event, finding the lead source and setting it up as the first step in your new Zap:
The next step, your first action, will be in Hubly — you always want to start with the Find or Create a Client action event:
Quick Tip: Don't see Hubly as an available App? Learn how to set up the integration.
Once you’ve logged into your account, you can set up the action!
Per the "template" below, you want to start by selecting your Hub and then the new lead's email address (from the triggering step) — this is the unique field that you will be "searching" your Hubly/CRM contact list by.
Since the new lead is unlikely to already exist, you want to select the option to "Create Hubly Client if it doesn't exist yet". This will create a new client in Hubly, and in your CRM!
Once the option is selected, you will be able to map the submitted full name, email address, and phone number (from the triggering step) for the new contact's card.
The next, and final, action in your Zap will be in Hubly once again — this time to add the client to the Prospect Workflow.
To set this up, select the Add Step option in Zapier and choose Hubly as your app. Your action will be to Assign Client to Workflow.
Simply select your Hub, find the ID from the client you’ve just created (in the previous action step), and then the Workflow you want to add them into.
Using Zapier To Save Meeting Dates
If you use Calendly, Accuity, or ScheduleOnce, you can leverage Zapier to trigger when a new meeting gets booked — saving this information to Hubly and adding them to the corresponding Workflow.
Too much time is lost doing simplistic data rekey/update actions manually and with this type of automation, you can ensure that your workflows don't wait on anyone to do these manual steps.
For this new Zap, we’ll use Calendly as the triggering app, with the trigger event being that a meeting event is created:
For your new step, your first action, we’ll set this up exactly like our original example Zap (above) — selecting Hubly as the app and the Find Client action event:
Again, we will use the Email Address submitted via Calendly in the triggering step to locate the corresponding contact record in Hubly.
Quick Tip: In this case, we assume that the contact record already exists. If that is not the case, you will want to select the "Create Hubly Client..." option.
Now that this Zap has located the client in Hubly, we’ll need to set up our second action event to save the date of their next meeting.
To do this, start by selecting your Hub and taking the ID of the client that we found in the previous step under the Client field.
Then select "Meeting" as the Hubly Client Date Type and the type of meeting date you’re setting the automation up for under the Hubly Meeting Date Type. I kept the category simple as “Intro Call” but you can use anything that you already have set up in Hubly (see example below).
Finally, you will set the date from the Calendly event under the New Client Date field.
Quick Tip: You'll be looking for the start date in the drop-down that looks the ugliest and most complicated!
Now that we’ve set the date, you might want to add the client into your next Hubly workflow, so you don’t have to do it yourself. As in the earlier example, you will want to set up an Assign Client to Workflow action and select the relevant Workflow - in this example, it’s our “Prospecting 2: Intro Call/Meeting” Workflow in Hubly.
Using Meeting Dates To Automate Follow-Ups
This final phase of automating your Client Prospect Funnel can be completed directly in Hubly!
Start by editing your Post-Meeting Steps Workflow and adding an Important Client Date Rule:
This rule should be configured to add Leads into your Workflow On the day of their Next Meeting of type Intro Call. This will help you and your team ensure follow-ups are never missed.
Quick Tip: You can also set up a Workflow to remind you to follow up with prospective clients 1 or 2-weeks after their Intro Call. Simply configured a similar rule to trigger after this meeting date.
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