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[Music] hello everyone and welcome to hubli's workshop on automating the client prospecting funnel we are going to be beginning with speaker introductions and then we will move into answering the question what can you automate followed by a workshop on automations and then ending with a q and a so without further ado let's move into speaker introductions so you know who is giving you this awesome workshop today so we are joined by olivia law our workflow expert so olivia brings her amazing energy to hubley in every training call using her expertise to build and implement thousands of workflows and automations for all of our customers ron is the ceo and co-founder ron has worked hands-on with over a hundred financial advisory firms and their support teams to help fully optimize hubli to enhance their business today ron and olivia have helped create over 10 000 customized workflows and over 140 000 client relationships have been managed through these workflows so these two know a thing or two about workflows so without further ado i'm going to pass this over to you ron awesome thank you that awesome introduction tessa um so i'm going to help answer the question of what can we automate and to start us off today we're going to be really focusing on two types of automations so on the next slide you're going to see the first out of automation the first type of automation that you can do is is with zapper and this is an automation basically that helps data flow between your systems zapier can help you listen to new events as they happen so as new mailing list signups happen in your mailchimp as you have new calls scheduled through activity or calendar schedule once or new emails come in into your outlook or gmail zapier can trigger certain activities to happen and actions to happen in other software today we're going to cover how we can use those triggers to actually automate some actions in hublin the second type of automation is the automation you can do in outlook automation you can do with the data that you have already collected on a client and today we're going to really help you leverage everything from the calendar dates that you record back into hubli to the way that you categorize clients in hubley with streams and tags and all the way through with the way that you stay on top of the tasks in a workflow with sequential reminders and we're also going to show you a couple of rules to tie it all together without further ado i'm going to have olivia share her screen so this is a workshop please feel free to try to follow along in your own hubs i do recommend that you open up a tab and log into hubli if you're a help the customer and see many of you in attendance today and then take a look at your prospect workflow today olivia is going to demonstrate a bit more of a prospecting process and you can feel free to try to replicate it on your own um as well as look back at the recording if you wanted to go ahead and build it out after and if you need any help as always you can always message us and we're going to come back to that at the end liv can you walk everyone through this prospecting process that you created and show us exactly what happens when a new prospect comes in the door yeah exactly so i'm sure many of you have probably seen a process that looks very very similar to this in your own hubs so i built this out in advance um generally it's just going to show what happens when a new lead comes in to your practice so when a new lead comes in i need a place to keep track of them i need to know when to follow up with uh with these clients or potential clients so as leads come in however they come in i can just add them into prospecting one new lead i'll create the client card um and add them in really simple as soon as we get a meeting scheduled together i just move them into prospecting number two which is the intro call meeting workflow and then once we've had a chance to chat i'll add them into prospecting three that's just where i keep all of my post meeting steps follow-up notes uh recording anything that needs to happen once all that's happened all the next steps have occurred i've got two extra workflows here at the end so one reminds me to follow up if i don't hear back and the other one is if this prospect decides to become a client so it's a really simple three to four step process uh from lead meeting to becoming a client awesome i love it and this way it helps you stay on top of exactly where these prospects are in this process and as i can tell you have a two-week follow-up which allows you to make sure that you don't have any prospects or opportunities to really slip through cracks which is which is super exactly so to start us off today um could you start off by demonstrating how you actually go ahead and create that new contact and add them into prospecting one currently yeah it's it's actually really easy because you can do it straight from hubli um you're gonna see i've got a privacy filter on here but essentially all you have to do is press add clients and then type in the name of the client that you want to add from there you would just click create a new client and you can add in their email address here from there the client's created and you're gonna see that my new client jacob has been added into prospecting prospecting one once he's been added in i can open up his client card and then manually add him into my leads stream that's really easy to do just by pressing leads scrolling down or searching and opening them up i also want to add in a tag uh which we call lead drip here that's going to trigger a drip campaign email that i have set up in my crm which now this client jacob richards is now in my crm because i've created my own happily that's one of the really good things about tag groups because they do sync back to your crm is that since your crm really is that hub of data around the client and has those integrations with mailchimp with uh with your other email marketing software