SOP: Factory Management in HubSpot

Process Name: Factory Tracking in HubSpot
Version: 1.0
Owner: Manuel & Phil
Applies To: Architects
System Owner: Operations Team
Purpose: Standardize how Factories are created, managed, named, and associated with client work in HubSpot.

1. Purpose: The Factory object exists to help us track Factory progress across clients inside HubSpot.

Factories are designed and mapped in the Factory Canvas (FigJam). The Factory object in HubSpot mirrors that canvas and provides visibility into:

Which Factories exist for a client
Which Factories are actively being worked on
Which Projects contribute to each Factory
Which Factories have been completed
Which Factories still represent opportunities for client growth

Factories help Architects identify what has been completed, what is currently being worked on, and what opportunities remain for client growth.

The Factory Canvas remains the source of truth. HubSpot is used to track execution and progress.

2. What is a Factory Record?: A Factory record in HubSpot represents a Factory that exists in the client's Factory Canvas.

The record allows us to:

Track Factory progress
Associate Projects with Factories
Identify gaps in a client's Factory ecosystem
Report on Factory completion
Prioritize future client opportunities

The Factory record is not the work itself.

Projects contain the work.

Factory records help us understand where that work contributes within the client's buyer journey.

3. Buyer Journey Stages: Every Factory belongs to one buyer journey stage.

Current stages:

Stage Number	Buyer Journey Stage
1.x	Attention → Lead
2.x	Lead → Prospect
3.x	Prospect → Client
4.x	Client → Expanded

The numbering convention helps Architects quickly identify where a Factory exists within the customer journey.

Multiple Factories may exist within the same stage.

Examples:

1.1 Website Visitor to Lead Captured
1.2 Webinar Visitor to Registration Completed
2.1 Lead Captured to Discovery Call Completed
2.2 Lead Captured to Demo Call Booked

4. When to Create a Factory: Factory records should mirror the client's Factory Canvas.

Create a Factory when:

The Factory exists in the client's approved Factory Canvas
The Factory does not already exist in HubSpot

Every Factory in HubSpot should have a matching Factory in FigJam.

5. When NOT to Create a Factory: Do not create a Factory if:

The Factory does not exist in the client's Factory Canvas
The Factory already exists in HubSpot
The work is a one-off Project unrelated to a Factory

Projects can exist without Factory associations. This is expected and acceptable.

6. Factory Record Structure: Every Factory record must contain the information required to identify, manage, and report on the Factory Outcome it represents. The goal is to keep records simple, consistent, and easy for architects to maintain.

Factory Name (Required): Factory Process Name must follow the naming conventions defined in Section 7.

Factory Stage (Required): Select the customer journey transition the Factory belongs to.

Factory Stage	Stage Code
Attention → Lead	A2L
Lead → Prospect	L2P
Prospect → Client	P2C
Client → Expanded	C2X

The Stage Code helps Architects quickly identify where a Factory exists within the customer journey.

Multiple Factories may exist within the same stage.

Examples:

1.1 Website Visitor to Lead Captured
1.2 Webinar Visitor to Registration Completed
2.1 Lead Captured to Discovery Call Completed
2.2 Lead Captured to Demo Call Booked

Pipeline Stage (Required): Current operational status of the Factory.

Available Stages

Not Started

Default status when created.

In Progress

Applied once active work begins.

Done

The Factory has been successfully completed.

Abandoned

The Factory is no longer being pursued.

Owner (Architect) (Required): The architect responsible for maintaining the Factory. Each Factory must have one primary owner responsible for:

Maintaining status accuracy
Maintaining Factory associations
Maintaining data quality
Ensuring the Factory reflects current reality

This field is required for accountability and future performance tracking.

Factory Process Name (Required): Factory Process Names must follow Factory Canvas naming conventions.

Rules:

Action → Action
Written from the buyer's perspective
Uses past-tense actions
Describes a meaningful buyer journey outcome

Examples:

Lead Captured to Demo Call Booked
Proposal Sent to Agreement Signed
Contract Signed to Onboarding Completed
Happy Client to Referral Submitted

7. Factory Naming Standard: All Factories must follow:

{Company Name} {Stage Number} {Factory Process Name}

Examples:

AXIOS 1.1 Paid Social Visitor to Lead Form Submitted
Mable 2.1 Lead Captured to Demo Call Booked
Nuance Medical 3.1 Proposal Sent to Agreement Signed
Mobilo 4.1 Happy Client to Referral Submitted

Naming Rules

Use:

Company name as used internally
Correct stage numbering
Factory Process Name from the Factory Canvas
Clear buyer journey outcomes

Do Not Use:

Statuses
Dates
Version numbers
Internal notes
Generic labels

Avoid:

Marketing
Funnel
Sales
Automation
Onboarding

Instead, describe the actual outcome being achieved.

