HubSpot Company Creation Process

Assigned To: Luke Sanchez, Victor Alfaro

Category: Student Life Cycle

Department: Marketing, Technology

SOP Rule: Trigger

Status: Approved and Implemented

Purpose

Defines the process for creating a new company record in HubSpot to ensure accurate data entry, proper setup, and compliance alignment.

Scope

Applies to all new school/company records created in HubSpot during the Prep-App stage.

Trigger

• Need to create a new school or company record in HubSpot

Process Overview

1. Access HubSpot

• Log in to HubSpot account
• Navigate to Contacts > Companies

2. Create New Company

• Click "Create Company"
• Select appropriate company type if applicable

3. Enter Company Details

• Input required fields including:
  • Company name
  • Address and location details
  • School or location code
  • Relevant operational properties
  • Compliance-related fields

4. Validate Information

• Ensure all required fields are completed
• Verify accuracy of entered data
• Confirm alignment with source data (e.g., Smartsheet or intake forms)

5. Save Company Record

• Finalize and save the company profile in HubSpot

6. Notify Compliance

• Inform Compliance team of new company creation
• Ensure any required follow-up actions are initiated

Key Rules

• All required properties must be completed before saving
• Data must match official source records
• Compliance must be notified after creation
• Avoid duplicate company records

Completion Criteria

• Company record successfully created in HubSpot
• All required fields completed and validated
• No duplicate records exist
• Compliance team notified

Tools and Systems

• HubSpot (Company records)
• Smartsheet (School information reference)
• Google Docs (Supporting documentation)

Revision History

• Version 1: 05/15/2025
• Version 2: TBD
• Version 3: TBD