you can very easily set up an integration in your crm whether you use wealthbox or redtail to monitor a specific tag like lead drip here and then go ahead and add a client to a mailing list when they're added into that tag in your crm that way you can automate and enroll new prospects in campaigns the same way that lib is doing here awesome luke so i know right now you're doing that manually so so after you create created jacob you went into the client card and you manually attributed both the stream and the tag can we demonstrate right now to the audience how they can go in and add an automation for that so that every time they add a client to the workflow how they can do a little bit of that work for them yeah it's super super easy so the way i did that just to open up the workflow by double clicking on the workflow header i'm gonna head into this automation rules section it's really simple you just press add rule and then add or remove stream or tag rule from there i'll press configure and we'll configure the rule as we already demonstrated the stream that we want to add is the stream leads so i'll add that in and then change it to add leads when a client is added into this workflow and then we can just add that rule in there i can also add a rule here to or i can i could add a separate rule or i can even edit this rule to add in the tag lead dash drip uh and then i'll just add them both in at the same time anytime any client is entered into this workflow amazing and then what happens if um if the client moves on uh to the intro call meeting because as a part of that workflow you probably want to remove the lead drip because they you don't want them to continue to receiving um those those drip campaign emails since they picked up the phone or applied to an email and scheduled into that intro call yeah so that's really really simple um as soon as a client is moved into this introductory call meeting i already had this one set up here you can do the exact same thing just switching the added to section to remove as soon as a client completes that workflow amazing and that way they're not going to be receiving ongoing drip campaign emails as you continue on exactly it really allows you to segment everybody who's in whichever stage of your prospecting process amazing and then the last but not least uh we can also set up a similar rule for your very last workflow the exit step where when the lead has decided to go and sign they no longer need to be a part of the lead stream and you can probably add them to the new yeah exactly so that's really really simple to do again it's heading in adding or remove stream or tag rule you'd configure so i'm going to want to add the stream here new clients when a client has completed the workflow because that's after they've signed it at the same time you also want to make sure that they're not categorized as a lead and a new client at the same time so you'll go ahead and set up a second rule you need to remove the stream leads as soon as they complete that workflow and then add it in really easy awesome and now we can see that new client will be added when they complete the workflow and leads will be removed amazing so that's how hublin can help you really quickly stay on top of client categorization but then i noticed that when you look at jacob here um you have a couple of calls so you have a first call a second call and a third call um how do you pace these apart are these all calls you do in one day uh or do you set a reminder right now for the next call for a couple days out yeah that's a good question so i would definitely not do them all in one day i feel like calling three times in one day is a bit much for me um i like to i would like to say smart probably about two days apart so to sort of remember to make sure that these calls happen um it's really easy to just set a reminder so i'll show you how to do that right now uh the first reminder that you'd want to set is just really simple as soon as a client is added into this workflow i want to set that reminder immediately just so that i get alerted that someone's been added in there and there's action that i need to take imagine that's pretty cool exactly that's the call number one call number two i'm going to want to set this up probably so i can call them about two days after i've completed that first call so this way we're setting that up it's called a sequential reminder i want to add a reminder when the preceding task is completed after just two days then i selected 10 am because it seems like a reasonable time to make a phone call that's really easy to add in from there call number three we're going to add that in exactly the same way when the preceding task is completed just setting this reminder after two days again at 10 a.m this way i'm gonna get an alert uh into my hub feed and also into my emails if if i want to turn that on to make sure that i keep following up with these new leads perfect and that basically makes it really easy for you to stay on top of these and for those of you that are following along you just hit the add reminder button same as livedid you might not see it defaulted to two days as it was for her but you can adjust that you can make it two days you can make it two weeks you can really pace out these calls in such a way that it helps you stay on top of them over the first week or two to stay top of mind for that client and if you paired it with a lead drip campaign that you automated through uh an email merge or mail merge software then the client could be getting calls and emails paste a couple of days apart ron can i just jump in here we have a question that's relevant to what you both went over um pierre was asking what's the difference between a stream and a take great question so really the difference between streaming the tag is is where it is displayed in the client card and then how it's synced out the public so libby if you actually want to go ahead and hit done on this workflow we'll reopen that client jacob awesome so as you