---
title: HubSpot & CallRail Training — 2026-04-05
type: article
created: '2026-04-05'
updated: '2026-04-05'
source_docs:
- raw/2025-10-30-bluepoint-hubspot-training-98188548.md
tags:
- meeting
- hubspot
- callrail
- crm
- bluepoint
- training
- automation
- workflows
- lead-tracking
- integrations
layer: 2
client_source: BluepointATM
industry_context: b2b-services
transferable: false
---

# HubSpot & CallRail Training — 2026-04-05

## Overview

Training session with BluePoint (Wade Zirkle, Mike Stebbins) and Asymmetric team (Mark Hope, Melissa Cusumano, Avokerie Onorimuo) covering three main areas: CallRail integration strategy to replace the existing Posh answering service, HubSpot CRM simplification through Lifecycle Stage consolidation and a new Contact Type property, and drip campaign workflow planning segmented by product interest.

**Attendees:**
- Wade Zirkle — BluePoint (wade@bluepointatm.com)
- Mike Stebbins — BluePoint (mike@bluepointatm.com)
- Mark Hope — Asymmetric (mark.hope@asymmetric.pro)
- Melissa Cusumano — Asymmetric (melissa.cusumano@asymmetric.pro)
- Avokerie Onorimuo — Asymmetric (avokerie.onorimuo@asymmetric.pro)

---

## Key Decisions

1. **CallRail replaces Posh.** BluePoint will port/forward existing ATM support numbers through CallRail to a new AI answering service, replacing the $300/mo Posh live answering service.
2. **Lifecycle Stage is the primary CRM metric.** The team agreed to stop relying on `Lead Status` for primary tracking and consolidate around `Lifecycle Stage`. Lead Status may be hidden or removed once existing records are migrated.
3. **New `Contact Type` property created.** A custom dropdown property was built in HubSpot to segment contacts by relationship type: Lead, Customer, GPO, Vendor, Other.
4. **`Subscriber` stage to be renamed `Prospect`.** The default HubSpot "Subscriber" lifecycle stage label will be renamed to better reflect BluePoint's usage (contacts sourced from lists or events who aren't yet qualified leads).
5. **`Disqualified` stage added to Lifecycle.** A custom "Disqualified" stage was added to handle contacts who should never be re-engaged.
6. **Drip campaigns will segment by `Product` property.** Separate drip sequences will be built for Traditional ATM vs. Reverse ATM leads using the existing `Product` field.
7. **LinkedIn Sales Navigator Advanced Plus is not viable.** The 10-seat minimum requirement makes the ~$18k/yr cost prohibitive for BluePoint's current team size.
8. **Fathom Premium is single-user.** Mike cannot be added to Wade's $200/yr Fathom plan; it is not a team license.

---

## Action Items

| Owner | Task |
|---|---|
| **Wade** | Email Mark a detailed list of CallRail requirements (ATM support number porting, state page local numbers, outbound call tracking), CC Leslie |
| **Mark** | Provide a CallRail implementation plan based on Wade's requirements list |
| **Mark** | Build HubSpot drip campaign workflows once BluePoint defines the "who," "when," and "what" for each sequence |
| **Mike** | Bulk-update existing contacts with the new `Contact Type` property using the filtered list + Edit Columns method demonstrated in session |
| **Mike** | Begin using `Lifecycle Stage` as the primary lead tracking field going forward |
| **Wade & Mike** | Document HubSpot questions and issues to bring to the next training session |

---

## Topic Notes

### CallRail Integration Strategy

**Goal:** Replace Posh ($300/mo, underperforming) and improve lead source attribution across all channels.

**CallRail capabilities reviewed:**
- **Dynamic Number Insertion (DNI):** Rotates a unique tracking number per ad click on landing pages, bridging the gap between ad click and phone call attribution. Enables precise source tracking for inbound phone leads.
- **Static Tracking Numbers:** Unique numbers assigned to specific channels (ATM stickers, billboards, business cards). ~$5/mo per number.
- **Call Recording & Transcription:** Included in base price. AI summaries available at additional cost.
- **HubSpot Integration:** Automatically logs calls to matching contact records by caller ID. Manual matching required if caller ID is not in HubSpot.
- **Outbound Call Recording:** Supported via CallRail tracking numbers; useful for preventing outbound numbers from being flagged as spam.

**BluePoint's planned use cases:**
1. **ATM Support Line:** Port or forward existing ATM sticker numbers through CallRail → AI answering service. Removes Posh dependency. Allows after-the-fact review of AI call quality.
2. **State Landing Pages:** Assign local area code numbers to state-specific pages to appear local to prospects. Prioritize high-volume states; skip low-volume states (e.g., Wyoming). Cost: ~$5/mo per number.
3. **Outbound Sales Calls:** Use CallRail numbers for Mike's outbound prospecting to avoid spam flagging and enable local caller ID presentation by region.

> **Note:** Leslie handles current number routing. Wade will CC her on the requirements email so Mark can coordinate any forwarding changes directly.

---

### HubSpot CRM Simplification

**Problem:** BluePoint was using both `Lifecycle Stage` and `Lead Status` in parallel, creating redundant and confusing tracking. `Lifecycle Stage` was not consistently visible on contact records.

**Solution implemented during session:**

#### Lifecycle Stage as Primary Metric
- `Lifecycle Stage` added to the contact record side panel and confirmed as the primary tracking field.
- HubSpot automations and workflows should fire off this property.
- **New stage added:** `Disqualified` — for contacts who have explicitly opted out or should never be re-engaged.
- **Rename pending:** `Subscriber` → `Prospect` to better reflect contacts sourced from lists/events before qualification.
- Standard progression: Prospect → Lead → Marketing Qualified Lead (MQL) → Sales Qualified Lead (SQL) → Opportunity → Customer.

#### Lead Status — Deprecation Path
- `Lead Status` provides sub-stage granularity within the "Lead" lifecycle stage (e.g., Proposal Presented, In Negotiation).
- Team consensus: this adds complexity without clear benefit at current scale.
- Decision: leave `Lead Status` in place for now; stop actively using it; hide or remove once existing records are cleaned up.

#### New `Contact Type` Property
- **Purpose:** Segment contacts by their relationship to BluePoint, independent of where they are in the sales process.
- **Values:** Lead, Customer, GPO, Vendor, Other.
- **Rationale:** Enables targeted communication rules (e.g., exclude Vendors from marketing emails; track GPO partner contacts separately from prospects).
- Created as a custom dropdown property on the Contact object during the session.

#### Bulk Editing Contacts
Mark demonstrated the workflow for updating multiple contacts at once:
1. Create a filtered list view (e.g., filter by `Lead Status` to find all active leads).
2. Set page size to 100 to see all records.
3. Use **Edit Columns** to add `Contact Type` to the table view.
4. Select all contacts → bulk-edit `Contact Type` to "Lead."
5. Save the view. Pro tip: right-click individual records to open in a new tab, preserving the list context.

---

### Drip Campaign Workflow Planning

BluePoint has two distinct sales motions:
- **Wade** — Traditional ATM sales
- **Mike** — Reverse ATM sales

Separate drip campaigns will be built for each product line using the existing `Product` property on contact records (values include "All Cash ATM" / Reverse ATM variants).

**Mark's requirement before building workflows:** BluePoint needs to define for each campaign:
- **Who** — which contacts qualify for enrollment (filter criteria)
- **When** — trigger conditions (e.g., lifecycle stage change, inactivity period)
- **What** — email content and sequence cadence

---

### Fathom & LinkedIn Sales Navigator

**Fathom:**
- Wade's current plan is Fathom Premium at ~$200/yr — single-user license only.
- Mike cannot be added. Would require upgrading to a team plan.
- Tabled for now; Wade to investigate team plan pricing separately.

**LinkedIn Sales Navigator:**
- Standard tier: ~$200/mo per user (~$2,400/yr).
- Advanced Plus tier: requires 10-seat minimum; ~$18,000/yr total. Not viable for BluePoint's current team size.
- Wade had already spoken with LinkedIn sales; was told 10-seat minimum is firm. Mark suggested it may be worth a second call to a different rep, as pricing is reportedly custom/negotiable.

---

## Related

- [[wiki/clients/current/bluepoint/_index]]
- [[wiki/knowledge/hubspot/lifecycle-stage-vs-lead-status]]
- [[wiki/knowledge/hubspot/contact-type-segmentation]]
- [[wiki/knowledge/callrail/dynamic-number-insertion]]