--- title: System map | David Engoy, RevOps and HubSpot description: What a HubSpot portal needs from first form fill to renewal, with each part marked live, partial or planned in my demo portal. --- [David Engoy RevOps and HubSpot](https://www.davidengoy.com/lead-routing?hsLang=en) [Lead routing](https://www.davidengoy.com/lead-routing?hsLang=en) [Command center](https://www.davidengoy.com/command-center?hsLang=en) [System map](https://www.davidengoy.com/system-map?hsLang=en) [LinkedIn](https://www.linkedin.com/in/davidengoy/) [Email](mailto:davidengoy@gmail.com) # System map: first form fill to renewal What a HubSpot portal needs from first form fill to renewal, marked by what's built in the demo portal and what I'd build next. [Start with lead routing, the part you can try](https://www.davidengoy.com/lead-routing?hsLang=en) - **28** live: running in the demo portal now - **3** partial: some of it runs - **38** planned: designed, not built yet Highlight All Live Partial Planned ## The ten stages Capture through forecast runs in the demo portal today. Nurture and everything after the signature are mapped, not built. ### Marketing Bring leads in and keep them warm 1. **1** #### Capture Get the lead in with clean data. - Demo request form, mapped to custom fields [See it](https://www.davidengoy.com/lead-routing#watch) - Lead source and capture date stamped on every lead - Content, webinar and event intakeThe source values exist. Only the demo form feeds them today. - UTM and first campaign saved on every form fill - Consent and subscription types set at capture 2. **2** #### Qualify Decide how good the lead is. - Company lookup and a read of their website - Tier, score and segment from Claude, in a strict schema [See it](https://www.davidengoy.com/lead-routing#try-it) - Guardrails and a 60% confidence floor [See it](https://www.davidengoy.com/lead-routing#decisions) - Engagement score from email, page and event activity, next to the fit score - MQL and SQL definitions written down and set by workflow 3. **3** #### Nurture Keep leads warm until they're ready to talk. - Email nurture for Tier C and D leads, by segment and use case - Closed lost and no-decision deals recycled into nurture after 90 days - Re-engagement, then sunset, for contacts who stop opening - Active lists for every track, plus suppression lists - A demo request or pricing visit re-scores the lead and sends it back to routing ### Sales Turn leads into closed revenue 1. **4** #### Route Get it to the right person. - Owner set by plain rules on segment [See it](https://www.davidengoy.com/lead-routing#decisions) - Low confidence or a contradiction goes to a manager - Company created and associated when it's missing - Round robin inside each team, skipping reps who are out 2. **5** #### Work the lead Make sure someone calls, and keeps calling. - Call task with a deadline set by tier - A check every 5 minutes marks first touch and escalates misses [See it](https://www.davidengoy.com/lead-routing#also) - Sequences by tier and persona, enrolled at routing - Meeting links for every rep, with booked meetings logged - Lead status dispositions that set the next follow-up 3. **6** #### Run the deal Keep the pipeline honest. - New Business pipeline with a probability on every stage - Budget and decision maker required before ProposalThe fields exist and the Monday audit checks them. The stage gate isn't enforced yet. - Loss reasons and main competitor as picklists - Tasks created on stage change, like a recap after discovery - Products, line items and quote templates 4. **7** #### Forecast Know what will close. - Weighted pipeline from stage probabilities - Monday risk score on every open deal, with a next step for the owner [See it](https://www.davidengoy.com/lead-routing#also) - Forecast category on every deal, filled from the stage when the owner leaves it blank - Monday snapshot of what was added, won, lost or slipped, with a brief for the CRO [See it](https://www.davidengoy.com/lead-routing#also) - Quotas by rep and team, tracked as goals ### Customer success Keep the customer and grow the account 1. **8** #### Hand off Start the customer off right. - Closed won opens onboarding with a kickoff task - Sales notes and buying committee carried onto the account - CS owner assigned by segment 2. **9** #### Support Fix problems fast and spot patterns. - Ticket pipeline with response targets by priority - Support inbox and web form routed into tickets - CSAT survey after every closed ticket 3. **10** #### Renew and grow Keep the revenue and add to it. - Renewal deal created at close, dated to the renewal - Account health score from usage, tickets and surveys - Expansion signals sent to the account owner - Churn reasons captured the same way as loss reasons ## What every stage leans on If these are weak, every stage above them gets worse. ### Data model - Custom fields with descriptions on contacts, companies and deals - Lifecycle stage and lead status rulesLead status is set at routing. Lifecycle rules aren't written yet. - Association labels for champion, decision maker and billing contact - Custom object for contracts, feeding renewals ### Data quality - Portal check for record counts and stray auto-created records - Monday portal audit: 31 checks and a ranked fix list [See it](https://www.davidengoy.com/portal-audit?hsLang=en) - Duplicate merges and unused-field cleanup - Required fields and format rules on the properties reports depend on ### Dashboards - Pipeline and forecast [See it](https://www.davidengoy.com/lead-routing#also) - Funnel by source - Speed to lead by rep - Data quality - Email and nurture performance - Rep activity and sequence results - Multi-touch revenue attribution - Support, CSAT and renewals ### Governance - Fields, pipeline and forms deploy from a spec that won't run on any other portal [See it](https://www.davidengoy.com/lead-routing#also) - 20-lead test before a prompt change ships [See it](https://www.davidengoy.com/lead-routing#testing) - Every AI decision logged with its model and prompt version - Teams, roles and permission sets for each function - Naming rules and an inventory of workflows, lists and fields ### Integrations - One gateway each for HubSpot and Claude, so each key lives in one place - Seeded demo data and a simulated sales day every weekday, so the dashboards move - Slack alerts for Tier A leads and missed call deadlines - Billing system sync for closed won deals and renewals ## What I'd build next Nurture and sequences Email tracks for Tier C and D leads and lost deals. Rep sequences by tier, and a hand-raise sends the lead back to routing. Quotas and forecast accuracy Rep quotas as HubSpot goals, the Proposal gate enforced, and Commit accuracy tracked from the Monday snapshots. Lifecycle rules and cleanup Entry and exit rules for each lifecycle stage and lead status, then cleanup driven by the audit. It's the first thing I'd look at in a new portal. ## Contact Happy to walk you through the portal and the n8n workflows. All the data is synthetic. [davidengoy@gmail.com](mailto:davidengoy@gmail.com)/[LinkedIn](https://www.linkedin.com/in/davidengoy/) David Engoy. Built on HubSpot, n8n and Claude.[Back to top](https://www.davidengoy.com/system-map#top)