can see streams are displayed along the top and the recommendation is that we really see um a lot of our firms use is to use the streams as a high level category so really indicating client out the status of a new contact whether they're a lead whether they're a lost lead if they're a new client or an active client and you can also use streams to stay on top of client needs so as you go in and you have that first meeting the intro call with jacob you can record down what the needs are we've really subdivided the needs here by the specific components of a financial plan but for you you can keep it high level you can have different streams for managed clients where you have assets under management uh streams for one-time planning so fixed term where you're delivering a financial plan um or ongoing planning for those clients that stay on with you long term so streams are there to be customized and to provide a high level overview of who the client is and what's important to them and then down for the tags tags can really be used to track any kind of keywords or other sub categories you can use tags for individual projects that you do in this case we're using a tag to track that this specific contact is in a drip campaign that we've set up for all new prospects that are coming in tags do sync back to your crm so whether it's wealthbox or redtail is going to pick up that tag for each client streams live just enabling and you can automate both the same way that olivia has just shown you awesome great question there by the way so now that we've basically set up those automations that automatically attribute uh streams and tags and automatically progress the client through from a lead to a new client when they're done this process we went in and we've added those automated reminders to help you stay on top of those calls every two days the last thing i wanted to show in this section is how to actually set up our first automation with zapier so that when these leads come in you can actually automatically have them added to the prospecting one new lead workflow and as a result you'd automatically get a reminder to give them a call so liv today in this example at least um do you have a scheduling form or a uh just a submission form on your website that that you use to collect these prospects yeah i for sure do so i just set up this really really simple google form uh i called it new prospect interest form and basically this could be this could be using any any kind of functionality um but essentially it's just a little bit of information gathering so the information i'm asking for is the full name the email address and the phone number of any uh potentially interested prospects to my phone and for those following along you can also use google forms if you're a google client and you can embed these forms so that they just uh capture the the field values and don't look like this on your website you can also use html forms that redirect into a spreadsheet in outlook or sorry microsoft 365 or in google or if you already use calendar schedule once or acuity to give your interested prospects a chance to just schedule a meeting with you you can actually use those forms as the data points as well and we're going to show you that a little bit later on in this workshop but for now whatever form you use as long as it's supported by zapier which you can tell if you go to zapier.com and you search up the software that they integrate with then what we're about to show you you'd be able to do as well so if you jump over to our help page here lib we actually set up this helpful article and we can actually add it into the chat here as well and this article basically you can follow along with yourself and it's going to show you how to go into your hubli settings go to the integrations tab and then under the zapier setting under more you can select integrate so if you're in hubley right now you can you can follow along and try that out your settings is just in the top right corner of your screen if not um you can actually go into the chat on the zoom call and tess had just posted that help article there as well so you can open that up and follow along bookmark it and come back to it after this workshop but in this example olivia has already went in integrated our hub with zapper and accepted the invite to build out this app what we're going to show you now is what that zap looks like and we're going to try to go slow so that you can follow along as well but the key elements of how to set it up we're going to cover awesome so liv i'll pass it over to you if you can open up that zap and and kind of give people an overview of um what are these three steps and uh what do they accomplish in hubble yeah absolutely so as you can see i've already set this up up just so that everything is in order this is essentially pretty much what what your zap is going to look like once it's been set up so the first step in any zapier integration is a trigger first of all that's what you need in my case it's that google form that i just showed you but for you it might be a canony form a mail chip or anything else that you've been using to prospect new clients it's really simple to set up as you can see i've just chosen the google form as the app an event and then the trigger is just having a response being entered in the next step is the actions actions is where the action happens and for you these are going to be exactly the same as the ones that i've set up and that i'm about to demonstrate right here so basically uh with that form that you set up by integrating with the form now zapier pulls in so with the actions going to demonstrate what you can do with those fields i just want to slow that down just to make sure that we were clear that it was really that simple because when a submission is made all those fields get now sucked into zapier and now liv can take those fields with the act in a target application in this case in hubli yeah exactly so as you can see here i've got two actions set up you'll need