Lead tracking + Deal tracking
How prospects move from first contact through onboarding across HubSpot's Lead, Sales, and Onboarding pipelines.
Purpose: This SOP defines how a prospect is tracked from initial lead capture, through the sales conversation, to a won deal and onboarding — including which moves are automated versus manual, and where reps are responsible for keeping records accurate.
1. Lead Pipeline — Prospect Capture & Qualification
- Lead is created. Leads enter the pipeline automatically when a prospect fills out the lead form or schedules an Interest Meeting (SAG call).
- Manual entry for other sources. If a prospect comes from anywhere else (referral, event, inbound call, etc.), create the Contact — if one doesn't already exist — and create the Lead record in the Lead Pipeline, then associate the two records to each other.
- Automated engagement runs. From New through Connected, email and SMS automations engage the prospect and push them to schedule a meeting. This is automated until a call is completed — but reps should still attempt to call during this window to maximize the chance of connecting.
- Call happens, outcome is logged. Once the meeting or call takes place, mark the outcome on the record. This moves the lead to SAG Call Completed.
- Handoff to Sales. Completing this stage automatically creates a Deal in the Sales Pipeline — no manual deal creation needed.
Stage flow: New → Attempting → Connected → SAG Call Scheduled → SAG Call Completed (Disqualified can branch off at any stage)
| Stage | What it means | Move type |
|---|---|---|
| New | Lead just created from form fill, Interest Meeting booking, or manual entry. | Automated |
| Attempting | Outreach automations are actively engaging the prospect; rep should also be calling. | Automated |
| Connected | Prospect has responded/engaged; working toward a scheduled call. | Automated |
| SAG Call Scheduled | Interest Meeting / SAG call is booked on the calendar. | Automated |
| SAG Call Completed | Call happened and outcome was logged. Triggers Deal creation in Sales Pipeline. | Manual (rep logs outcome) |
| Disqualified | Prospect is not a fit or opted out; removed from active sequence. | Manual |
Best practice: Even though email/SMS automations are running for you, still attempt manual calls during New → Connected. Automations are there to support outreach, not replace it.
2. Sales Pipeline (Deal Tracking) — Manual, Rep-Owned
Once a Lead hits SAG Call Completed, a corresponding Deal is created here. From this point forward, every stage move is manual and the rep owns all communication with the prospect. Automations shift from prospect-facing messages to rep notifications and reminders — they no longer message the prospect directly.
- Deal lands in SAG Meeting Complete. This mirrors the completed call outcome from the Lead Pipeline. The outcome of that call determines where you place the deal next.
- You drive the sales conversation. All follow-up, objection handling, and next-step communication is manual from here — automations only remind you to follow up.
- Send the purchase link. When the prospect is ready to buy, move the deal to Purchase Link Sent and send them the link. They complete checkout in LeaderHub.
- Mark the outcome. Based on how the deal resolves, move it to Won, Lost, or Joining a Group as applicable.
Stage flow: SAG Meeting Complete → Purchase Link Sent → Won (or Lost / Joining a Group, depending on outcome)
| Stage | What it means | Move type |
|---|---|---|
| SAG Meeting Complete | Deal created automatically once the lead's call outcome is logged. | Automated (creation only) |
| Purchase Link Sent | Rep has sent the purchase link; prospect is completing checkout in LeaderHub. | Manual |
| Won | Prospect purchased. See Current vs. Upcoming process below for how this gets marked. | Manual today / Automated upcoming |
| Lost | Deal did not close. | Manual |
| Joining a Group | Prospect outcome routes them to a group path instead of a standard purchase. | Manual |
Note: Once the purchase link is sent, the prospect finishes their purchase in LeaderHub — not in HubSpot. Watch for the purchase confirmation so the deal can be updated promptly.
3. Onboarding Pipeline — Post-Purchase
Once a deal is marked Won, the prospect becomes a Leader moving through onboarding. This pipeline is evolving — here's how it works today, and what's coming.
Stage flow: Purchase Leader Pass → Create Account → Complete Background Check → Order My Materials → Schedule Coaching Call → Get Started
| Current Process | Upcoming Process |
|---|---|
| When a prospect purchases, you'll receive an email notification. You then manually move the Sales deal to Won, which creates an Onboarding Deal in the Onboarding Pipeline. Movement through onboarding stages is not automated — you'll need to manually advance the deal as you learn where the Leader is in the process. | Once the Leader creates their account in LeaderHub, an Onboarding Deal will be created automatically. This pipeline will be fully automated, showing exactly where each Leader is — from Purchase through Getting Started with their first rotation. Purchase will also auto-mark the Sales deal Won, no manual move needed. |
| Stage | What it means |
|---|---|
| Purchase Leader Pass | Leader has purchased but hasn't yet created their LeaderHub account. |
| Create Account | Leader is setting up their LeaderHub account. |
| Complete Background Check | Background check step in progress. |
| Order My Materials | Leader is ordering required program materials. |
| Schedule Coaching Call | Leader needs to book their coaching call. |
| Get Started | Leader is ready to begin/launch their first rotation. |
Action required: Even after the upcoming automation is live, reps must continue to monitor the Onboarding Pipeline to make sure new Leaders keep moving forward toward launching a rotation. Automations here are limited to rep notifications until the Leader has actually started their rotation.
Quick Reference: What's Automated vs. Manual
| Pipeline | Automated | Manual / Rep-Owned |
|---|---|---|
| Lead | New → SAG Call Scheduled (prospect email/SMS engagement) | Contact/Lead creation for non-form sources, associating records, logging call outcome, calling during automation window |
| Sales | Deal creation (from SAG Call Completed); rep notifications/reminders | All stage moves, all prospect communication, sending purchase link, marking Won/Lost/Joining a Group |
| Onboarding — Current | Rep notification email on purchase | Moving deal to Won, tracking onboarding stage, manually advancing stages |
| Onboarding — Upcoming | Deal creation on LeaderHub account creation, stage progression, auto-marking Sales deal Won | Monitoring pipeline to ensure forward movement to first rotation |
Internal SOP — Lead Tracking + Deal Tracking, REBOOT Recovery