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Article 7: Getting Started After Your List Is Uploaded — What to Do First Category Getting Started

Purpose:  This article explains what ChainIT Pay Account Executives should do after their Contacts, Companies, or Leads have been uploaded into HubSpot or assigned to them. The goal is to help AEs avoid confusion, organize their assigned records, create the right views, and begin outreach in a controlled and productive way.


This article should be used after:

  • A new prospect list has been imported
  • Contacts have been assigned to an AE
  • Companies have been assigned to an AE
  • Leads have been assigned through HubSpot
  • Sales Ops has loaded a new campaign or prospecting list
  • A referral partner list has been added to HubSpot
1. First Rule: HubSpot Becomes the System of Record

Once your list is uploaded into HubSpot, you should begin working from HubSpot.

Do not continue working only from the original spreadsheet.

The spreadsheet may have been used for import, cleanup, or data transfer, but HubSpot is where sales activity should now happen.

That means HubSpot should show:

  • Who owns the record
  • Who has been contacted
  • What was said
  • What follow-up is due
  • Whether the prospect engaged
  • Whether the prospect became a Lead
  • Whether the prospect became a Deal
  • Whether the record needs cleanup or support

If work happens outside of HubSpot, leadership may not have visibility into the real sales activity.

2. Do Not Start Random Outreach Immediately

Before outreach, take time to organize your records.

Your first step is not to email or call every name on the list.

Your first step is to understand what was uploaded and how the records are assigned.

Start by answering:

  • Were Contacts uploaded?
  • Were Companies uploaded?
  • Were Leads created?
  • Are records assigned to me?
  • Do Contacts have Companies?
  • Do Companies have Contacts?
  • Are there duplicate records?
  • Are emails available?
  • Are phone numbers available?
  • Is there any prior activity?
  • Is there a clear campaign or purpose for the list?

Organized outreach creates better results.

3. Understand What Type of Records You Received

You may receive one or more types of records.

Contacts

These are people.

You should work Contacts when you have individual names, emails, phone numbers, titles, or decision makers.

Companies

These are businesses or accounts.

You should work Companies when you are managing a target account or researching who to contact.

Leads

These are active sales targets.

You should work Leads when Sales Ops or leadership has identified the record as ready for active sales follow-up.

Deals

These are revenue opportunities.

Do not create Deals just because a list was uploaded. Deals should only be created after real engagement and qualification.

4. Step 1: Confirm You Can Access the Records

Start by confirming you can see your assigned records.

Check:

  • CRM > Contacts
  • CRM > Companies
  • Sales > Sales Workspace > Leads
  • CRM > Deals

If you cannot see your records, do not create new records to replace them.

This may be an access, ownership, filter, or import issue.

Submit a support request or contact Sales Ops for help.

5. Step 2: Create Your Core Views

After confirming access, create your core views.

Every AE should create or confirm these views:

  1. My Contacts
  2. My Companies
  3. My Open Leads
  4. My Open Deals
  5. Follow-Up Needed

These views help you work from clean lists instead of searching manually every time.

6. Step 3: Create the My Contacts ViewPurpose

This view shows the Contacts assigned to you.

Recommended Filter
  • Contact owner is me
Steps
  1. Go to CRM.
  2. Click Contacts.
  3. Click + Add view.
  4. Click Create new view.
  5. Name the view My Contacts.
  6. Choose visibility.
  7. Add the filter Contact owner is me.
  8. Save the view.
How to Use It

Use this view to review people you are responsible for contacting, researching, or qualifying.

7. Step 4: Create the My Companies ViewPurpose

This view shows the Companies assigned to you.

Recommended Filter
  • Company owner is me
Steps
  1. Go to CRM.
  2. Click Companies.
  3. Click + Add view.
  4. Click Create new view.
  5. Name the view My Companies.
  6. Choose visibility.
  7. Add the filter Company owner is me.
  8. Save the view.
How to Use It

Use this view to review the businesses you are responsible for working.

8. Step 5: Create the My Open Leads ViewPurpose

This view shows active Leads assigned to you.

Recommended Filters
  • Lead owner is me
  • Lead status is New, Attempting, Connected, or Working
Steps
  1. Go to Sales.
  2. Click Sales Workspace.
  3. Click Leads.
  4. Filter Leads by owner.
  5. Select your name.
  6. Filter to active or open Lead statuses.
  7. Save the view if available.
How to Use It

Use this view every day to work assigned Leads and update Lead status.

