¶ Overview
The MSA uses Hubspot's free CRM software to keep track of and develop relationships with our community. CRM stands for Contact Relationship Management which is often utilized by for-profits who are trying to keep track of customers. We use the software to collect all kinds of information from our contacts and tracking email communication with alumni and scholars.
Our database contains personal information on thousands of contacts. Please respect our contacts' privacy and only use this information in activities that are central to the operation of the MSA.
¶ Setup
To get setup with Hubspot, you will first need to receive an invitation from a board member.
- Accept your invite (in your email inbox) and log into hubspot.com
- Under the Contacts tab on the top left, select Contacts
- On the left side panel, select All saved filters
- Hover over a contact group that interests you, click Options, click Add to favorites
- Click on the contact group on the left under Contacts
You should now see something that looks like this. You can sort and filter contacts based on a number of properties to meet your needs.
To view all properties associated with a contact, simply click on their name.
From here you can email this contact directly and your contact will receive it as if you sent it from your own inbox. If the contact responds, that email will automatically be logged under their name. This is incredibly helpful for long-term relationship building with alumni, advisors, and scholars where its beneficial to know what was communicated from previous leadership.
From the contact profile page you can also write a note to document any offline information that was learned. Alumni Engagement Officers use this to summarize any information they collect from their phone calls with alumni.
¶ Use Cases
It may be helpful to explain how to use Hubspot through some practical examples.
¶ Membership Sign Ups
During the first few weeks of each semester, the MSA welcomes new students to the community. Students are considered members once they sign up using the membership form on our website. This form automatically subscribes students to our weekly newsletter and adds them to our Hubspot database.
¶ Booking Scholars
When reaching out to scholars to book them for Friday prayers or ilm classes, it is helpful to add their contacts to our Hubspot database and emailing them from Hubspot. Instead of storing this information in spreadsheets that get lost in the Google Drive, adding contacts to Hubspot will allow the educational coordinator every year to develop a long term relationship with our scholars by reading previous emails and notes tracked under the scholar's profile.
¶ Building an Alumni Network
All our student members input an expected graduation date when they sign up. When theyre graduation date passes, the automatically become designated as alumni in our Hubspot database. Furthermore, when our Alumni Engagement Officers reach out to our alumni to engage them in various mentorship and fundraising efforts, a record of emails and calls will help us better understand what resources each alumn offers and engage them based on their interest level.
¶ Lobbying Admin
University Administration know very well that the students making demands for change today won't hang around longer than they will. To prevent relationships with administration from dying when a student graduates, we need to document all previous demands and points of communication. All administrators that we reach out to should be added as contacts to our Hubspot database and emails sent out to them should be sent from within Hubpost. Hubspot will automatically log these emails under the appropriate contacts and even let you know when an administrator opens your emails.
¶ Comprehension Quiz
If you were instructed to read this page as part of an online training curriculum, you must submit this quiz and answer all questions correctly. In the case that you do not answer a question correctly, you may view which questions were incorrect and take the quiz again.