Factory Process Name Guidelines: Factory names must follow Factory Canvas naming conventions.

Rules:

Action → Action
Written from the buyer's perspective
Uses past tense actions
Describes a meaningful buyer journey outcome

Good Examples

Lead Captured to Demo Call Booked
Demo Call Completed to Proposal Sent
Proposal Sent to Contract Signed
Contract Signed to Onboarding Completed
Happy Client to Additional Service Purchased

Multiple Factories per Client: A client may have multiple Factories within the same stage.

Example

Mable 1.1 Paid Social Visitor to Lead Form Submitted
Mable 1.2 Paid Social Visitor to Lead Form Submitted
Mabel 1.3 Webinar Registration to Lead Captured
Mabel 1.4 Organic Traffic to Lead Form Submitted

Each Factory represents a different transformation path.

Naming Rules

Use:

Company name as used internally
Approved Stage Code
Clear transformation descriptor
Title Case

Do Not Use

Statuses
Dates
Version numbers
Internal notes
Stage names as descriptors

8. Factory Status Definitions

Not Started

Default status when created.

In Progress

Applied once active work begins.

Done

The Factory has been successfully completed.

Abandoned

The Factory is no longer being pursued.

Reopening a Factory: If a completed Factory requires additional work, move the Factory status back to In Progress.

Examples:

Additional implementation work is required
The desired outcome was not achieved
The Factory requires optimization or rework

Factory status should always reflect the current state of work.

9. Creating a New Factory

Step 1

Navigate to:

CRM → Factories → Add Factories → Create New

Step 2

Complete required fields:

Factory Name
Factory Stage
Factory Process Name
Pipeline
Pipeline Stage
Owner

Validation Before Creation

Confirm:

The Factory exists in the client's Factory Canvas.
No matching Factory already exists in HubSpot.
Naming follows the approved standard.

Step 3

Associate the correct Company.

Every Factory must have a Company association.

Step 4

Create the Factory.

Step 5

Associate relevant Projects and/or Cycle Planners.

Step 6

Verify all associations are visible and correct.

Factory setup is complete.

10. Associating Projects and Factories

Associations connect client work to the Factory responsible for creating a customer journey transformation.

Associations can be created from either the Project record or the Factory record.

The result is always the same:

The Project is associated with the Factory
The Factory displays the associated Project(s)
Reporting reflects all work contributing to the transformation.

When to Associate a Project

Associate a Project when the work directly contributes to achieving the Factory’s defined outcome.

Ask:

Does this Project directly contribute to the Factory outcome defined in the Factory Canvas?

If yes → associate it with the Factory
If no or unclear → leave it unassociated

Not every Project requires a Factory.

A missing association is acceptable. An incorrect association is not.

Method 1: Associate a Project → Factory

Use this when starting from a Project record.

Step 1

Open the Project record.

Step 2

Locate the Factory Association section (right sidebar).

Step 3

Click + Add → Add Existing

Step 4

Search for the correct Factory using:

Company Name
Stage Number
Factory Process Name

Example:

Mabel 2.1 Lead Captured to Demo Call Booked

Step 5

Select the Factory and confirm.

Step 6

Save the association.

Validation

Confirm:

Correct Company
Correct Factory Stage
Correct Factory Outcome

Method 2: Associate Factory → Project

Use this when starting from a Factory record.

Step 1

Open the Factory record.

Step 2

Navigate to Associated Projects (right sidebar).

Step 3

Click + Add → Add Existing

Step 4

Search for the Project.

Step 5

Select the Project and confirm.

Step 6

Save the association.

Validation

Confirm the Project now appears under the Factory record.

Multiple Projects per Factory

A single Factory may contain multiple Projects.

Example

Factory:

Mabel 2.1 Lead Captured to Demo Call Booked

Associated Projects:

Lead Nurture Email Sequence
CRM Lead Routing Setup
Demo Scheduling Automation
Qualification Workflow

All Projects contribute to the same Factory outcome.

Multiple Factories per Client

A client may have multiple Factories at the same time.

Example

Client: Mabel

Mabel 1.1 Website Visitor to Lead Form Submitted
Mabel 2.1 Lead Captured to Demo Call Booked
Mabel 3.1 Proposal Sent to Contract Signed
Mabel 4.1 Contract Signed to Addon purchased

Each Factory represents a separate transformation.

Cycle Planner Associations

Cycle Planners may be associated with one or more Factories.

A single Cycle Planner can contribute to multiple Factory outcomes.

This is expected and acceptable.

Example:

Cycle Planner: Improve Demo Conversion Rate

Associated Factories:

Mabel 2.1 Lead Captured to Demo Call Booked
Mabel 3.1 Demo Call Completed to Proposal Sent

Association Best Practices

Search Before Creating

Always check if a Factory already exists before creating a new one.

