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- If you're looking to use automation to save you time and make that follow up with prospects easier, HubSpot Sequences are the way to go. (Upbeat Music) - [Narrator] Welcome to HubSpot Hacks, where we help you get more out of HubSpot. - HubSpot Sequences are a powerful tool inside the HubSpot platform. They're only available on sales starter, sales professional and sales enterprise though. And what they do is, they allow you to set up a series of communications that go out to people inside a certain list or individuals that you enroll one by one. That will send them certain emails, it will trigger some certain tasks or follow ups and getting them set up for the first time can be a little intimidating, so let's go ahead and look at what they have for you in terms of pre-loaded templates or pre-loaded sequences and how to set up your own from scratch. Let's go ahead and dive in. Alright so sequences are going to be found in sales starter, sales pro or sales enterprise under this automation tab. Pull this down and select sequences. So if you haven't set up sequences at all, for the very first time this screen is obviously going to be blank. And you're gonna click on create sequence. So inside of here they've got these pre-made sequences we're gonna take a look at those first because those give us a good perspective on what's possible. So think about your marketing in terms of, what are those trigger events that you might have in your business that you want to have follow up communication about. So for instance, right here we've got a trade shower conference follow up. Perhaps you are reaching out to a target list to see if they're interested in a demo. Or if they asked you about a demo and they haven't followed up to schedule one, this might be a way to use a sequence. You know following a call or a discovery meeting. You might wanna send up a sequence prospecting. So we're not gonna get through all these here on this demo video, but feel free to dig into these pre-loaded sequences. We're just gonna go ahead and use this trade show as a way to dig in and show you what's going on. So in this preview, this will show you that there are three steps in the sequence and it's gonna take you eight days to complete the whole sequence. So a contact will be unenrolled from the sequence. The beauty of sequence is, is that you don't have to go in and change the status on someone if, let's say, they booked a meeting. Cause the worst thing would be if they book a meeting and then they get another email that says hey do you wanna book a meeting? That's not good. But in HubSpot under sequences you can actually have a case that will say if they reply to an email or if they book a meeting, when we set up one from scratch I'll show you how to set these. But if they do either of these actions, again HubSpot will note that with a tool and they'll get unenrolled. So they won't get any more of those emails, there won't be anymore tasks that will be automated inside of this sequence. So just a quick overview, we've go step one here. This little icon is to, they will get an email. So here this is a subject line. We're using personalization , so hi, let's say the person's name is Paul, hi Paul it was great meeting/seeing you. Again you would wanna go ahead and personalize this for the situation of the conference you are at. So these capital letters here are things that you'd wanna go in and customize in this sequence. This might be, it was great meeting you at inbound last week, you know, we provide companies with a lot of different solutions including AdWords and you know, Facebook Ads. Do you have time to connect? That would be this first one. If they don't send or if they don't respond or book a meeting within the first, this here says three days, you're gonna send this follow up email, step three you know, follow up email if they don't respond in five days. So let's go ahead and create this sequence using this pre-loaded template just to give you a perspective of what happens when you go to customize this sequence. So it says sequence added. This is going to be the title of that sequence, so you can change, in previous videos we've talked about an importance of having a naming structure so you can find things. Inside of sequences there's also folders that you can organize your sequences. So maybe you have you know, five trade shows that you go to a year, and you have five specific sequences that go to people after those trade shows, you may want to then create a folder called trade show follow up sequences and then each one of those will live into that folder. So here we've got those steps that we just looked at. And again we can unenroll them in any of these cases. If I wanna change this I go here to settings and I can send follow up emails on weekdays only. This ensures that they don't get an email on a Saturday. And then this thread follow up emails is, functions the way we might in email, if you're using like the conversations view inside of the G-suit. So it's gonna look like you're replying to original email, is what this means. So for the steps, I'm gonna go ahead and say, let's customize this a little bit further. So trade show email number one good to meet you. I would take this capital letters and I would put my solution in here. So again let's say, we offer Google Ads. And then again this is not a video to tell you how to write better sequences, cause we're just showing you the tools. So please don't take this example here as how to actually write the email. Cause we wanna work on email copy completely separate after this video. I have made out Facebook Ads and I'd put you know, meeting you at the inbound conference. And then this section down here below is actually going to autofill your signature that is set up in HubSpot. So it looks like it is blank here but when you load these in the sequence tool, which I'll show you when we enroll a contact. It's gonna use your signature that is setup over in the settings area. So if you wanted to add more customization , so it might be, it was great meating/seeing you at the conference. I enjoyed learning more about, (keyboard typing) and then if I wanted to insert a , I could put their company name here and then period, as we discussed so on and so forth. Again the thing to remember with these s, just like anything in HubSpot is, if you didn't know the company's name and you put company ABC in here just to have a company name, it's gonna insert this. But when you enroll contacts inside of sequences, you'll be able to preview that text before it actually goes it. Hopefully you'll catch that but again, data goes in, data comes out, it needs to be clean both ways. So I'm gonna update this existing template or if I have saved this and said, you know what this is a better version, I can save it as a new name or probably just gonna update the existing one here. So I've got step one, good to meet you. Step two lets say, okay this is pretty good but I wanna follow up if don't respond in two days instead of three. I can change those here. I have days or weeks as my option. And then again I've got five days here. This is a pre-loaded trade show or a conference follow up sequence, again based on best practices for HubSpot here. If I wanted to add another in here, I could go ahead and add a custom