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Animal Shelter Software - What shelter management software are they currently using?

Pet Listing Tools - What software are they using to list pets?

Deals

Deals are records that roll up all communications with attached Contacts and Companies specific to the transitory engagement of a contract. Deals have start and end dates and contain fields that apply to all associated Contacts and Companies but may not be permanent or intrinsic traits.

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Starting in September, Leads that come into the system will have a Lead Status: New. When a salesperson begins working a lead, the rest of the team needs to know that certain criteria have been met. Therefore, a Contact being worked should be marked as Lead Status: In Progress. At Pet Loyalty, please always do the following when accepting a new Contact and marketing it In Progress:

1. Identify Contacts - Filter by:

   1. Contact Owner is: Me

   2. Lead Status is: New

2. Research and Enrich Contact record

   1. Add LinkedIn Bio to their profile

   2. Add Job Title to Contact record

   3. Confirm shelter link in their Company record

3. Enroll in an email sequence or call to follow up

4. Only after this is done, update Lead Status: In Progress

Manage In Progress Leads

https://www.loom.com/share/2bfa9267b79046a492bd39ae24eee509

1. Identify eligible Contacts - Filter by:

   1. Contact Owner is: Me

   2. Lead Status is: In Progress

   3. Lifecycle Stage is: Lead, Marketing Qualified Lead

2. Scan for engagement

   1. Last page seen

   2. Last email clicked

3. Scan for value

   1. Yearly Adoptions

   2. Job Title

   3. Phone Number

4. Actions

   1. If no engagement, update Lead Status: Open.

   2. If engagement or value: Send thoughtful communication or phone call.

Create a new deal?

Deals reflect a Contact that has proactively indicated interest in purchasing the product after knowing the general costs and features. This is usually following a discovery sales call or if a person has sent a very specific, proactive inquiry email.

1. Name the deal 🚧 Naming conventions under construction

2. Add an amount - for a Deal to really be a Deal, we should have enough information about them to ballpark an amount. We can narrow it down later. If you need a placeholder, put our average contract value in this space.

3. Add all associated Contacts to the Deal record.

4. Add an Associated Contact Create Date - This is a very important manual entry field and can really only be done manually. This is the date that the initial contact reached out to us. For new Deals that’s pretty simple, it’s just the create date of the initial contact. But for referrals or recurring business it’s the date that the person reached out and said “hey, we’d like to extend a year or add a feature,” and that requires some human touch. This is crucial as it defines our sales cycle length, a top-5 metric.

5. Estimate the Close Date (Hubspot default is the final day of the current month, but update this manually based on what you’ve learned about the deal or based on our average sales cycle length. This is important for follow up).

Engaging Opportunities

Under construction

https://www.loom.com/share/c4d3728366754e87b19cf9d01a87f20f

Sending a Contract

1. Enter the Contract Start Date (Launch Date)and Contract End Date (Contract Renewal)

2. Ensure the product or quote in Hubspot matches what’s being sent to the prospect.

3. <use an IF/THEN contingency in the communication>

Win a deal?

• Move to Closed Won

• Ensure contract is totally signed, not just verbal

• Take care of all of the financial stuff - make sure invoices are sent, accounting is notified, etc.

• Introduce the CS manager

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Accepting a new customer (CS)

1. 🚧 A workflow should send the welcome email and schedule a call with them 🚧

2. Ensure the Launch Date (Contract Start Date) and Contract Renewal (End Date) is accurate.

Filter by Customers

• Lifecycle Stage: Customer

• Lead Status: In Progress

• For ShelterBuddy Customers:

  • Animal Shelter Software: ShelterBuddy

• For Adopets Customers:

  • Pet Listing Tools: Adopets

• For Both:

  • Animal Shelter Software: ShelterBuddy

  • Pet Listing Tools: Adopets