Managing Paid Social On-Boarding For SASs

External Links:

HubSpot Social On-Boarding User Guide

Social On-Boarding Screenshot Guide

Quick Overview

This Help Article provides Social Advertising Specialists 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

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Getting Started

How do I access my On-Boarding Projects?

• Navigate to HubSpot CRM → Projects
• Filter by your assignments or search for specific clients
• Click on an On-Boarding Project to open the record

Where do I find my tasks and notes?

• Click the Activities Tab on the Project record
• This shows all tasks, notes, emails, and meetings related to the project

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Phase 1: Campaign Build Preparation

How do I find the Campaign Build Notes from the AM?

1. Open the On-Boarding Project record
2. Click the Activities Tab
3. Look for the Campaign Build note (likely the only note activity at this point)
4. Click to review all details

What's included in Campaign Build Notes?

• Campaign Type
• Campaign Objectives
• Target Audience
• Creative requirements
• Budget
• Campaign Schedule
• Build Due Date

What tasks do I receive after Campaign Build Notes are submitted?

When the AM logs the Campaign Build playbook, you automatically receive these tasks:

• Review Campaign Build Notes
• Perform account audit
• Research and formulate build plan
• Ensure pixel events are set up correctly
• Submit creative request to creative team

How do I submit a creative request?

1. Complete your build preparation tasks (audit, research, pixel setup)
2. Submit the creative request to the creative team (currently in Quickbase)
3. Mark the task "Submit Paid Social Creative Request Form" as Complete in HubSpot

What happens next? Completing this task triggers AM-facing tasks for creative approval. You'll wait for the AM to secure client approval before proceeding.

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Phase 2: Campaign Implementation

How do I know when creative is approved?

You'll receive new tasks when the AM marks "Confirm Creative Approval from Client" as completed.

What do I do after creative approval?

Your tasks:

1. Implement Campaigns in Meta - Build campaigns in the ad platform
2. Audit and Confirm Account Settings - Ensure everything aligns with LP Best Practices
3. Complete Build Documentation - Document your build process and decisions

What should I document?

• Build decisions and rationale
• Campaign structure details
• Targeting parameters
• Any deviations from standard approach
• Questions or concerns for review

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Phase 3: Build Review

How do I submit my build for review?

After implementing campaigns in Meta:

1. Complete your implementation tasks in HubSpot
2. Update the Build Review Status field (triggers review process)
3. Your build will be assigned to a Build Reviewer

What happens during review?

• Build Reviewer examines your campaign setup in Meta
• They provide feedback or approve the build
• You address any feedback items

How do I know my build is approved?

• You'll receive notification when the Build Reviewer approves
• Project stage automatically updates to "Build Completed"
• AM receives an email notification that build is ready for launch

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Phase 4: Campaign Launch

Who activates the campaigns?

Check the "User Launching Social Campaigns" field on the Project record:

• Social Advertising Specialist (default) - You activate
• Account Manager - AM activates

What are my responsibilities if I'm activating?

Your tasks:

1. Wait for AM to complete the launch call with client
2. Receive activation tasks in HubSpot
3. Activate campaigns in Meta once client approval is secured
4. Mark activation tasks complete in HubSpot

What are my responsibilities if AM is activating?

• No tasks assigned to you
• Wait for AM to activate and close the project

When does the On-Boarding Project close?

After the launch call and campaign activation, the AM manually updates the project stage to "On-Boarding Completed". This marks the transition to regular optimization work.

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Common Questions

What if I have questions about the Campaign Build Notes?

• Reach out to the AM directly via Teams or email
• Reference the note in the Activities Tab for context

Where do I document my build decisions?

• Use notes in the Activities Tab on the Project record
• Include rationale for key decisions and any concerns for the reviewer

What if I find issues during the account audit?

• Document findings in your build notes
• Communicate critical issues to the AM immediately
• Address fixable items as part of your build preparation

How do I update the Build Review Status?

• Find the property on the Project record
• Update based on your build progress (auto-updates through workflow)

What happens if the Build Reviewer has feedback?

• They'll communicate feedback directly to you
• Address the feedback items
• Update your build in Meta
• Resubmit for review as needed

Can I see the AM's Campaign Build playbook submission?

• Yes, it appears as a note in the Activities Tab
• This is your primary source for build requirements

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Key Properties to Monitor