an action to find or create a client in hubli and you'll need an action to add them to your workflow also in hubley so first of all we're going to go over how to create this first action you would just press add there i already set it up so i'll open it up and show you on my screen so your app an event that you're going to need to choose is always going to be hubbly in this case really nice and simple right there just the app that you're going to be using the uh the event type or the actual event that you're going to be needing to do here is find client that's the first step you can't do anything else until you've got that client in your hands once you've selected your account which is just going to be your regular hobby login you use every single day it's my hope anyway you'll be able to set up your action and it's going to look look pretty much exactly like this you always want to search via the email field uh because the email address is going to be the unique uh kind of identifier that's going to be good for each individual client you can also select an option down here at the bottom to create a new client if this client doesn't already exist in hubli which is often going to be the case when you're bringing in right like new leads new prospects now as you remember in my google form i did collect the full name the email address and the phone number but really all that you actually need is the client email and the full name everything else you can create later create later so that's pretty pretty simple once that action is created here you're going to need to create the final step which is assigning client to workflow in hubley this action again you set it up in the exact same way you're going to see that zapier once you get into it it's really really simple to use you're gonna again choose your app and event the app is obviously hubley and your action event you want to assign your client into a workflow again you'll choose your account that's just your regular hubley login address and then just set up your action your hub id is going to be the name of the hub that you usually see right at the top of your screen um and then you'll need to find your client id it's really simple to find you can just go ahead in here and you'll pull that from uh just this little down arrow here so you again you click into client you go down to step number two which was your first action show all options and then find the client id from there once you've done that you'll select the workflow that you want to add the client to as you remember it's going to be prospecting one new lead we've got it up right here on the screen you can just press the down arrow and you'll be able to search by the name of that workflow from there that's literally complete you can turn the zap on and it'll be ready to start firing amazing lib well we have a couple of questions that came in here as well and before i get to the questions i just wanted to give a quick summary which actually might answer a couple of the questions in themselves so that first trigger again could really be any data source if you use a form it can be the form if you use a spreadsheet it can also be a spreadsheet i see a question there from heather about using smartsheets and if smartsheets is integrated with zapper then you can use smartsheets and monitor new entries in that spreadsheet so but the idea is that if you're already re-keying your data into smartsheets every time you might want to set up an automation that automatically puts them in to that that smartsheet so you don't have to do it manually still you want to eliminate how much you do manually every single time and then uh we have another question there about whether zapier should be listed under connected apps or available apps i believe it's always going to be under available apps and even when you've connected it you can still select integrate and it'll still open you up into zapier you just won't see the accept invitation step and that means that you've already been connected previously to give a quick summary of this what we basically did here is when a leaf comes in we first find or create a profile for them in hubli which automatically creates a profile for them in the crm as well if one doesn't exist and then we take that client that we found or created in step two by id and we assign them to a workflow in step three so liv if you want to flip back over to hubli and just show everyone betty lou uh and which workflow she would have been added to when she was created right here exactly yes so um one second so when you're in hubli here um that betty lou was the client that we had in the example in zapier and you would have been added into the prospecting one new lead workflow and so basically that prevented you from having to do it manually on your own in this example here we've already progressed betty loop into the intro call meeting so that's why betty lou is now in prospecting here but basically we selected prospecting one new lead in that third step in the zap and when betty lou came in through the prospecting funnel she was automatically created and added to the newlywed lawyer yeah that's yeah that's exactly right so um once the client has been added into to this prospecting one new lead funnel i'm going to use just the example that i created earlier manually uh just as as my little kind of talk through to that so for example this client jacob has been added into my first uh my first workflow i'm going to imagine here that i gave him one phone call and immediately he was super interested in working working with me with my firm so immediately we want to get a meeting scheduled now to add in a meeting date hubli has a great functionality where you can actually add them into your client card and just to keep everything recorded and in one place so that's really easy to set up manually no problem at all all i'm going to do is select add meeting i'm going to change it to intro call because that's the style of meeting that we're gonna call this and we'll say