Accountability + Automated Reminders

To keep our pipeline current and our data accurate in HubSpot, we’ve activated some automated reminders that will help you stay on top of updates. Additionally, we ask that all updates for the week are entered in HubSpot by EOD Fridays.

Why this matters:

Executive Leadership reviews data daily—maintaining an up-to-date pipeline is non-negotiable.
Forecast accuracy depends entirely on the timeliness and precision of deal stages and close dates.
Executives meet every Monday to review reports, so ensuring updates are in by Fridays is essential to provide the most accurate, actionable data to guide conversations.

Who receives reminders:

Deal Owner
Client Finance Lead
Growth Lead
Client Relationship Lead (CRL)

What you’ll receive: If your deal meets the criteria the following notifications will be sent via Email and Slack, prompting a reminder to update the deal record in HubSpot.

Notification	Criteria / Trigger	Action
Update Needed: Client Committed	Deals that have been in the Client Committed stage for 1+ weeks without any updates.	If the contract has gone out, move the deal to Contract Out. Otherwise, add a note on the deal record reflecting the latest status or activity.
Update Needed: Contract Out	Deals that have been in the Contract Out stage for 1+ weeks without any updates.	If the contract has been signed, move the deal to Closed Won (Deal Approver). If we are still waiting on action from the client, the CRL should follow up with the client and log the activity on the deal record.
Close Date Past Due	Open deals (Writing, Submitted, Pitching/Negotiating, Client Committed, Contract Out) with a Close Date that has passed.	If the deal has already closed, update the stage to Closed Won/Lost. If we are still waiting on action from the client, the CRL should follow up with the client and log the activity on the deal record. Review the Start Date and update if work is starting earlier or later than expected.
Close Date is Next Week	Open deals (Writing, Submitted, Pitching/Negotiating, Client Committed, Contract Out) with a Close Date scheduled for the upcoming calendar week.	If the deal has already closed, update the stage to Closed Won/Lost. If we are still waiting on action from the client, the CRL should follow up with the client and log the activity on the deal record. Review the Start Date and update if work is starting earlier or later than expected.

*Reminder: The Deal Approver (Client Finance Lead) has to move a deal from Contract Out to Closed Won.

Best practices to limit reminders:

Keep Close Dates realistic.
Update the deal stage as soon as work progresses (i.e., don’t let stages go stale).
Log and track your emails in the CRM so you are automatically updating deals based on communications with clients.
Enter all updates for the week in HubSpot by EOD Fridays.