In order to facilitate the Onboarding experience for all the clients who register into our RegenMed Circles, we need to have the constant monitoring for the new Subscriptions and properly handle them not to miss the potential Deals. Using the ‘New Subscription’ emails we have to check and react to any new registration which occur for the
The responsible employee monitors the ‘New Subscription’ emails during his/her working hours.
When a new registration email received, make the following actions:
1. Make a brief investigation of the contact to check which Organisation the contact is from.
Tip: you may want to use (1) the domain retreived from the email if the registration occured with the professional address or (2) search through LinkedIn/Google to check the professional path of the contact
2. Once the organisation is determined, check the Hubspot to see if the Company already exsists
If the organization is determined as an exsisting one, check its information and update if necessary
If the organisation is new, you need to create it and fill in all the required information
3. Proceed to manage the contact information. Check the Hubspot to see if the contact already exists.
If the contact is determined as an exsisting one, check its information and update if necessary
If the contact is new, you need to create it and fill in all the required information received from the open sources
4. Take the next steps
Registration to Open Circle (Registry/Outcomes)
For existing organisations
► Check if the Deal for this organisation exists. The Deal must be in Executed SOW ReceivedORPayment Authorised statuses.
If the deal status is not defined
► Notify the responsible Sales manager on the registration through comments in Hubspot
► Once confirmed with the sales manager, move the deal to Executed SOW Received status and assign it to Beth in order to proceed with payment
If the deal is already in the defined status and there was just another Contact person who registered into the same organisation:
► Notify account manager (Elijah) to proceed with the Onboarding
► Create a Hubspot task on the Content pipeline to asign the Funder to the account
For new organisations
► Create a Deal for Executed SOW Received status and assign it to Beth
► Notify the Account manager (Elijah) directly in the deal the new registration to Open circle occured and we need to process with the payment
Registration to Demo Circle
For existing organisations
► Check if the Deal for this organisation exists.
If it exsists, comment in the Deal and let the Account manager (Elijah) now the new registration to Demo Circle occured
If there is no deal, comment in the Company itself and let the Account manager (Elijah) the new registration to Demo Circle occured
For new organisations
► Create a Deal for Conversation status
► Assign the new deal to Nick to proceed with the potential lead
Email Notification
It is important that we use one of our 'generic' emails, such as info@rgnmed.com or support@rgnmed.com to send this email. It would look much more professional to do it that way than to have Vlad or Lana send it directly from their email.
For all registrations in Demo Circles, use the Demo Notification Template to send the Email from Hubspot to the Conact
For all registrations in Open Circles, use Open Circle Notification template to send the Email from Hubspot to the Conact
Monitoring
We need to Monitor only those Deals which we moved to Executed SOW Received and assign to Beth to process the payment.
Weekly check with beth if the payment was received. Responsible: Account manager (Elijah)
For those accounts where there is no payment, we must create a ticket on Content Pipeline to expire the Contact’s access to Open circle
Reporting
We must send the report on the new deals on weekly basis. The report template (link to be added).
The report must include
Total amount of users registered for Demo cirlces
Total amount of users registered for Open Registry cirlces – separately for each
Total amount of users registered for Open Outcomes cirlces – separately for each
Additionally Sales assistant (Vladimir) will list the Full name, Email amd Company of all new registrations during the week. The table with this information contains link to the Contact in Hubspot.
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