that he set it up for the beginning of next week at 9 30 am and once that's saved in there we'll be able to see yep that next meeting date has popped all the way up uh there in the top corner we're gonna check that off mark it completed and then we can move him straight into that next workflow which is the intro call slash meeting and that's really easy to just set up manually um yeah very intuitive so i know something else that you set up before was uh calendly automation and with that calendly basically when you get jacob on the phone or jacob responds to the email you basically use that calendly form to find a time to meet and uh and that basically automates the creation of calendar event and everything else now since you do that and right now you're basically after you do that you come into hubli you add that meeting date manually as everybody saw and then you move jacob forward into the next workflow we can actually show the audience how to create our next app which will monitor that specific meeting type in calendar as it gets created and then find jacob once again in hubli set that date and add them to that next workflow for you so when you log in in the morning and uh jacob might have booked that call later on the evening yesterday he would appear right in that prospecting two workflow with that date set uh automatically yeah let's do it okay so let's get right in to my scheduled intro meeting so just like in that first stop that we set up everything needs a trigger to begin so in this case to choose the trigger the triggering app this time is canon lee that's my scheduling software the trigger event is that the meeting is created and so literally all you have to do is log into your account and then this step is done to set up your first action again um you just press the plus button there that's how you add another action uh the hub selected uh is gonna be your own hub so we'll add in uh hubbly we'll choose our account our hub and then the action event is again to find the client you cannot add a client to workflow or set any meeting dates without knowing exactly who the client is just as in the first automation that i showed you today we'll be searching via email so uh you'll find your hub first of all you'll set up the uh the client email that should be the same email address that you set up the calendly the calendar meeting with and it's again very very simple to to set up and so in this example here we didn't select the option to create a new client since um we know that in our case all of our prospects come in through that very first step for that first workflow so by the time that they get entered in to that initial call workflow we already have them in help with but if that doesn't apply to you if maybe your calendly or acuity or schedule once is your starting point for your contacts as they come in as a new prospect they schedule calls automatically you can actually check off that box to create a public client if they don't already exist and probably will first search by that email to see whether or not they exist in hubli and if they don't then we're going to go ahead and create them in public as well as in your crm so in this case we're going to keep that checked off but in your case you can check it and then you'd see those additional fields and you just need to give hubbly the first name uh or the full name the email and if you collect the phone number through that calendly invite you can also select the phone number as well just like we did in our other zap that we showed you earlier in this fall so now that in step three we found the client in hubli we're going to want to save the date of their next meeting so that we don't have to go in and do it manually uh like what i showed you in hubli so again you'll set your app set your event the app is always going to be hubley and the action event is setting the client date to set up the action here you'll select your hub and then you'll take the id of the client that we found in that previous step under the client field i know that might sound a little bit complicated but i'll show you exactly how to do it right here you'll just click into this client field and uh go into step three find a client in hobbly because that's what i'm gonna be drawing the information from from here we'll have to open it down to go to show all options and then right here you'll see client id that's the one that you want to check here the next step is to select the client date type so we've got meeting that's the type of date that it is and then we've got meeting date type again we kept it really simple we're just calling it the intro call you can see that we've got those same two types here that we also had in the hubley client card now at this point if you're in here and you're like i don't see the type of meeting that i want uh that might just be because you haven't yet created that meeting type in hubli if it exists in calendly i would always always recommend popping into hubley and just making sure that that event type exists there as well and again you can set that up right in the client card all you've got to do is add meeting and then you can change the name uh you can create any kind of new meeting type in hubli which is really really nice and simple from there we're going to select the client date oh wait we already did that uh the final step in this action is to actually set the date from the calendly event so this is where it says new client date um now in this case you're actually looking for the start date in this drop down menu that looks like the ugliest date that you can find so you'll see you've got a thousand options right here you're going to want to find uh this really ugly looking event start time here it's got a lot of numbers uh a lot of dashes that'll be the one that you want to select unfortunately it's not the event start time pretty option but that shows up just below it now that you've set that date up again you always have the option to test your action i'm just going to close that down