Sales Agent Standard Operating Procedure

1. Getting access

1. 1Your manager creates your account and sends you your email address and a temporary password.
2. 2Go to the Success Center and choose Sign in.
3. 3Sign in with your work email and the temporary password.
4. 4Your profile is matched to your HubSpot user automatically, so you only ever see your own contacts, meetings and results.

If you see a message saying no training profile is linked, sign out and back in. If it continues, tell your manager.

2. Your dashboard

The home page is your starting point each morning. It is grouped into two areas.

• Daily Work: Sales Tools, Meeting Follow-Up and My Performance.
• Learning and Support: Sales Training, Training Progress and the UBH AI Companion.
• Each tile shows live numbers from your own HubSpot activity and your training record.

3. Complete your setup

Do this once, in your first week, under Sales Training then Get Set Up.

1. 1Connect your work email to HubSpot so sent emails are logged.
2. 2Connect your calendar so meetings sync both ways.
3. 3Install and sign in to the HubSpot Outlook add-in.
4. 4Set up your email signature and calling settings.
5. 5Work through each numbered step and tick it off as you complete it.
6. 6Use the Open in HubSpot button on each lesson to jump straight to the right screen.

Your ticks save to your account, not just your browser, so they follow you to any device and your manager sees the same picture.

4. Daily routine

1. 1Open the dashboard and check Meeting Follow-Up for anything overdue.
2. 2Close out yesterday's meetings before you start today's calls.
3. 3Work your tasks and follow-ups in HubSpot.
4. 4Log every call, email and touch against the contact record.
5. 5Move a deal stage only when the buyer has actually done what that stage represents.

5. Closing out a meeting

Go to Sales Tools then Close Meetings. Overdue meetings appear first, then upcoming ones.

1. 1Find the meeting and choose the outcome: Completed, Rescheduled, No show or Canceled.
2. 2Add a short note about what happened and what comes next.
3. 3Move the deal stage if the meeting justified it.
4. 4Save. The outcome writes straight back to HubSpot.

Do this the same day. A past meeting should never sit as Scheduled.

6. Recording a meeting

1. 1Open Record a Meeting, or use the Record button next to a meeting or on a contact profile.
2. 2Tell the buyer you are recording before you start.
3. 3Record, then stop when you are finished. A transcript is produced for you.
4. 4Read and edit the transcript so it is accurate.
5. 5Choose the meeting or contact it belongs to and confirm when asked.
6. 6The transcript is saved as a note on that HubSpot record, and you get a recap showing exactly where it went and when.

You can only save to contacts and meetings that belong to you.

7. Contact lookup

• Search any of your contacts by name or email.
• See their properties, associated deals and recent activity in one view.
• Click an email address to email them, a phone number to call, or use the text option.
• Use Record meeting to capture a conversation against that contact.

8. Sidekick

Sidekick is a narrow window designed to sit beside HubSpot so you are not switching tabs.

• Steps: your setup lessons with tick boxes and direct HubSpot links.
• Meetings: your open meetings with one-tap outcomes.
• Actions: quick links to record, look up a contact or ask the Companion.
• Open it from the Sidekick button in the top navigation.

9. UBH AI Companion

• Ask questions about HubSpot, the training or your process in plain language.
• Conversations are saved so you can pick one back up later.
• Use it before asking your manager for anything routine.

10. Training and progress

• Four modules: Get Set Up, Start Your Day, Work a Prospect and Manage Your Pipeline.
• Tick each step as you do it. Completion is saved against your account.
• My Performance shows your meetings, closures, stage moves, recordings and training progress.
• If a manager resets a step for retraining, it reappears with the reason attached. Redo it and confirm again.

11. Privacy

• You only see your own contacts, meetings, recordings and results.
• Your managers can see your progress, activity and closures.
• You cannot see another agent's data.