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Navigating ACM: A Guide to the HubSpot Transition

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1 year ago

This overview highlights the transition from Atlas Customer Manager (ACM) to HubSpot, providing guidance on current processes, lead management, and preparing for the upcoming CRM rollout.

Purpose:
Ensure sales and operations teams understand ACM functionality during the transition, maintain accurate lead handling, and prepare for HubSpot adoption.

Key Areas:

1. Transition Overview:

  • Current state: Operations continue in ACM; HubSpot rollout expected Nov–Dec with training.

  • HubSpot benefits: All-in-one CRM, improved reporting, analytics, lead management, integration with MoveWare/Yembo, scalable updates, and AI features.

2. Key Changes & Updates:

  • Instant Quote: New HubSpot-based tool on the Atlas Canada website (effective Aug 22) with enhanced qualifying questions.

  • Lead Manager Sunset: Historical data only; all active leads handled in ACM.

  • Lead Handling in ACM: Leads automatically accepted; cannot decline except for out-of-area leads (contact Jackie/Abby). Sales reps assigned manually.

  • Email Notifications: Leads sent to users on branch roster; roster verified/updated in Agency Roster → Communication tab.

  • Booking & Status Updates: Accurate lead status updates required for reporting and booking ratio; click both “save” buttons.

  • Lead Distribution Changes: Market coverage now uses a 50-mile radius per branch; distribution accounts for booking ratio.

3. ACM Platform Walkthrough:

  • Customer Job Grid: Filter leads by date, salesperson, or status.

  • Lead Details: Click Business ID for full info.

  • Manual Status Updates: Update to “Estimate” or “Booked” as needed; press both save buttons.

  • Assigning Sales Rep: Use magnifying glass icon.

  • Creating Estimates/Orders: Customer info auto-linked in Estimate tab; booking updates status if done correctly.

  • Adding New Customers: Use Customer Lookup; create new record if not found.

4. Next Steps:

  • Phase 1: Completed — instant quote live, Lead Manager retired.

  • Phase 2: HubSpot transition for lead management in the next 1–2 months, with training provided.

5. Key Contacts:
Jackie, Abby, IT (Scott Madden, Jamie Patterson), Atlas World Group US transition team (Calvin Gos, Vic).

Key Notes / Tips:

  • Always update lead status in ACM to maintain booking ratios.

  • Verify email notifications and roster to ensure lead receipt.

  • HubSpot will eventually replace ACM, offering more functionality and automation.

Key Takeaway:
Maintaining accurate lead management in ACM during the transition ensures proper reporting, assignment, and preparation for HubSpot adoption, enabling a seamless CRM upgrade and improved operational efficiency.

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