and i'm going to open up the final action in this uh in this app so now that you've set up that client date the date's going to appear in your hubley client card we can actually choose to add this client who scheduled their meeting into the appropriate workflow uh see that you don't have to do it yourself it just happens again to set up this action you have to select your hub you feel like we could all say this together at this point and then pick your action event assign client to workflow from there you'll log into your account once more select your hub and then find your client id the same one that you found in that previous action the workflow here that we want to move it into is the intro call flash meeting workflow it's really nice because it's the same exact name as the meeting uh and that's right here workflow number workflow number two that pops up on the screen from there again you can test it and then you're literally ready to turn on your zap and get scheduling get some new clients perfectly that was awesome so just to summarize now whenever a new account only or acuity or schedule once event uh gets scheduled for a for anyone then zapier is going to run it's going to take a look at the event type and it's only going to continue with the client call and if it continues calling is going to pass a lot of fields over to zapier those are all the fields that olivia just showed you when we try to find the ugliest start time for that event but first you're going to need to find the client or create them in hubli and we recommend doing that based on their email address because emails are a lot more unique and the names can be spelled differently every time so you find a client in public based on the email address if the client doesn't yet exist so that's the first contact that you're having with them in hubli you can always select the option in zapier to create a record for them in hubli and that would also create a record for them in your crm so wealthbox or redtail will get clients whenever they are created in hubley created in there as well the next step you did was you took that client you created or you found you recorded the meeting date so that it's recorded in the client card and we'll show you why it's important in a second and we took that client finally and moved them forward to that appropriate workflow in our case there was a second workflow in your case it can be the first or the third it doesn't really matter you just need to find the workflow by name so liv if we're ready to flip back over to hubley take a look at that process again we'll see exactly where jacob would have been added into so jacob would have been added into prospecting two when we click into jacob then we should see that meeting date should have been added in the top right corner and we hover over the meeting date the meeting type is intro call so all of those steps would have been automated right through that sap now whoever is responsible for getting ready for that intro call could come in if there are some preparation steps at the beginning of the workflow they can do them but in your caselift it's a very simple workflow you're not preparing you're just ready for that meeting and once you come in you mark the uh the meeting is complete and it looks like you record your notes and move the client on to your post meeting workflow yeah that's exactly right so your market complete there we go and then when you hit move to next foreclose it'll move them along to prospecting three post meeting steps so the last thing i wanted to do is i want to show you how to automate this action of adding a client into a workflow around a specific meeting because you'd really want to kick off these post-meeting steps look on the date of august 31st after the meeting is complete it wouldn't make sense to add the clients in before and you probably hope that you don't forget to add the client in until a week later because then you're not following up you're not sending an email and it just really ruins that new prospect experience so i know right now you're doing it manually but could you actually show the audience how you can set up a rule in hubli on that third prospecting free workflow to just monitor for that next feeding date and add jacob and any other client in automatically when they have that next meeting date as an introduction call yeah absolutely so this type of rule is so so handy uh just to make sure that nothing does uh slip through the cracks so uh what we'll be doing right here is setting up an important date rule it's an important date rule because meetings are dates and they're important to do that all you have to do is go into automation rules select the rule type and then press configure to set it up now to filter this down uh in hobby training we we go through really how to set these up in this case uh we're only really wanting to pull in leads in this prospecting workflow so i'm gonna add all clients with the stream leads um on the day of their next meeting date so we change the uh the time span to directly on and then the next meeting date will pop up there now our meeting type as you remember from everything that we've already done was intro cool so i'll select that and then really really simple just press add rule now anytime that a client has an intro call scheduled in their client card they're going to be popping up in prospecting three post meeting steps so that you never ever forget to follow up with your clients again and you can apply this rule really in any workflow that you have for any kind of meetings that you have with a client we're going to stay focused on the prospecting today but really everything that we cover today and we're probably going to cover in future sessions with focus around specific use cases downstream but you can already probably see how you can apply those to your other types of meetings with ongoing clients as well as with other types of meetings with the new client onboarding and initial paperwork process that you do so just to recap here