9. Step 6: Create the Follow-Up Needed ViewPurpose

This view helps prevent missed follow-up.

You can create this view for Contacts, Deals, or both.

Recommended Contact Filters
  • Contact owner is me
  • Next activity date is today or overdue
Recommended Deal Filters
  • Deal owner is me
  • Deal stage is not Closed Won
  • Deal stage is not Closed Lost
  • Next activity date is today or overdue
How to Use It

Use this view every morning to know who needs attention first.

10. Step 7: Review Data Quality Before Outreach

Before you begin working the list, scan for data quality issues.

Look for:

  • Missing email addresses
  • Missing phone numbers
  • Missing Company associations
  • Missing Contact owner
  • Missing Company owner
  • Duplicate Contacts
  • Duplicate Companies
  • Bad formatting
  • Fake or test records
  • Incomplete names
  • Invalid websites
  • Records assigned to the wrong person

Do not try to fix everything manually unless you are authorized.

If you see a larger data issue, submit it through the support process or notify Sales Ops.

11. Step 8: Confirm Contact and Company Associations

A Contact should be associated with the correct Company whenever possible.

A Company should have the right Contacts associated whenever possible.

Before outreach, check:

  • Is the Contact associated with the correct Company?
  • Does the Company have more than one Contact?
  • Is there an existing Deal?
  • Is there prior activity?
  • Is there another AE already working the account?

Associations matter because they connect people, businesses, activity, and pipeline.

12. Step 9: Prioritize the List

Do not treat every record equally.

Prioritize records that have stronger sales potential.

High-priority records may include:

  • Referral-sourced Contacts
  • Recently engaged Contacts
  • Companies with complete data
  • Companies in target industries
  • Prospects with known payment needs
  • Businesses with online payment needs
  • Businesses likely to have recurring billing
  • Businesses likely to process meaningful volume
  • Contacts with valid email and phone number
  • Companies with multiple locations
  • Records with existing notes or context

Lower-priority records may include:

  • Missing email
  • Missing phone
  • No clear Company
  • No decision maker
  • No known need
  • Poor fit
  • No activity after multiple attempts
  • Bad data
13. Step 10: Research Before Outreach

Before calling or emailing, review the Contact and Company.

Research should answer:

  • What does the business do?
  • Who do they serve?
  • How might they accept payments today?
  • Do they offer online payments?
  • Do they invoice customers?
  • Do they have appointments, subscriptions, or recurring services?
  • Does their website show payment friction?
  • Who appears to be the decision maker?
  • Is there a reason ChainIT Pay may be relevant?

Better research creates better outreach.

14. Step 11: Begin Outreach

Once your views are created and records are reviewed, begin outreach.

Outreach may include:

  • Phone call
  • Email
  • Follow-up email
  • Referral follow-up
  • Meeting request
  • Demo request
  • Discovery call
  • LinkedIn outreach, if appropriate

Your outreach should be tied to the reason the record exists in HubSpot.

Do not send generic outreach if the record has useful context.

15. Step 12: Log Every Meaningful Activity

After outreach, log activity in HubSpot.

Log:

  • Calls
  • Voicemails
  • Emails
  • Replies
  • Meetings
  • Notes
  • Objections
  • Follow-up commitments
  • Customer issues
  • Next steps

A good activity note should explain:

  • What happened
  • Who was involved
  • What was discussed
  • What the next step is
16. Step 13: Update Lead Status

If the record is a Lead, update the Lead status after activity.

Examples of possible Lead statuses:

  • New
  • Attempting
  • Connected
  • Working
  • Qualified
  • Disqualified
  • Converted to Deal

Your exact statuses may vary based on HubSpot setup.

The important standard is simple:

Do not leave active Leads unclear.

17. Step 14: Create Follow-Up Tasks

Every active prospect should have a next step.

Create tasks for:

  • Follow-up call
  • Follow-up email
  • Pricing discussion
  • Demo scheduling
  • Proposal follow-up
  • Decision-maker confirmation
  • Support issue follow-up
  • Internal review
  • Onboarding next step

A task should include a due date and clear action.

Poor task:

“Follow up.”

Better task:

“Follow up with Dr. Smith Monday to confirm whether he wants pricing for online payments and recurring billing.”

18. Step 15: Know When to Create a Deal

Do not create a Deal just because the record was uploaded.

