Lead tracking + Deal tracking

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

1. Lead is created. Leads enter the pipeline automatically when a prospect fills out the lead form or schedules an Interest Meeting (SAG call).
2. 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.
3. 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.
4. 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.
5. 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)

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.

1. 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.
2. 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.
3. 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.
4. 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)

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 — Automated

Once the purchase link has been sent, the Leader creates their account in LeaderHub. This triggers the creation of an Onboarding Deal automatically. This pipeline will be fully automated, showing exactly where each Leader is — from Purchase through Onboarded. Once a deal moves to Create Location it means they purchased the LP. An automation will auto-mark the Sales Deal as won when this happens, no manual move needed.

Stage flow: Purchase Leader Pass → Create Location → Complete Background Check → Order My Materials → Schedule Coaching Call → Get Started → Onboarded

Action required: Reps must continue to monitor the Onboarding Pipeline to make sure new Leaders keep moving forward toward launching a rotation. Automations move the deals reflecting the progress of the leaders, but follow up may be necessary if you notice leaders are stuck on the same step for too long. 

Quick Reference: What's Automated vs. Manual

Internal SOP — Lead Tracking + Deal Tracking, REBOOT Recovery