Cleaned up the database
We cleaned the spreadsheet before import, preserving each partner’s status, platform and topic, including multiple values for a single contact. Missing information was left unassigned.
CRM and automation
HubSpot setup
We set up a partner database in HubSpot and an email sequence to help a partner programme reconnect with its contacts.
The company is not named at the client’s request.
HubSpot
Partner databaseContact segmentsEmail sequence
Status · Platform · Topic
The brief
The contacts were stored in a spreadsheet. The task was to move them into HubSpot, preserve the differences between partners and prepare emails to reconnect with them.
What we did
Created contact segments
We set up groups based on partner properties. The client can select the relevant audience without rebuilding a list manually each time.
Built the email sequence
We added the client-approved copy and scheduled four emails, leaving time between messages for a reply.
Prepared the first launch
For the initial group of 20 contacts, we checked the sender, recipients and sending settings. We documented how to monitor replies and manually remove respondents from the remaining emails.
The email schedule
Days are counted from when a contact joins the sequence.
- Day 1First email
- Day 3Second email
- Day 7Third email
- Day 13Final email
When a partner replies, they are manually removed from the sequence so no further emails are sent.
The result
The database is in HubSpot, with contact segments and the email sequence configured. The client has a repeatable process and instructions covering who to include, what to check before sending and how to handle replies.