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Enterprise: Managing On-Boarding Projects

A quick reference guide for Enterprise Product Specialists managing multi-stage client builds from intake through launch and optimization.

Managing Enterprise On-Boarding Projects

Overview

Enterprise On-Boarding Projects manage the multi-stage build process for new enterprise clients. Unlike other departments, Enterprise Product Specialists handle multiple build stages (typically 2-3) and manage optimization projects concurrently after the first stage launches.

Key Difference: You'll work on onboarding AND optimization at the same time once Stage 1 goes live.

How On-Boarding Projects Are Created

Your onboarding project is automatically created during order entry—you don't create it manually. It arrives in your queue already associated with:

  • The Service record for this build
  • The Company record for your client
  • The original Onboarding ticket

Pipeline Stages

Your project moves through these stages:

  1. Intake – Initial audit and strategy discussion
  2. Build in Progress – Active campaign building
  3. Build Review – Team Lead review and approval
  4. Build Completed – Stage ready for launch
  5. Onboarding Completed – All stages complete

Important: For multi-stage builds, you'll cycle through stages 2-4 multiple times (once per stage) before reaching final completion.

Stage 1: Intake

You'll receive two tasks in the Intake stage:

1. Perform Pre-Intake Audit

  • Review the client's account before the intake call
  • Identify important items for AM to discuss with client

2. Meet with Account Manager to Discuss Build Strategy

  • Schedule after the AM completes the intake call
  • Discuss build strategy and priorities
  • When you mark this task complete, the project automatically moves to Build in Progress

Stage 2: Build in Progress

Your Build Tasks

When you complete the AM meeting task, new build stage tasks generate automatically (you may need to refresh to see them):

  • Audit and confirm account settings
  • Research and plan build strategy
  • Implement campaigns
  • Implement account attribution

Due Dates: Tasks default to 5 business days from creation.

How to Manage Tasks: Complete them progressively as you work, or batch-complete them all when your build is done—your choice.

Submitting for Review

Once all build tasks are complete, a new task appears: Complete and Submit Build Notes.

To submit your build:

  1. Fill out your Build Review Google Sheet as normal
  2. Add the sheet link as a note in the project's activity feed
  3. Mark "Complete and Submit Build Notes" task as complete
  4. Update "Build Review Status" property from blank to "Build Submitted for Review"

This triggers the pipeline to move to Build Review and notifies your Team Lead.

Stage 3: Build Review

Your Team Lead reviews your build and updates "Build Review Status" to one of three outcomes:

Build Changes Needed – Not Approved

  • You receive a task to implement revisions
  • Project stays in Build Review stage
  • Make changes and resubmit by updating status back to "Build Submitted for Review"

Build Changes Suggested – Approved

  • You receive a task to review optional suggestions
  • Pipeline moves to Build Completed
  • AM can launch these campaigns
  • Implement suggestions on your timeline

No Further Changes or Suggestions – Approved

  • Pipeline moves immediately to Build Completed
  • AM can launch campaigns
  • No additional tasks created

For more details on the Build Review process, see the separate "Managing Build Reviews in HubSpot" article.

Stage 4: Build Completed

Build Completed means this stage is ready for the AM to launch with the client—but you're not done building yet.

Moving to Your Next Stage

After Stage 1 is approved:

  1. Locate the "Stage to Build Status" field on the project
  2. Change it from "Build Stage 1" to "Build Stage 2"
  3. Mark the "Update Stage Launch Status" task complete

What happens:

  • Pipeline moves back to Build in Progress
  • Build Review Status clears (resets to blank)
  • New build stage tasks generate with 5-day due dates
  • You begin the cycle again for Stage 2

For Stage 3: Repeat the same process, changing "Stage to Build Status" from "Build Stage 2" to "Build Stage 3"

Completing Your Final Stage

After your last stage is approved and ready to launch, update "Stage to Build Status" to "Stage Build Completed"

This moves the pipeline to Onboarding Completed and closes the project.

When Optimization Begins

Optimization doesn't wait for all stages to complete—it starts after Stage 1 launches.

After your Stage 1 is approved, the AM will:

  1. Launch Stage 1 campaigns with the client
  2. Update "Enterprise Staged Launch" field on the Service record to "Stage Launch 1"
  3. This automatically creates your Optimization Project

Your signal: You'll receive a task from the new optimization project indicating Stage 1 campaigns are live and ready for optimization.

Managing Both: While you're building Stage 2 or 3, you'll simultaneously be optimizing Stage 1 campaigns. This is unique to the Enterprise workflow.

Stage 5: Onboarding Completed

Once your project reaches Onboarding Completed, it's closed. You don't interact with it for day-to-day work—you're now fully managing the account through optimization projects.

The closed project remains accessible for reference if needed.

Critical Fields Reference

Pipeline Stage (System-Managed)

Shows your current workflow stage. Updates automatically—you don't change this directly.

Build Review Status (Your Action Required)

Controls the review process:

  • Blank = No review in progress
  • Build Submitted for Review = You've submitted (this moves pipeline to Build Review)
  • Build Changes Needed - Not Approved = Revisions required
  • Build Changes Suggested - Approved = Optional suggestions provided
  • No Further Changes or Suggestions - Approved = Fully approved

Resets to blank each time you start a new build stage.

Stage to Build Status (Your Action Required)

Tracks which stage you're working on:

  • Build Stage 1
  • Build Stage 2
  • Build Stage 3
  • Stage Build Completed

Change this field to move between stages. It triggers the creation of new build tasks and returns the pipeline to Build in Progress.

Enterprise Staged Launch (AM Manages)

Shows which stages the AM has launched with the client:

  • Stage Launch 1 = Creates your optimization project
  • Stage Launch 2 = Second stage live
  • Stage Launch 3 = Third stage live

Quick Navigation Tips

From Customer Success Dashboard:

  • Filter by "Onboarding" projects
  • Click project name to open

From Company Record:

  • Navigate to Projects section
  • All associated projects appear here

From Service Record:

  • Find associated onboarding project in Projects section
  • Click to open

Using Service Bridge Navigation: Projects connect to Services which connect to Companies—this creates a two-click path to related records.

Common Questions

Q: When do I start optimizing?

A: After Stage 1 launches. You'll receive an optimization project task indicating campaigns are live.

Q: How do I know which stage I'm on?

A: Check the "Stage to Build Status" field on your project.

Q: Do I need to create a new project for each stage?

A: No. You use the same onboarding project and cycle through the stages by updating the "Stage to Build Status" field.

Q: What if my Team Lead requests changes?

A: Implement the revisions, update your build sheet, and resubmit by changing "Build Review Status" back to "Build Submitted for Review."

Q: How do I close the onboarding project?

A: After your final stage is approved, update "Stage to Build Status" to "Stage Build Completed." This automatically closes the project.