Create a Deal when:

  • The prospect engaged
  • There is a business need
  • ChainIT Pay may be a fit
  • There is potential revenue
  • There is a clear next step
  • The opportunity belongs in the pipeline

Examples:

  • Prospect asks for pricing
  • Prospect agrees to a demo
  • Prospect discusses current provider
  • Prospect shares volume
  • Prospect asks how switching works
  • Prospect wants onboarding information
19. Step 16: Know When Not to Create a Deal

Do not create a Deal if:

  • No one has responded
  • Only one email was sent
  • Only one voicemail was left
  • The Contact was simply imported
  • The Company looks like a good fit but has not engaged
  • There is no known payment need
  • There is no next step
  • The opportunity is not qualified

A clean pipeline is better than a large but inaccurate pipeline.

20. Step 17: Document Disqualified Records

If a Lead or prospect is not a fit, document why.

Common disqualification reasons:

  • No response
  • Bad data
  • Invalid email
  • Wrong contact
  • Not interested
  • No payment need
  • Too small
  • Outside target market
  • Duplicate record
  • Business closed
  • Risk or compliance concern

A disqualified record should include a note explaining the reason.

21. Step 18: Report Data Issues

If you see data problems, report them instead of creating workarounds.

Report issues such as:

  • Duplicate Contacts
  • Duplicate Companies
  • Missing owner
  • Wrong owner
  • Bad import
  • Missing associations
  • Invalid fields
  • Incorrect company names
  • Fake or test records
  • Records that should not have been imported

Use the support process or Sales Ops guidance to report the issue.

22. Step 19: Build Your Dashboard

After views are created, build your AE dashboard.

Recommended dashboard name:

My AE Sales Command Center

Recommended dashboard reports:

  • Open Deals by Stage
  • Deals Closing This Month
  • Tasks Due Today and Overdue
  • New Leads Assigned to Me
  • Activities Completed This Week

Your dashboard helps you manage activity and pipeline at a higher level.

Your views help you work specific records.

23. Step 20: Daily Workflow After Upload

Use this daily workflow:

  1. Open your dashboard.
  2. Review overdue tasks.
  3. Review tasks due today.
  4. Review My Open Leads.
  5. Review Follow-Up Needed.
  6. Review My Open Deals.
  7. Work prioritized Contacts and Companies.
  8. Log activity.
  9. Update statuses.
  10. Create next tasks.
  11. Create Deals only when qualified.
  12. Report data or support issues.
24. What to Do If You Cannot Find Your Records

If you cannot find your records:

  1. Check the correct object: Contacts, Companies, or Leads.
  2. Confirm your view filters.
  3. Clear filters and search manually.
  4. Search by name, email, company, or domain.
  5. Confirm you are in the correct HubSpot account.
  6. Ask Sales Ops if ownership was assigned.
  7. Submit support if records are still missing.

Do not create replacement records.

25. What to Do If Your Records Look Wrong

If records look wrong:

  1. Do not delete anything.
  2. Do not re-import anything.
  3. Do not create duplicates.
  4. Capture examples.
  5. Take screenshots.
  6. Document the issue.
  7. Submit through support or notify Sales Ops.

Bad data should be corrected carefully.

26. Common Mistakes After Upload

Avoid these mistakes:

  • Working from the spreadsheet instead of HubSpot
  • Creating duplicate Contacts
  • Creating duplicate Companies
  • Ignoring assigned Leads
  • Not creating saved views
  • Not checking record ownership
  • Not associating Contacts and Companies
  • Creating Deals too early
  • Not logging outreach
  • Not creating follow-up tasks
  • Not reporting data problems
27. Minimum Checklist After Your List Is Uploaded

Before fully working your list, confirm:

Access
  • I can access Contacts.
  • I can access Companies.
  • I can access Leads.
  • I can access Deals.
Views
  • I created My Contacts.
  • I created My Companies.
  • I created My Open Leads.
  • I created My Open Deals.
  • I created Follow-Up Needed.
Data Review
  • I reviewed missing fields.
  • I checked for duplicates.
  • I checked associations.
  • I checked ownership.
  • I know how to report issues.
Sales Activity
  • I know what to work first.
  • I know how to log activity.
  • I know how to create tasks.
  • I know when to create a Deal.
  • I know when not to create a Deal.
28. Final Standard

After your list is uploaded, do not work randomly.

Organize first.

Create views.

Review records.

Prioritize outreach.

Log activity.

Create tasks.

Create Deals only when real opportunity exists.

Report data issues instead of creating workarounds.

A well-organized list creates better outreach.

Better outreach creates better qualification.

Better qualification creates cleaner pipeline for ChainIT Pay.