Business Card Process – Upload and Follow-up in HubSpot

The following is the basic process for uploading business card information into HubSpot and assigning follow-up activities. If there are multiple speaking events happening on or near the same day, Derek Young will reach out to work with you in case updates to the process are needed (details are included below).

Step 1 Scan Business Card

Using the mobile app, scan the business card into HubSpot. Always make sure to review the information to match it to the business card. If the business card is for an existing contact, it will list the fields that have been updated. Click on View Contact

Step 2 Update Business Card Details

In the top right corner click Edit. Update additional information found on the business card, including job title, address, and additional phone numbers. Click Save in the upper right corner.

Step 3 Update Most Recent Event Attended

In the top right corner click Edit. Then click on Most Recent Event Attended. Select the event name and click save. Click save in the upper right corner.

If there are multiple speaking events happening on or near the same day, Derek Young will reach out to ask that you 1) postpone entering business cards for a few days or, 2) mark the Events Attended 2020 field. 

There is a backend workflow that appends the Most Recent Event Attended into the Events Attended 2020 property.

Step 4 Add Note with Details

Under the Activity tab click Add Note. Type any notes that will help other team members understand where the conversation took place, what was discussed, and who was involved in the discussion (if multiple participants you can tag the other participants so they can add their own notes). Best practice is to write in the third person so that it is clear to anyone viewing the record who was involved.

Example
Derek had a discussion with Jim at the 2019 Economic Outlook Symposium. Jim would be interested only in an econ lite dash. We will follow up with him if development occurs in this space.
@ericstarks also had a discussion with Jim after Derek left.
Eric and Jim discussed current leadership challenges at RVX. A good prospect, but will need resources and support to get buy in from leadership. Not final decision maker.

Step 5 Follow Up Task

If the contact requires follow-up, assign a task. Under the Activity tab click Create Task.

• In the Title include the name of the Event and a Call to Action. For example, NACV Show – Please Review Notes, or NACV Show – Follow-up Needed – TTO Interest.
• Assigned To: Click to select the Team member you want the task assigned to. If you want to assign a task to yourself for follow-up, you can!
• Notes: Please include -- Assigned by (your name). That way the person receiving the task knows who sent it to them. Then type in any additional notes.

FAQ: I’m uploading numerous business cards, any tips on speeding up the process?
Yes, you can scan in the business cards, then use your laptop to update all the information.

• After your cards have been scanned in, login to HubSpot and click on Contacts.
  1. On the left sidebar click on All Saved Filters
  2. Under Created by Others, click on SME Biz Cards
  3. Sort by Contact Owner column to organize all your cards together
• To update Most Recent Events Attended or Events Attended 2020, select all your business cards associated with a specific event by clicking on the checkbox next to the contacts name
  1. Click Edit.
  2. Property to Edit, type in Most Recent EventEvents Attended 2020
  3. Select the Event name in the dropdown list by clicking on the checkbox
  4. Click Update
• Use this list of contacts to update additional information including notes, assigning tasks, etc.