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Hubspot CRM Manangement at MLG

The purpose of this document is to outline how Minella Law Group will use the Hubspot CRM to manage the marketing contacts and overall clients of the firm in order to keep the database clean and prove accurate reporting about the types of clients acquired. 

Must Knows Before You Begin:

The contacts are crucial for the marketing lifeblood at Minella Law Group. Please ask before deleting anyone or sorting them into a list. 


Procedure for Adding New Contacts

Before adding a new contact, always search HubSpot AND MyCase first to avoid creating a duplicate record. Search by email address, first and last name, and company name.

Manual Contact Creation (Single Contact)

This method is for adding individual contacts as they are identified.

  1. Navigate to Contacts > Contacts in the main HubSpot navigation bar.
  2. Click the Create contact button in the top right corner.
  3. Complete the following required fields at a minimum:
    • Email: The unique identifier for the contact.
    • Phone Number: The main way to reach the contact
    • First Name: Use proper capitalization (e.g., "John," not "john").
    • Last Name: Use proper capitalization.
    • Contact owner: Assign the contact to the appropriate team member (attorney)
    • Lead Status: Set the initial status (e.g., 'New', 'Open', 'In Progress').
    • Practice Area: Set to the appropriate offering using the dropdown menu
    • NOTES: Leave relevant client information here 
  1. Under "Create another," uncheck the box unless you are adding multiple contacts sequentially.
  2. Click Create contact.

*MyCase and Hubspot are synched together with Zapier automation - this means when a Lead is added in MC is will appear in HS as well just a few moments later so they are few instances that a contact will need to be created NEW in the Hubspot portal. 


Understanding the Minella Law Hubspot Database:

Client Status:

  • Current Client
  • Past Client 
  • DO NOT CONTACT
  • Contacted - Not Qualified 
  • Contacted - Convo in Progress 
  • Contacted - Followed up 

 

How MLG Uses Hubspot

The CONTACT portion of the Hubspot CRM is the primary function for organizing day to day communications and efforts that lead to client retention. 

Leads are stored as contacts - these areas are must have 

  • First Name
  • Last Name
  • Email
  • Phone
  • City (if possible)
  • Practice Area
  • Lead Status, Stage and Type
  • Original Source 

If a lead is QUALIFIED, create a Deal to go along with the case needs 

  • Deal Name = Client Name 
  • Amount = $1,500 - $5,000
  • Deal Stage = Pipeline Progress 

This data correlates to marketing ROI, helping track dollars in and dollars out for the overall operations and marketing at MLG. Not only does it help track dollars, it helps account for reasons why MLG lost leads or won leads to help better refine our services, process and messaging. 

This is our lifeline and most important tool for accountability and transparency in marketing! 

List / Segments

Groups of people are used in the Lists area to better target individuals based on need. MLG keeps lists of all clients past and present, current leads for the month, leads by type and ones paid for from Google Local. 

This area is also used to segment people for email marketing efforts or workflow automations, also utilized within the Hubspot portal. These email can be automated, one-off sends or client communications.