System4 IPS — HubSpot System Map
Contacts • Companies • Deals • Activities
Central Source of Truth
| Email / SMS | Trigger |
|---|---|
| Autoresponders (8 Workflows) | |
| Contact Us Form autoresponder | Website form submission |
| Affiliate Application autoresponder | Affiliate form |
| Billing & Contact autoresponder | Onboarding form |
| Chatbot autoresponder | Chatbot interaction on website |
| Schools LP autoresponder | Schools landing page form |
| Spots, Stains & Spills Guide | Resource download |
| Pandemic Disinfection Checklist | Resource download (organic) |
| Pandemic Disinfection Checklist (Paid) | Resource download (The HOTH) |
| Measured Success Guide | Resource download |
| 5 Step Summer Readiness | Resource download |
| Employee Positive COVID-19 | Resource download |
| 5 Star Janitorial Compare | Resource download |
| Lead Nurture Workflows | |
| Lead Nurture — Organic | New organic lead / MQL |
| Lead Nurture — Warm (Prospectr) | Warm lead, no 15-day delay |
| Lead Nurture — Paid | Paid lead, no 15-day delay |
| Meeting follow-up | Calendar integration → book with Sue |
| Customer Nurture | |
| Customer Service 4-part drip | RS + SS active customer |
| Customer announcements / updates | Manual send to existing customers |
| Quarterly service reminder | Automated, recurring |
| Seasonal Nurture | |
| Schools summer break email | Seasonal nurture to school contacts |
| Day cares summer break email | Seasonal nurture to daycare contacts |
| Re-engagement | |
| One-off re-engagement emails | Manual sends to cold/lapsed contacts |
| Ongoing re-engagement (unengaged contacts) | Automated, recurring |
| Closed Lost re-engagement | 5 months after deal Closed Lost |
| Newsletters | |
| Public newsletter | Manual send (leads/prospects) |
| Affiliate newsletter | Manual send (affiliates) |
| Post-Sale | |
| Customer satisfaction survey | Day 14 after deal Active |
| Survey reminder / Google review nudge | Day 17 (3 days after survey) |
| Suppression Lists (9) | |
| Vendor Suppression List | Exclude vendors from marketing |
| To Suppress/Delete: Hard Bounce, Unsubscribe | Bounce & unsubscribe cleanup |
| S4 Suppression List | General S4 suppression |
| Invalid Emails Suppression List | Consider deleting/excluding |
| Marketing Emails Suppression List | Consider deleting/excluding |
| Quarterly Deleting: Hard Bounce & No Activity | Quarterly cleanup of dead contacts |
| RS Active Deal — RS Closed Lost Nurture | Suppress active RS from closed lost nurture |
| Recently Completed Emergency Contact | Suppress recent emergency contacts |
| Competitor Suppression List | Do Not Delete — exclude competitors |
| SMS (Sakari) | |
| Automated SMS sends | Workflow triggers |
| SMS reply notification | Reply → contact owner + Sue |
| Task | Trigger |
|---|---|
| Lead & Prospecting Tasks (paid leads via mail parsing — mostly smooth; breaks when lead source changes e.g. subject line) | |
| Task for Sue (lead score 29+) | Lead score threshold |
| Task for Sue (sequence complete) | Buyer's intent sequence ends |
| Task for Sue (ThumbTack lead) | Zapier mail parse → deal |
| Task for Sue (Prospectr lead) | Zapier mail parse → deal |
| Task for Sue (Lead Blast) | Make.com → deal |
| Task for Sue (HomeAdvisor lead) | Zapier mail parse → deal |
| Task for Sue (Cohesive AI lead) | Zapier mail parse → deal |
| Task for Sue (BuyerZone lead) | Zapier mail parse → deal |
| Task for Sue (Bark.com lead) | Zapier mail parse → deal |
| Chatbot & Form Tasks | |
| Task for sales (pricing inquiry) | Chatbot: visitor asks pricing |
| Email to Chris (non-pricing) | Chatbot: non-pricing inquiry |
| Task for Chris (Convert calc) | Calculator conversion |
| Task for Sue (no meeting booked) | 1 day after form, no booking |
| Proposal & Deal Tasks | |
| Task per outcome (Proposal Sent seq.) | Each answer in sequence |
