As a staff member, you will likely attend various conferences and events, network with other Great Commission workers, and meet with individuals in one-on-one settings to discuss Via. Wouldn't it be great to be able to easily record those meetings, keep track of when and where you met people, and even add helpful notes about those individuals? Introducing the Team Contact Signup form. This short 6-field form will collect basic contact information, add the individual to HubSpot, add them to your team assignment and contacts group, and add an activity to their contact that records where you met them.
When do I use this tool?
This tool is designed to be used to collect contacts at events that you host or attend. It will record where you met them and add them to your team’s assigned contacts for easy access.
How do I update the form?
To update forms, you will need to reach out to your team leader or your team’s designated HubSpot admin. To update the form, do the following:
In HubSpot, navigate to Marketing > Lead Capture > Forms
Click Folders in the top-right corner
Choose Field Teams
Search for your team’s name
If your team has forms in multiple languages, you will need to make the changes to each form individually
Mouse over the name of the form you want to update and click Edit
To add a property to the form, type in the search bar to find property you wish to add
Drag and drop the property into the form
Properties can be placed side-by-side or linearly
How do I update the workflow?
Workflows are a really powerful tool in HubSpot. A workflow allows you to set a trigger (person completes a form, updates a property, etc) and then set a series of actions to follow. For example, we want to send an email to everyone who completes an interest form, set a staff member as the contact owner, and add those people to a list so we can find them all later. This can all be done in workflows using a trigger of Completed Form - XYZ followed by actions of Assign Contact Owner, Add to list, and Send email.
Via Staff with the Field Team Admin permissions will be able to edit your team’s workflow using the following steps:
Login to Hubspot
In the top bar click Workflows
Search for your team’s Team Contact Signup workflow
Mouse over the workflow and click Edit actions
Find the action you wish to edit and click on it
Make your desired changes to that action and click save
IMPORTANT: You will need to update the Contact Source and Create Note steps when you use the form for various events.
How do I view contacts collected from this tool?
Login to Hubspot
In your HubSpot account, navigate to Contacts > Contacts
Click Advanced filters
Click Add filter
Search for Form submission and select it
Under Is any of select the languages you wish to view submissions of
Click Apply filter
To add additional filters, click and and search for the desired filter.
Search for Contact source and select it
Enter the value of your contact source as found in your team’s Workflow
How do I email people that completed this form?
Details for connecting your Via Nations email to HubSpot can be found in this article. There, you will also find details on sending and tracking emails in Gmail or HubSpot.
How can I add languages to our page/form?
We offer support for multiple languages for the Team Contact Signup tool. All forms were set up in American English. If there is another language you want to have available, please send an email to [email protected] and include what language you would like to add as well as the translated text.