Skip to content
English
Sign in
Go to logicalposition.com
  • There are no suggestions because the search field is empty.

Managing Paid Social On-Boarding

Quick reference for Account Managers to submit Campaign Build Requests, manage creative approval, and launch paid social campaigns in HubSpot.

External Links:

HubSpot Social On-Boarding User Guide

Social On-Boarding Screenshot Guide

Quick Overview

This Help Article provides Account Managers with quick answers for managing Paid Social On-Boarding Projects in HubSpot. For comprehensive details, refer to the full User Guide.

Workflow Stages: Intake → Build In Progress → Build Review → Build Completed → On-Boarding Completed

Getting Started

How do I access my On-Boarding Project?

  • Navigate to the client's Company record or Deal
  • Find the Paid Social Service record
  • Click into the associated Paid Social On-Boarding Project

Phase 1: Submit Campaign Build Request

How do I submit the Campaign Build Notes?

  1. Open the Paid Social On-Boarding Project record
  2. Click the "Submit Paid Social Campaign Build" tab
  3. Click "Open Playbook"
  4. Complete all fields (same information as the old Quickbase request form):
    • Campaign Type
    • Campaign Objectives
    • Creative
    • Budget details
    • Additional specifications
  5. Click "Log Note" at the bottom

What happens next? The playbook note triggers automated SAS-facing tasks. Wait for the SAS to complete their build preparation work.

Phase 2: Creative Approval

How do I know when the SAS has submitted the creative request?

You'll receive new tasks when the SAS marks "Submit Paid Social Creative Request Form" as completed. This corresponds with them submitting the Creative Request in Quickbase.

What do I do after receiving creative approval tasks?

Your tasks:

  1. Send Ad Lab Link to Client - Share the creative preview for client review
  2. Confirm Creative Approval - Get client sign-off on all assets
  3. Mark Task Complete - Check off the task once approval is secured

What happens next? Once you mark creative approval complete, the SAS receives tasks to build the campaigns in Meta.

Phase 3: Build Implementation & Review

What is the "User Launching Social Campaigns" field?

This field determines who will activate campaigns after approval:

  • Social Advertising Specialist (default)
  • Account Manager (must be changed to this option if needed)

Where to find it: Project record properties (left-column)

When to set it: Before the build review is completed

How do I know when the build is ready for launch?

You'll receive an email notification titled "Paid Media Build Completed" when:

  • The SAS completes the build review process
  • The Build Reviewer approves the campaigns
  • The project stage updates to "Build Completed"

 

Phase 4: Campaign Launch

What are my responsibilities Post-Build Completion?

Your tasks:

  1. Review Campaign Build Before Launch - Verify accuracy and completeness
  2. Schedule Launch Call with Client - Set up the final approval meeting

If you have feedback, communicate directly with the SAS. They won't have tasks during this period.

How do I close the On-Boarding Project?

After securing client approval on the launch call:

  1. Manually update the project stage to "On-Boarding Completed"
  2. This marks the end of on-boarding and transition to regular optimizations

How do I activate campaigns?

If SAS is activating (default):

  • No action required from you
  • SAS will receive activation tasks and handle launch once you mark the On-Boarding Project as "On-Boarding Complete"

If you're activating:

  • Complete your assigned activation tasks in HubSpot
  • Activate campaigns in Meta
  • Mark tasks complete in HubSpot

Common Questions

Where do I find the Campaign Build Notes I submitted?

  • Go to the Activities Tab on the Project record
  • Look for the note activity with your playbook submission

What if I need to change who's launching the campaigns?

  • Update the "User Launching Social Campaigns" field on the Project record
  • Best to set this before the Build Review phase

How do I know what stage the project is in?

  • Check the Pipeline Stage property on the Project record
  • Review the Activities Tab to see completed and pending tasks

What if the SAS has questions about my Campaign Build Notes?

  • They'll reach out directly via Teams or email
  • Keep an eye on your HubSpot tasks for any follow-up requests

Where is the creative process happening?

  • Currently still in Quickbase
  • The SAS submits creative requests to the creative team
  • You'll manage client creative approval through Ad Lab links