| Notify contact owner | 1 week after sequence ends |
| Inspection follow-up tasks | Inspection sequence form |
| Deal Stage Automations (Workflows) | |
| Closed Lost → Send back to marketing | Deal stage = Closed Lost |
| Closed Lost → Bad Fit / Disqualified | Deal stage = Closed Lost (bad fit) |
| New Opp → Connect & Qualify | Deal stage = New Opportunity |
| New Opp → Set Paid Lead Source | Paid deal = New Opportunity |
| Appt Scheduled → Update lead status | Deal stage = Appt Scheduled |
| Active/Completed → Date stamp | Deal enters Active stage |
| RS / SS Active Status | |
| Set RS active = Yes | RS deal goes Active |
| Set SS active = Yes | SS deal goes Active |
| Set RS active = No | No active RS deal (re-enroll) |
| Set SS active = No | No active SS deal (re-enroll) |
| Deal Creation | |
| Create new RS deal (upgrade/downgrade) | RS inactive reason = change |
| Create deal from call/meeting | Sales Self-Gen or Phone Call |
| PandaDoc → Zapier (12 Zaps) | |
| RS: Sent → Viewed → Closed Won | PandaDoc status changes |
| SS: Sent → Viewed → Closed Won | PandaDoc status changes |
| Price Increase: Completed → Won | Price increase PD complete |
| Porter RS + SS: Completed → Won | Porter PD complete |
| Report | Details |
|---|---|
| Proposal win rate (by $) | For deals we have sent proposals to, $ amount won vs $ amount lost |
| Closed Lost & Finished deals by Area Manager | Breakdown by area manager |
| Lead source over last 3 months by dollar amount | Trailing 3-month view, grouped by source |
| Proposal Sent → Closed Lost (trailing 7 days) | Deals that went from proposal sent to lost in the last 7 days |
| Current deals in "Suspended" by Area Manager | Active suspended deals, grouped by area manager |
| Cleanup | |
| Delete unused custom reports | Done 3x last year, only deleted 2-3. Check with Chris if any aren't used. Limited custom report slots — consider Reporting Add-on quote from HubSpot. |
| Automation | Details |
|---|---|
| Closed Won → Welcome Email | |
| Welcome email with payment info | Trigger: Deal stage = Closed Won. Client to provide email copy. |
| Closed Lost → Re-engagement Sequence | |
| 1 month later: check-in email | "How is your cleaning service going so far?" |
| Follow up every 3 months for 1 year | Quarterly touchpoints after the 1-month check-in |
| 6 months after Special Service completed | Reach out to see if they need the service again |
| Task Notifications | |
| Task coming due → email trigger | When a task is approaching due date, send email notification |
| Cleanup | |
| Clean up unused email templates | Which templates haven't been used in 6+ months? Delete or archive. |
| Clean up unused sequences | Which sequences haven't been used in 6+ months? Delete or archive. |
| Trigger | New contact created in HubSpot with Lead Status = "New" |
| Action 1: Create Deal | Automatically create a deal that pulls in from the contact: • Address (street, city, state, postal code) • Contact information (name, phone, email) • Lead source (same as contact's lead source) |
| Action 2: Create Company | If contact uses a business email (not personal like gmail/yahoo), auto-create a Company record with: • Company name (from email domain) • Street address • City • State • Postal code |
|
⚠ Items needing team input before building: ⚠ Contact/Company sync: Not currently ticked due to parent/child company setup (each location = separate company with own contacts). Can enable, but team will need to move contacts to the right company to maintain structure. ⚠ Free emails → Company creation: No domain to match (gmail, yahoo, etc). Could create a company record anyway but someone needs to regularly merge duplicates — may not be best use of limited 8 hrs/month. ⚠ Contact & Deal sync: Technically possible, but one contact can be a POC for several locations and each deal might involve different locations. | |