wiki/knowledge/hubspot/aviary-hubspot-lead-handoff.md · 519 words · 2026-01-07

AviaryAI HubSpot Lead Handoff Process

Overview

When Asymmetric generates leads for AviaryAI — through ads, outbound, or other initiatives — those leads must be created directly in HubSpot and Aaron Grossman notified promptly. HubSpot is the agreed single source of truth for all pipeline activity.

This process was established during the ^[1] kickoff call on 2026-01-07.

Lead Creation Workflow

Create the contact and/or company record in HubSpot as soon as a lead is identified or responds.
Assign the appropriate lifecycle stage (see below).
Notify Aaron Grossman via email or Slack that the lead has been created. Include a direct link to the HubSpot record where possible.

Aaron confirmed he "lives in HubSpot" and will act on leads immediately upon notification. He is flexible on notification method — email, Slack, or text — but the record must exist in HubSpot first.

"Whatever is fastest for you to get it to me, I'll hop all over it." — Aaron Grossman

Lifecycle Stage Definitions

The following stages were in place at kickoff. Aaron will provide written definitions for each; Asymmetric (Mark Hope / Sebastian Gant) will review and may propose refinements.

Stage	Description
Lead	Initial contact; not yet evaluated
Pre-Qualified	Early engagement; some signal of fit
Qualified	BANT criteria partially met; active opportunity
Proposal / Contract Review	Proposal submitted; under review
Contract Negotiation	Terms being finalized

Note: Aaron uses a modified BANT framework (Budget, Authority, Need — Timeline is de-emphasized given how new the product category is). A "good" first call results in the prospect opening the next meeting to a larger internal audience.

Aaron noted the lifecycle stages were assembled quickly and he is open to restructuring them as the sales process matures.

Notification Protocol

Primary channel: Email to Aaron Grossman (agrossman@helloaviary.ai), CC Justin Dwyer (jdwyer@helloaviary.ai)
Secondary channel: Slack (AviaryAI has Slack; Aaron monitors it on desktop)
Do not rely on HubSpot automation alone — a direct human notification ensures fast follow-up

If HubSpot automations are configured later (e.g., task creation or Slack alerts on new contact creation), the manual notification step can be revisited.

Key Contacts

Role	Name	Contact
Day-to-day sales lead	Aaron Grossman	`agrossman@helloaviary.ai`
CC on all outbound/lead comms	Justin Dwyer	`jdwyer@helloaviary.ai`
Asymmetric Account Manager	Sebastian Gant	`sebastian.gant@asymmetric.pro`
Asymmetric Strategy Lead	Mark Hope	`mark.hope@asymmetric.pro`

ABM List Context

Leads generated from the tiered ABM list should be traceable back to their tier:

Dream Accounts (100): Highest priority; flag these explicitly when handing off
Play Accounts (500): Active outreach targets
Other / Inbound: Anyone not on the list who contacts Aviary gets added dynamically

See ^[2] for full targeting criteria.

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