wiki/clients/current/citrus-america/2026-04-05-hubspot-status-review.md · 635 words · 2026-04-05

HubSpot Status Review — 2026-04-05

Overview

Working session with Miriam Framson (Citrus America) to review the current state of the HubSpot CRM setup, identify gaps blocking the lead qualification workflow, and define next steps. Miriam had been working directly in HubSpot that week covering for absent sales staff, which surfaced several practical usability issues.

Attendees:
- Melissa Cusumano (Asymmetric)
- Mark Hope (Asymmetric)
- Ben San Fratello (Asymmetric)
- Miriam Framson (Citrus America)

Key Decisions

1. Qualifying Data Stored at Company Level, Synced to Contact

The group debated whether qualifying questions (e.g., "Are you juicing?") should live on the Contact or Company record. The decision: store at the Company level to prevent data loss when contacts leave, then use an automation to sync the value down to the associated Contact record so salespeople don't have to navigate away from the contact view.

"If we're saying right now information should be via a form captured for really more for the company… then we have like an auto-population rule that the contact gets the same." — Miriam Framson

2. New Unified Lead Intake Form

Rather than requiring reps to jump between Contact and Company records, Mark will build a single form that captures both contact-level and company-level data in one pass. This was identified as the missing piece from the previous contractor (Chris).

3. Data Cleanup Sequencing

The bulk reassignment of orphaned contacts will happen after the new workflow and form are live, not before. This ensures automations that change contact owners fire correctly once the data is clean.

Workflow Logic (Current State)

MQL Trigger — All conditions must be true:

First Name, Last Name, Email, Phone Number, State, Category are known
Contact is associated with a Company
"Are you juicing?" = Yes OR No, but seem interested

SQL Trigger — All four BANT fields must be completed at the highest positive value:

Budget
Authority (e.g., "Has authority")
Need
Timing

When all four BANT criteria are met, a Deal is automatically created and assigned to the same owner as the Contact.

Note: The group discussed potentially allowing 3-of-4 BANT to qualify; left as a future refinement.

Issues Identified

Issue	Status
"Are you juicing?" field not visible on Contact view	Resolved in-session — field located; will be repositioned
BANT fields out of order on Contact record	Fix assigned to Mark
BANT fields missing from Deal form	Fix assigned to Mark
No unified intake form for new leads	New build assigned to Mark
Company-to-Contact sync automation not built	New build assigned to Mark

Data Cleanup — Pending

Approximately 6,260 contacts require reassignment:

~3,260 assigned to deactivated user "Jay"
~3,000 with no contact owner

Plan: Miriam will define a reassignment strategy (by region, customer type, or other criteria) with Brian and Jacob the following week. Mark's team will then execute the bulk reassignment via HubSpot's bulk update tools.

Sequencing note: Cleanup will be done after the new workflow is live to avoid conflicts with owner-change automations.

Action Items

[ ] Reorder BANT fields on Contact record (@Mark Hope)
[ ] Add BANT fields to Deal form (@Mark Hope)
[ ] Build unified new-lead intake form capturing Contact + Company data, including "Are you juicing?" and related qualifying fields (@Mark Hope)
[ ] Build automation to sync Company-level qualifying data to associated Contact record (@Mark Hope)
[ ] Demo updated setup to Miriam in ~1 week (@Mark Hope)
[ ] Define contact reassignment strategy (by region/customer type) with Brian and Jacob (@Miriam Framson)

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Sources

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