you hit done liv we basically took an already existing set of workflows that you use today to manage that pipeline of new prospects that are flowing through your practice and then we made it a little bit smarter we removed the manual categorization steps we've added some steps to even de-categorize clients or prospects if they don't continue on or if they've become new clients and we went in and we added some automations to automatically create them in hubly once they're created in once they submit their interest and add them to the right workflows when they book calls we took those dates that we recorded heavily around those calls to just help have them all in one place and then we create our first smart rule to move them into the post meeting steps workflow and the last thing that we're going to do before we open up the for q a is we're going to create a second smart rule on prospecting 3.5 to really make it easy and remind liv to follow up two weeks later after that meeting so that she doesn't have to go ahead and set that workflow manually every single time and after that after that we're going to be done yeah exactly so this one is uh really really helpful because um we can again use the leads stream to make sure that nobody falls through the cracks if you remember before just to kind of jump back and forwards a little bit uh we already set up this automation rule in prospecting four once a client has signed they're no longer going to be a lead and they'll be a new client and i'm hoping that i can get all that done within the two weeks so uh if by chance after these two weeks my new prospect has not yet made it through the signing process i'm going to go ahead and reconnect with them or at least try so the same rule type is going to set up here it's a client date rule we'll press configure and then we just want to add all clients with the stream leads uh let's say two weeks after their last meeting date and you see how that one just changed automatically now again here the meeting type is going to be intro call because that's the meeting that they were just a part of and then really simply we can just add that rule in there uh the nice thing about this is that it really is just limited to clients with that leads stream so anybody that's made it already further in the process they're not going to be pulled in at this point awesome and i think that actually helps us answer the very first question that we had which is how do you use streams and tags and and that really is a great demonstration of how they're useful because if you use streams to graduate a new prospect from lead to new client to ongoing client or active client then you can set up these automations that are limited to a specific stage in their life cycle with your firm and that way you can avoid having new prospects looking through the cracks after those initial meetings because we know you're busy and hubble can monitor that and add them back in to remind you to reconnect and if that that prospect's moving forward quickly you don't have to worry about taking them out of an automation because it does it for you since you've set up all of these rules so liv round of applause for you thank you so much for such a great demo that was awesome um and i just wanted to kind of wrap this up by talking about who which type of firm really these automations are ideal for we really try to focus on building out these kind of automations with firms that have a growing book of business so either you're focused on acquiring a new business or maybe you're partnering with a with a network that's sending you leads or maybe you're naturally seeing your business starting to grow really quickly uh over the last 12 months of this pandemic as we've seen some some of our clients really experiencing that rapid growth we know that you're busy and we know that your time is better spent working on the business than in the business even if you have a team helping you out with this their time is more valuable than just capturing tracking and categorizing your prospects so really automation's helped you do just that they don't help you take care of a knowledge work which is a skilled work that you that you and your team do it helps you take care of that repetitive tasks and hold everything up so if your business is growing and you find that you're constantly manually capturing tracking and categorizing prospects or you might be dropping the ball on some potential clients and you're just looking to create a more repeatable experience focusing and investing on creating these automations early on can really help you do that and if you're not a hubble client yet please do reach out and we'd be we'd love to show you this and a lot more of what we can do now if you are a hell of a client i see a lot of you are then just reach out to your uh to your lead in the chat yes we have real people olivia is one of them and james is also uh working with a number of the firms that are on this call when you reach out you can ask for a quick chat and we can set that up with you help you set this up in your hub or if you already took a stab at it we can give you a sanity check just review it to make sure that you can sleep well at night knowing that zapier is going to run the way that you intend it to if you're not a hubble user yet you can also go onto our website myhubley.com you can either message us in the chat in that case you might reach another team member or you're going to see a big button on the top right corner to book a strategy call those are free and those are going to be paired with our team everybody on this team is actually on this automation call today so you can talk about what we cover today and you can also ask additional questions and see if probably is the right fit for you thanks ron olivia that's awesome we have questions just coming in hot so hopefully we have time to answer the majority of them i'm going to start with this question which is which zap fun do you recommend either the starter professional or team that's a