Online Signups Process

For a list of Online Signup URLs and their data destinations, see 📄 Online Sign Up Forms

NEW Online Sign ups - Hubspot process (2025)

1. Signups will come from the website to HubSpot forms.
2. ✴️ For each new HubSpot form submitted, a Zapier integration will create new items on the Monday Sales Pipeline board, in the Incoming Online Signups group.
   ˆ◦ Subscription should be filled in
   ˆ◦ Contact information should be filled in
   ˆ◦ Status = SIGNED ONLINE
3. PRO/PRO+: CS Specialist - Weekly, review all items in the Incoming Online Signup group
   Source Reports: Ops OB Specialist - Weekly, review all items in the Incoming Online Signup group
   1. Fill in the Property ID column
   2. Fill in the Client ID column
   3. Fill in the Client Name column
   4. Continue below.
4. Source Reports: Send the welcome email, then wait for the dealer to confirm their interest.

Source Reports ONLY - New Welcome Email Process (June 2025)

Source Reports Welcome Email example:

Downgrade Welcome Email example:

4. Source Reports Welcome Email Process:
   1. Send the Welcome Email
      1. For single stores OR the 1st rooftop in a Group signup: set the status to Send Source Reports Welcome Email
         1. 🚦 When Status is set to Send Source Reports Welcome Email, if Subscription is MTSA Starter or MTSA Basic..., the Make.com scenario Welcome Email for Source Reports (Sales Pipeline Status=Send Source Reports Welcome Email) will:
            1. Send the above Welcome email to the Primary Contact, with CCs to Onboarding Contact and Signer Contact (if they are different).
            2. Set the item's status to Waiting on Dealer Confirmation
               1. 🚨 When status changes to Waiting on Dealer Confirmation, a Monday automation will set the Next Follow Up Date to 5 days from today.
      2. For subsequent stores in a Group signup: set the status to Waiting on Dealer Confirmation
         1. When the main store is confirmed, the subsequent stores' status will not update automatically to Dealer Confirmed Interest; it will remain as Waiting on Dealer Confirmation. You must find these and manually move them along by changing their status to either Rocketlane or Send to Properties Board (see below).
      3. For Downgrades:
         1. 🚨 20 days after the Start Date arrives, if status=Downgraded from Pro/Pro+ - Waiting on Start Date, a Monday automation will:
            1. Set the Date Created date to today (this is needed so the dealer has 30 days to respond; Make uses the Created Date to determine when to send the "final notice")
            2. Set the status to Send Source Reports Welcome Email, triggering the Make scenario outlined above.
                
   2. Follow Up Emails:
      🚨 Every 5 days, when the Next Follow Up Date arrives, if status=Waiting on Dealer Confirmation, Monday automations will:
      1. Clear the status
      2. Set the status to Send Source Reports Welcome Email
         1. This triggers the welcome email to be sent again: 🚦 When Status is set to Send Source Reports Welcome Email, if Subscription is MTSA Starter or MTSA Basic..., the Make.com scenario Welcome Email for Source Reports (Sales Pipeline Status=Send Source Reports Welcome Email) will:
            1. Send the above Welcome email to the Primary Contact, with CCs to Onboarding Contact and Signer Contact (if they are different).
            2. Set the item's status to Waiting on Dealer Confirmation
               1. 🚨 When status changes to Waiting on Dealer Confirmation, a Monday automation will set the Next Follow Up Date to 5 days from today.
            3. Final Notice / Dealer Does Not Respond:
               If the dealer does not respond within 30 days of the item's Created Date on the Sales Pipeline board, the Make scenario Welcome Email for Source Reports (Sales Pipeline Status=Send Source Reports Welcome Email) will:
               1. Send a “Final Notice” email to the dealer
                  Final Notice email example:
                  

                  

               2. Create an update on the Monday item explaining this is the final notice & the item is going to SBNS status
               3. Clear Next Follow Up Date
               4. Set the status to Signed but Never Started
                  1. 🚨 When status changes to Signed but Never Started, a Monday automation will move the item to the Signed but Never Started Group.
                  2. When status changes from Send Source Reports Welcome Email to Signed But Never Started, if the Lead Assignee is not empty, a Monday automation will email the Lead Assignee with a notification.
                      
5. Dealer Confirms Interest:
   When the dealer clicks the "Yes, I want to begin the onboarding process!" button in the email, they will be presented with the following below confirmation webpage.
   1. 🚦 The Make scenario Sales Pipeline - Welcome Email Confirmation webhook will change (only) the main item's status to Dealer Confirmed Interest. (Only if status was still=Waiting on Dealer Confirmation)
   2. When the main store is confirmed, the subsequent stores' status will not update automatically to Dealer Confirmed Interest; it will remain as Waiting on Dealer Confirmation. You must find these and manually move them along by changing their status to either Rocketlane or Send to Properties Board (see below).
   3. Note: This process works even if the item has gone to Signed but Never Started, as long as the item still remains on the Sales Pipeline board (and has not been deleted).

 

 

Confirmation Webpage for new Source Reports Signups:

Confirmation Webpage for Downgrades: