Quartz 5

HubSpot To Do - June 2026

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tagsclg--strategy--brief--hubspot

14 min read

HubSpot To Do - June 2026

1. E-commerce Deal Naming Convention - COMPLETE

Current Issue:

Deals created through payment links are being generated with generic names such as:

  • Foundations via Payment Link
  • Circles via Payment Link

Requested Update:

Automatically generate deal names using the following structure:

  • First Name Last Name – Product Name – Product Date

Examples:

  • Emilie Jones - Conscious Leadership Foundations - June 30 2026
  • Emilie Jones - Coaches Circle - September 2026
  • Emilie Jones - Full Aliveness Intensive - October 2026

This should apply to all e-commerce/payment-link generated deals.

2. Deal / Line Item Property Cleanup

Requested Changes:

  • Add the Contract Duration property to the Line Item level.
  • Remove the previously created product-specific coach attribution cards/properties from the Deal level.
  • Retain only the standard deal-level coach attribution properties:
    • Lead
    • Close
    • Network Builder
    • Partner

The goal is to simplify deal records and eliminate duplicate attribution fields.

3. Prevent Automatic Deal Creation Prompt in Lead Pipeline

Current Issue:

When a Lead is moved from Booked to Contract Qualified, HubSpot automatically opens the Create Deal panel.

Challenge:

Coaches will be moving leads between stages, but they should not be responsible for creating deals.

Requested Update:

  • Prevent the Create Deal window from automatically appearing when a lead is moved into Contract Qualified.
  • Continue triggering the existing workflow/task that notifies the Executive Assistant to create the Deal and Quote.
  • Maintain the stage movement process for coaches without requiring any deal creation action on their part.

Question:

Is there a way to disable the automatic deal creation prompt while preserving the downstream workflow automation that assigns the deal/quote creation task to the EA?

4. Task Association Improvements

Current Issue:

Many workflow-generated tasks are being created without being associated with a Contact or Company record, making it difficult for coaches and team members to quickly navigate to the relevant record and complete the task.

Requested Update:

Review all task creation workflows and ensure tasks are automatically associated with the appropriate Contact record (and Company record where applicable).

Example:

When a lead submission is received and a task is created for a coach to review the application, the task should be associated with the Contact record of the applicant. Currently, coaches receive the task but do not have an easy way to access the lead’s record, form submission, or related information directly from the task.

Desired Outcome:

  • All workflow-generated tasks are associated with the relevant Contact record.
  • Company association is included where applicable.
  • Users can click directly from the task into the Contact record to review form submissions, notes, activities, and related information.
  • Improve workflow efficiency and reduce time spent searching for records.

Additional Request:

Please audit existing task automation workflows to identify any other task types that are being created without proper record associations and update them accordingly.

5. Default Deal Pipeline View Configuration

Current Issue:

Our Staff are not consistently landing in the correct deal pipeline view when navigating to Deals on their Sales Workspaces.

Requested Update:

Configure the default Deal Pipeline view for all users so that:

  • The default saved view is My Deals
  • The default display format is Board View
  • The default pipeline selected is Coaching Pipeline

Desired Outcome:

When a coach or team member navigates to Deals, they should automatically see:

  • Their own deals only (My Deals)
  • In Board View
  • Within the Coaching Pipeline

This will create a more consistent user experience, reduce navigation steps, and help coaches focus on the deals that require their attention.

Question:

Can this be configured as a default view for all users, either globally or through user/team-specific settings? If not, what is the most efficient way to standardize this experience across the organization?

Current State:

Coach scheduling links are currently managed through Calendly.

Requested Update:

Recreate all coach booking links within HubSpot’s Meeting Scheduler and transition away from Calendly.

Scope:

Build HubSpot meeting links for each coach and meeting type, including (but not limited to):

  • 25-Minute Individual Coaching Session
  • 50-Minute Individual Coaching Session
  • Discovery / Introductory Calls
  • Other existing Calendly booking types currently in use by coaches

Desired Outcome:

  • All coach scheduling is managed directly within HubSpot.
  • Meeting bookings are automatically associated with the appropriate Contact record.
  • Meeting activity is tracked within HubSpot for reporting and relationship management.
  • Coaches have individual HubSpot scheduling links that mirror their current Calendly setup and availability preferences.
  • Existing booking workflows, notifications, and calendar integrations continue to function as expected.

Additional Request:

Please review the current Calendly account and inventory all active coach booking links to ensure equivalent HubSpot meeting links are created before any Calendly links are retired.

Question:

What is the recommended migration approach to ensure a seamless transition from Calendly to HubSpot without disrupting existing booking links, automations, or reporting?

7. Migrate Feedback Surveys from Typeform to HubSpot Forms

Current State:

Individual Coaching, CCP, Onsite/Offsite feedback surveys are currently built and managed in Typeform.

Requested Update:

Rebuild existing feedback surveys as HubSpot Forms and transition data collection into HubSpot.

Required Enhancement (All Surveys):

Each survey must include a Coach selection dropdown field so that responses can be attributed to a specific coach.

Scope of Forms to Recreate:

Individual Coaching Surveys

  • Pre-Engagement Coaching Feedback Survey
  • Post-Engagement Coaching Feedback Survey

CCP (Culture Program) Surveys

  • Pre-Engagement CCP Feedback Survey
  • Mid-Engagement CCP Feedback Survey
  • Post-Engagement CCP Feedback Survey

Onsite/Offsite Surveys

  • Onsite/Offsite Post-Engagement Feedback Survey

Desired Outcome:

  • All survey data is captured directly in HubSpot.
  • Submissions are automatically associated with the relevant Contact record.
  • Responses are visible in the contact timeline for coaches and internal teams.
  • Reporting can be centralized within HubSpot (replacing Typeform reporting).
  • Automated workflows can be triggered based on survey completion (where relevant).

8. Client Portal Trigger and Workflow Logic

Tasks:

  • Reviewing portal logic requirements;
  • Mapping required HubSpot triggers;
  • Mapping required portal access rules;
  • Confirming person assignment logic;
  • Confirming product or experience assignment logic;
  • Supporting data sync logic between HubSpot and the portal;
  • Testing relevant triggers;
  • Identifying gaps between the portal build and HubSpot requirements;
  • Working with CLG or the portal developer to clarify required logic;
  • Documenting how HubSpot workflows should support portal access, communications, tasks, and reporting.

9. Sales Dashboards: Individual Coach Dashboard to add

High-level Metrics Needed:

  • Individual Sales Calls Monthly: Intro Call and Calendly
  • How Many Forms Submitted
  • Dollar Amount
  • Lifetime Value of Companies with Deals Associated to them
  • Total Number Qty of Lead, Work, Close, Network Builder, Partner (do not include on other coaches other than Jim, Jim and Joyce)
  • Number of Products: By Line Item (finance will fix any deals that have incorrect line items)
  • AR Aging Summary
  • Quotes: Number of Quotes Sent, Number Accepted, Number Declined, Number Waiting for Signature

Detailed Modules:

Module 1A — Sales Call Activity

  • Total sales calls completed this month vs. last month vs. same month last year
  • Total sales calls completed this quarter
  • Total leads in system not yet called (marked as lead, no completed call activity)

Module 1B — Deals Booked & Closed

  • Total deals booked this month vs. last month vs. same month last year
  • Total deals booked/closed this quarter
  • Total deals closed this year (YTD)
  • Total renewals closed this year (YTD)
  • Expansion bookings YTD — deals with existing clients that are not renewals (upsells, add-ons, new product types)

Module 1C — Deals Closed by Product Type (YTD, Coach-as-Worker)

  • For each row: show Deal Count + Total Deal Amount + Coach Commission Amount (if commission field exists in HubSpot)

Module 1D — Pipeline Health

  • Open deals with no activity in 14 days
  • Open deals with no activity in 30 days
  • Deals forecast to close this month that have not moved in 7+ days (more urgent than the 14/30 day list — these are stalled forecasted deals)
  • Stage-by-stage conversion rate for this coach — where in the pipeline are deals being lost?

Module 1E — Goal Progress

  • Progress bar / widget: Road to $150K (closed-won revenue attributed to this coach, YTD)
  • Progress bar / widget: Road to annual quota goal (coach-specific target)
  • Average deal size trend over time (is it going up or down for this coach?)

Universal Sales Dashboard (Org-wide view, visible to all coaches and leadership)

Module 2A — Weekly Sales Cadence Snapshot

  • Designed to be pulled every Monday morning. Seven numbers that show in 60 seconds whether the week is set up to succeed.

Module 2B — Lead Volume by Source

  • New leads added this week
  • New leads added this month vs. target
  • Website leads this month vs. last month
  • Website leads this quarter vs. same quarter last year
  • Referral leads this month vs. last month
  • Referral leads this quarter vs. same quarter last year
  • Marketing link / click-through leads this month vs. last month
  • Marketing link / click-through leads this quarter
  • Breakdown by specific referral partner name (flag if custom field needed)
  • Breakdown by specific marketing campaign / UTM source (flag if UTM tracking setup needed)

Module 2C — Sales Call Activity (Org-Wide)

  • Total sales calls completed this month vs. same month last year
  • Total sales calls completed this quarter vs. same quarter last year

Module 2D — Deals Booked by Source

  • Total deals booked this month vs. same month last year
  • Total deals booked this quarter vs. same quarter last year
  • Website-sourced deals: count + % of total, this month vs. last month
  • Website-sourced deals: count + % of total, this quarter + YTD
  • Referral-sourced deals: count + % of total, this month vs. last month
  • Referral-sourced deals: count + % of total, this quarter + YTD
  • Marketing link–sourced deals: count + % of total, this month vs. last month
  • Marketing link–sourced deals: count + % of total, this quarter vs. last quarter
  • Deals over $100K total value booked this month
  • Deals over $100K total value booked this year (YTD)

Module 2E — Deals Booked by Product Type

  • Show count + % of total booked deals for each type

Module 2F — Renewals & Retention

  • Total renewals booked this month vs. same month last year
  • Total renewals booked this quarter vs. same quarter last year
  • Renewals by type (count + % of total renewals)
  • Expansion bookings: deals closed with existing clients that are not renewals (upsells, add-ons, new product types) — count + $ this month / quarter / YTD
  • Net booking retention: of the closed revenue from existing clients last year, how much has renewed or expanded this year from those same clients? Show as $ and %

Module 2G — Pipeline Health (Org-Wide)

  • Total open pipeline value by stage
  • Weighted pipeline forecast for current month
  • Weighted pipeline forecast for current quarter
  • Pipeline coverage ratio — total open pipeline vs. quota remaining (target: 3x)
  • Deals forecast to close this month with no movement in 7+ days — count + list view
  • Open leads older than 30 days with no activity — lead aging report
  • Open leads older than 60 days with no activity
  • Follow-up compliance: % of new leads contacted within 24 hours (or defined SLA)

Module 2H — Coach Performance (Visualizations)

  • Pie chart: Work by coach, this quarter and YTD
  • Pie chart: Leads by coach, this quarter and YTD
  • Pie chart: Closes by coach, this quarter and YTD
  • Coach leaderboard table (side-by-side)

Module 2I — Coach Conversion & Development

  • Stage-by-stage conversion rate by coach — where in the pipeline is each coach losing deals?
  • Call-to-close conversion rate by coach
  • Average number of touches before a deal closes, by coach
  • Ramp time tracking for newer coaches — time from start date to hitting target productivity (define productivity threshold before build)

Module 2J — Pipeline & Conversion Metrics (Org-Wide)

  • Lead response time: average hours/days from lead creation to first contact
  • Lead-to-call conversion rate: % of leads that booked a sales call
  • Average number of touches/follow-ups before a deal closes (org-wide)
  • Average sales cycle length by deal type
  • Average sales cycle length by lead source
  • Average days to close by deal type and lead source
  • Win/loss ratio overall
  • Loss reasons by category: price / timing / competitor / no response / other

Module 2K — Revenue Analytics

  • Average deal size by product type
  • Average deal size by coach
  • Average deal size trend over time — org-wide (is it trending up or down?)
  • Average contract value trend over time
  • Revenue by product type as a trend over time (line or bar chart, not just totals)
  • Lifetime value by company/client — clients over $50K total spend, ranked highest to lowest
  • Revenue concentration: % of total revenue from top 10 clients

10. Marketing Dashboard

  • Lead source reporting;
  • Campaign performance;
  • Form conversion;
  • Email or campaign attribution, where available;
  • Website-to-inquiry conversion;
  • Inquiry-to-booked conversion by source;
  • Product interest by source;
  • Event registration performance;
  • Paid and organic source tracking, where available;
  • UTM reporting, where available;
  • Newsletter or campaign-driven conversion, where available;
  • Dashboard views for marketing leadership.

11. Quotes, MSAs, and SOW

  • Quote templates;
  • Product-specific quote logic;
  • MSA/SOW generation process;
  • Deal association;
  • Contact and company association;
  • Payment links or payment terms, as approved by CLG;
  • Internal approval steps, where required;
  • Document status tracking;
  • Signature status tracking, where technically feasible;
  • Follow-up tasks;
  • Reporting on quotes and agreements.

12. Event Registration

  • Event registration forms;
  • Manager-on-behalf-of-attendee registration logic;
  • Correct attendee association;
  • Correct payer, manager, or company association where applicable;
  • Deal creation or update;
  • Product or event association;
  • Event date population;
  • Payment confirmation logic;
  • Welcome email timing;
  • Reminder email triggering, where applicable;
  • Missing payment notification;
  • Internal task creation;
  • HubSpot list creation or update;
  • Attendance tracking, where applicable;
  • Reporting for registration and conversion.

13. Revenue and Commission Schedules

  • Create revenue schedules based on the following
    • Line Item Start Date
    • Line Item Contract Duration
    • First and last month should be equal to ½ monthly amount for deals that span multiple months
  • Create commissions schedules based on the following
    • Line Item Start Date
    • Line Item Contract Duration
    • First and last month should be equal to ½ monthly amount for deals that span multiple months
    • Applicable coach roles and percentages at the deal and line level
  • Create commission payment schedule based on the following
    • Commissions paid in the month following expense recognition (based on the schedule noted above)
    • Related deal invoices must also be paid prior to the end of the previous month (Example: If commissions are scheduled to be paid 6/30, payment must be received by 5/31)
    • Roles with multiple coaches are to be split evenly between the coaches
  • Create related dashboards for teams and coaches to review

14. Replace InvoiceStack with HubSpot Updates

  • Updates made within HubSpot to split deals into multiple invoices with various future dates and automatically send to customers.

15. Determine Best Way to Match Contacts Between HubSpot and QBO

  • To enable better sync and matching between the systems (custom field?)
  • Reporting on Parent customer or customer hierarchy.

16. Finance Dashboard

  • Monthly closed deals summary
    • Total deal amount trended by month compared to prior year
    • Clear alignment of across any report/dashboard of what gets included/excluded for “closed” deals/amounts
    • Fix treatment of subscriptions so only that months subscription amount comes through as the total deal amount
  • Subscription dashboard - requirements TBD
  • The following dashboard monthly totals should tie in total to the dashboard above
    • Monthly closed deal amount - by product
    • Monthly closed deal amount - by customer (using associated Company)
    • Monthly closed deal amount - by close resource
  • Forecasted pipeline trended by month
    • By pipeline stage
    • By close resource
  • Open AR
  • Billing Trends by month
    • By customer (using associated Company)
    • By close resource

17. Deal View

  • Need to ensure Executive Assistants are seeing the new deal view (Abigail is seeing the old Deal View).

18. AI Form Matching

  • Need to start testing the AI suggestion for Coach Assignment with interest form submission. Allow Joyce to see who the AI would assign the lead to.
  • Affiliate registration/payment links for each coach to have to promote / share Foundations, Circles, and Full Aliveness and receive the 10% Close commission.

20. Rename the “Lead” commission property on deals to “Source”

  • So we don’t confuse it with the new Lead Pipeline.

21. Finance Deal Reconciliation Report does not include Subscription / Recurring Amounts

  • Audit and fix the deal reconciliation report to correctly include subscriptions and recurring amounts.

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