great question tessa and one that actually uh we asked ourselves in the early earlier days of public i think that that the free plan it's it doesn't give you multiple steps in a zap so that one's kind of ruled out but there really is no need to start with anything other than starter in the early days starter gives you the ability to create all the zaps that we talked about today and once those zaps actually uh begin being used and actually tracks how many times they execute then zachary is going to contact you at telling you that hey you should probably upgrade to the next tier a professional in which case you're going to be given 2 000 uh runs per month instead of the limit of the starter plan now i know that the plans also jump in price unfortunately uh we can't control that zap here as another product but if you think about all the manual steps and all the waiting time that it's going to be saving you by doing these things in the moment at least in our own business we found that it was a cost worth paying definitely i am a huge fan of zapier myself um we have a question again about zakir and they are wondering um is the best practice to have the zap create the prospect in hubli first or with wealthbox good question so we actually always recommend creating the prospect in hubli first because as that happens as health users might know that prospect or that contact gets created in your crm instantly now if you create a prospect in your crm first unfortunately they don't yet return that favor to us so your zap could very easily create a duplicate record so what you want to do is start every zap the way that olivia showed you today with a trigger and the first action being to find or create the contact in hubli and then you can start adding to the same zap additional steps in your crm as well as in other software to perform more of those automated actions elsewhere just make sure you add a small delay that's accurate because it is a very quick application and it might actually create a contact in hubley and try to move on to the next step before wealthbox has had a chance or redtail has had a chance to update your own contact list and again if you need help with this it might sound complicated it isn't it's really simple you just click the add button and it says the option to add a delay but obviously message us and we'd be happy to help walk you through it as well and eric is wondering with the lead drip keg does that trigger a zap or are you able to trigger zap to mailchimp to trigger a campaign so it actually wouldn't be a zap in this case mailchimp can integrate with wealthbox in your case or i think they integrate with redtail as well but basically you can set it up so that one of your mailing lists in in your email software monitors that tag in your crm and so the way you want to set it up is that when a client gets added to a table in your crm they get added or enrolled in a mailing list when they're removed from a tape group in your crm you want to have them unenrolled for the mailing list so just an in action and an out action and that would be an integration directly between your crm and your email or mail merge platform so that would be outside exactly perfect we have two more questions here i'm going to see if we can uh get through them so do you have any suggestions for setting up a workflow removing a prospect uh to archive so if they're they don't become a client um so how would you handle that situation we sure do we actually uh considered including it in this demo but we didn't want to get that complicated you can absolutely set up and we recommend that you set up an exit workflow to provide that kind of experience where you first of all can wrap things up on your end but second of all you can you can wrap things up in that relationship even if it's short with that new prospect so you just create another workflow at the end and in this case it would be new prospect 5 probably and that would be basically your breakup workflow you can set up an automated rule that says when a client completes that workflow then you want them to be removed from a lead or a prospect stream and you can even make another rule that says add them to a lost prospect or a lost opportunity stream so we really do recommend that you build out a stream or a grouping of all of your missed opportunities because you might want to remarket them in the future you might want to enroll them in a long-term newsletter mailing group in your mailchimp or mail merge software so by many means yes set that workflow up capture all the tasks you want to do and then you can use some automations to auto automatically de-categorize them for leads and categorize them in any stream of tag that you want to retain that record perfect we have one more question here i do think we have times a quick one um so how would you handle a situation where a client leaves a field blank such as not entering their you know well i guess you'd have to enter your email that's non-negotiable but maybe they didn't enter their full name well you want to make some mandatory appeals first of all um collecting a prospect without an email might be a little bit difficult to contact um but yes maybe they didn't enter their full name maybe they didn't enter their phone number as long as they enter their email probably can find that record in cover so basically if that contact only entered their first name but their full email then in hubli we're going to find the full contact with full name we're not gonna just stop at the first name now if we have to create the contact we unfortunately would create them with only a first name and then you'd have to go back into your crm and just update that once you've had a chance to meet with a contact and retrieve their full name phone number and all the other information you need perfect i think that wraps up our time here but thank you both so much for this workshop i've had a lot of comments coming in that this was extremely helpful so thank you both so much today our pleasure [Music]