message. So let's say after five days if they don't respond I wanna invite them to an evergreen webinar that lives on my website. I would need to have that specific email already created and then I would need to go in and add that here. So that's a little skippin ahead, we'll hit that in a second. But I'm gonna ahead and remove that and then we're gonna click save. Okay, so we've created this trade show or conference follow up sequence. So the actions are here, I could, so let's say the next event that I go to I want to use the same sequence and I'm just going to simply update it with that specific conference information and things that are relative to that audience. I can simply go in here and clone this and it will clone exactly what I just created. You'll have to rename it and then you'll have two versions of it. One specific for inbound let's say the other one is for I don't know, dream force and then you'll have two separate sequences that have specific information about those trade shows. So if I wanna enroll somebody in this sequence, I'm gonna click enroll. Sales pro or sales enterprise users, you can enroll multiple contacts at once. If you just have sales starter, you can only enroll a single contact at once. But don't let that stop you sales starter is a great way to get started with the tool and get that habit down so that you have value if you eventually want to upgrade. There's a whole bunch of other stuff that comes with sales pro so don't let that stop ya. All right so I'm gonna click on enroll a single contact just to show you how this looks like. So I'm gonna enroll a contact. Let's see I'm gonna enroll Kaityln. And I click on Kaitlyn's name here, and then what it's going to do is it's going to preview the sequence with Kaitlyn's information added into the sequence so I can see, okay does this make sense. So for instance we've got you know, hey Kaitlyn, we've got this inbound conference, we've got the name of our company here. And then look at here, got my signature loaded right in from the settings. So that's where that comes from I can preview each one of these emails. And again it will start sending, I got my time zone loaded. This is pulled from HubSpot settings and it's gonna send at this little timer here it says 10:22. I've got 3:08. It's gonna be randomized options for the follow up and then I've got, okay I wanna send follow ups on a time range. These settings here are something else that you can finego as well. And if I click start sequence it will actually enroll her and the first one sends immediately. Like right after I hit send. So since this is a fictitious set up here, I'm not gonna enroll her in this sequence but I'm gonna hit cancel. I'm actually gonna enroll, if I have another email on here that I know is not, let's see if we can load this one. Yup so we're gonna load this one. Okay so this is fictitious setup as well but this email is one of my personal emails, so we can go ahead and send it to me. So I'm gonna click on start sequence assuming we loaded all that in here. So if I click start sequence. So it's going to say I successfully enrolled this email address in that trade show or follow up. So if I refresh the screen. It's gonna say I've got one total enrolled. And then depending on what happens you're gonna see enrolled no response, if the person replies to you it'll say reply unenrolled. So your status here is going to give you that update. Over time then, all of these stats here should give you a good perspective on, what is the performance of my sequence, how many people are clicking, what's the response rate, what's the bounce rate, helping you hone your message. It might also point out that some of your emails might be not any good because they might be bouncing. So that's how to use the pre-loaded, how to load someone into a sequence. If I were to create a new sequence, so let's go back here. I'm gonna create a new sequence. I'm gonna start from scratch. So not using any of those pre-mades. I'm gonna create a sequence. So it's gonna look a little bit intimidating again if you haven't done this before. I've got zero steps, zero days to complete this. You are brand new here. I can click on this plus button and it's going to give me all the emails that I've already got loaded in my system. So to create an email, actually refer back to our video about how to create the email inside of HubSpot. When you create that email and then you click the button save for automation, is how it ends up here into these email templates. So I can look for templates that are created by me, created by my team. This is where those folders come in super handy. So if you created emails that were meant for just trade show follow up, and you have a folder that says trade show follow up emails, when I go looking for these templates it's gonna be here in that folder. So let's say I'm gonna click on you know, a video sales follow up and I'm gonna add this. So it's gonna load this email, that was already created. And in this template that we created, we've got you know, sheriff funds does this stick about this, we've got a name in here which needs to not be in here, so we're gonna delete that. And then update this existing templates. And so I've got one thing here. Now the cool thing about sequence is, is its not just about email. I can also add a task in here that reminds me to do something else that's maybe offline or involves a phone call. So when we've set these up, we've done things like, here's the first email, now on day two I get a task to go follow that company on LinkedIn. So I can add this plus button and I create a task and here I've got connect on LinkedIn. I'm gonna click add. So create task if not action within one day. So if you know this prospect doesn't respond to my email then I'm going to have a task created for me inside of HubSpot. I'll get notified to go connect with them on LinkedIn. So let's say day, step three is to call the contact and leave a voice mail. Again all very sale specific follow up here. I click add and if it doesn't happen, let's say in two days. So after I sent them the email on one day, two days I connect on LinkedIn and then two days after that so day four, it's when I'm going to call and leave a voice mail. So then day five, let's say I'm gonna send them another email, and its going to be the third follow up right here. And click add so that's how that works. Again I've gotta name my sequence up here so I might be video sales follow up sequence version one. Back to the settings, I wanna thread those replies and not going to select this. I only want emails going out on weekdays and I click save. So just like we just talked about in the previous example, we've got this already loaded, and then I can go ahead and roll single contact or multiple contacts inside of sequences and use those to follow up. So that's it, that's all you have to do to set up sequences. Again don't let it intimidate you but it's a really powerful tool if you wanna go ahead and use automation to be more productive as well as customize your message to a larger group of people. To do more with your sales efforts. For more tips, tricks and how to's go ahead and hit that subscribe button. We'll have new video coming out each week. If you want to comment below let us know what topics to cover we will definitely help you out in a future video.