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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').
    • Service Type: 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.

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 

Lifecycle Stage:

  1. Lead
  2. Marketing Qualified Lead
  3. Sales Qualified Lead 
  4. Client
  5. Opportunity 

Pipeline Stage:

  • Qualified for Service
  • Consult Scheduled 
  • Spoke With Attorney
  • Contact/Fee Agreement sent
  • Closed Won + reason
  • Closed Lost + reason 

Pipelines:

  1. Current Leads
  2. Active Clients
    1. Case submitted
    2. Court hearing pending 
    3. Court hearings continued 
    4. Case resolution 
    5. Appeal process 
    6. Asked for review 
    7. Client Offboarded