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VCS Digital Onboarding - Deal

The VCS Digital Onboarding workflow covers the full journeyof the deal creation through to the Implementation record being created. 

Overview: This will be the full process for VCS Digital Onboarding

We have 5 separate Onboarding Types for Digital Onboarding, outlined below:
  • VCS - DO New 
    • Deal Type - 'New Business'
    • Sales Team - This is for any New Business being onboarded by VCS
  • VCS - DO VCS
    • Existing Client with VCS
      • This onboarding type, will not need to go through the Deal process, as the deal already exists within VCS (outside of HubSpot). 
    • This is for existing clients with VCS being onboarded manually by the Implementation Team
  • VCS - DO workrest
    • Deal Type - 'Cross Sales'
    • Sales Team - an existing client using workrest who has been identified as a new sale for the VCS Product 
  • VCS -  New User
    • An existing client with VCS, with a new crew user joining the asset
      • This onboarding type will not require a Deal being created, as the Deal will already exist
  • VCS - Crew Leaver
    • An existing client, with a crew user leaving the asset
      • This onboarding type will not require a Deal being created, as the Deal will already exist
Scope: This SOP applies to all employees and departments throughout the business arranging the set-up of Digital Onboarding. 

Business Units:  

Voly Yachting 

Departments:  

Sales

VCS (Guernsey)

Deal Creation requirements and Set-up
This step is only required for Deal Types, New Business or Cross Sell

For VCS Deal Types that are either New Business (VCS - DO New) or Cross Sell (VCS - DO workrest), the Deal record must meet the required criteria for a Digital Onboarding record to be created. The criteria will include associations being added to the Deal and properties being updated within the Deal.

Below is a step-by-step guide on how to associate the relevant objects, within the Deal.

Deal Associations

Properties

Task for VCS Guernsey Team


Deal associations - Contact

Once we have identified the main contact responsible for Digital Onboarding, we must associate them to the Deal and label them with "VCS Main Pay Roll". Below are the steps on how to do this:

Adding the Contact
Step 1:
Click Add + on the Contact association card


Step2:
Locate the Contact - Add Existing
if the contact needs creating, follow the steps here

Step 3:
Type in their name or email address to locate their Contact account

Step 4:
Select the Contact in HubSpot


Step 5:
Click Next, then Save

Adding the Association label
Step 1: Click "Add Association Label"



Step 2:
Search and Select the "VCS Main Payroll" Association Label, then select "Update"

***


Step 3:
Once saved, your contact will be labelled, as below:

***

Deal associations - Company

A Company must be associated with the Deal. Below are the steps on how to associate a Company.

Step1:
Click Add + on the Company association card



Step 2:
Locate the Company - Add Existing

Step 3:
Type in the name to locate the Company account

Step 4:
Select the Company in HubSpot



Step 5:
Click Next, then Save

Deal associations - Asset 
Step1:
Click Add + on the Asset association card

Step 2:
Locate the Asset - Add Existing

Step 3:
Type in the name of the Asset to locate the account

Step 4:
Select the Asset in HubSpot



Step 5:
Click Next, then Save

Deal Properties

The below properties will be required to be updated on the Deal, before the Implementationrecord is created. 
  • VCS | Employer Name
  • VCS | Payroll Cut Off Date
  • VCS | Payroll Currency

The properties can be found within the Deal, on the VCS | Digital Onboarding card:

Please click into each property to update, once updateditwillautomatically save and you'll receive a notification on the pagesaying "property changes saved".

Reminders

When the Deal reaches the below stages, HubSpot will send out reminders to the VCS Team  to remind them to update the properties, should the information be available:
  • KYC Passed
  • POE Agreement Signed


Deal Task

Once the Deal record is moved to the "POE Agreementy Signe" stage, a task will be created, as a final check to make sure that the properties above have been completed. This task will be assigned to the VCS Guernsey Team to complete. 

Task email notification - click on the "ViewTask" icon at the bottom of the email, which will direct you through to the task on HubSpot, or if you would like to locate the task in HubSpot, you will need to go to the VCS Task Queue - here 


Once you have completed this task, this will move the Deal record into the Deal stage "Implementation" which will then create an Implementation Digital Onboarding record and a New Business Take On Record. 

The records (once created) will be visible down the right column of the Deal, and associated within the Implementation Object, with the association label "DO".