Associate Early

Associate Projects as soon as their purpose is clear.

Keep Associations Current

If a Project no longer contributes to a Factory, remove or update the association.

Prioritize Accuracy Over Completeness

It is better to have no association than a wrong one.

Association Test

Before linking a Project to a Factory, ask:

Does this Project directly contribute to moving the customer from Step A to Step B?

Yes → associate
No / unclear → do not associate

11. Data Quality StandardsSearch Before Create

Always search for existing Factories before creating new ones.

Avoid duplicates at all times.

Use Approved Factory Stage Numbers Only

Do not create custom Factory Stages Numbers.

Only use:

Maintain Associations

Factories must remain correctly associated with:

Company
Relevant Projects

Keep Status Current

Statuses must reflect real operational state.

Stale statuses reduce reporting accuracy.

Naming Consistency

All Factory Names must:

Have a Factory Stage
Use correct Stage Code
Have a clear Factory Process Name
Be unique per client
Be understandable without opening the record

12. Common Examples

These examples demonstrate correct Factory structure using the Factory Outcome logic.

Example 1

Client: Mabel
Stage: L2P
Factory Process Name: Lead Captured to Demo Call Booked

Factory Name

Mabel 2.1 Lead Captured to Demo Call Booked

Example 2

Client: MTMC
Stage: P2C
Factory Process Name: Demo Call Completed to Proposal Sent

Factory Name

MTMC 3.1 Demo Call Completed to Proposal Sent

Example 3

Client: Northwind
Stsage: P2C
Factory Process Name: Proposal Sent to Contract Signed

Factory Name

Northwind 3.1 Proposal Sent to Contract Signed

Example 4

Client: Axios
Stage: C2X
Factory Process Name: Contract Signed to Onboarding Completed

Factory Name

Axios 4.1 Contract Signed to Onboarding Completed

Example 5

Client: RevGravy
Type: C2X
Factory Process Name: Happy Client to Additional Service Purchased

Factory Name

RevGravy 4.2 Happy Client to Additional Service Purchased

Example 6: Multiple Factories in Same Stage

A client may have multiple Factories within the same transition type.

Client: Mabel (L2P)

Mabel 2.1 Lead Captured to Demo Call Booked
Mabel 2.2 Lead Captured to Discovery Call Completed
Mabel 2.3 Lead Captured to Consultation Scheduled

Each Factory represents a distinct transformation path.

Key Principle

Avoid naming activities.

Always name outcomes.

Activity-Based (Avoid)

Mabel 1.1 Demo Booking Automation

Outcome-Based (Preferred)

Mabel 1.1 Lead Captured to Demo Call Booked

13. Roles & ResponsibilitiesArchitects

Architects are the primary users of the Factory system.

Architect Expectations:

Ensure HubSpot Factories match the Factory Canvas.
Create Factory records when a new Factory Canvas is completed.
Associate Projects and Cycle Planners where appropriate.
Use Factories to identify gaps and future opportunities.
Drive Factory completion for clients.
Keep Factory status up to date.

Architects are responsible for ensuring Factories reflect real operational work.

Operations Team

The Operations Team owns and governs the Factory system.

Responsibilities:

Configure HubSpot objects, properties, and pipelines
Manage permissions and access
Maintain system integrity
Monitor adoption
Audit data quality
Maintain automation workflows
Improve system design over time
Update SOP documentation
Train architects on correct usage
Ensure reporting accuracy

The Operations Team ensures the Factory system remains scalable, consistent, and reliable.

What Operations Will Measure

Operations will regularly review:

Factory Breakdown per Stage and Owner
Factory Completion Rate
Factory Status Accuracy
Project Association Adoption
Data Quality and Naming Compliance

This shows Architects why the process matters.

14. Success Criteria

A Factory system is successful when:

Every relevant customer journey transformation has a Factory
Factory Names follow the approved naming standard
Projects are correctly associated where applicable
Statuses reflect real operational conditions
Duplicate Factories are minimized
Reporting accurately reflects customer journey performance
Architects can easily create, find, and associate Factories
The system remains consistent across all clients

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Additions:

Project Naming Convention

Rule

All projects in HubSpot must follow the standard naming format:

[Company Name] — [Start Date] to [End Date] | [Cadence/Frequency] Cycle Planner

Example: Mable - June 18th to July 2nd - 2-Week Cycle Planner

When This Applies

All manually created projects associated to a factory
Projects that represent a cycle (not one-off tasks)

What to Avoid

❌ Incorrect	✅ Correct
Named after factory (e.g., "Costeller A-to-Lead")	`Mable - June 18th to July 2nd - 2-Week Cycle Planner`
Named after email subject	`Mable - June 18th to July 2nd - 2-Week Cycle Planner`
Custom/freeform name	`Mable - June 18th to July 2nd - 2-Week Cycle Planner`

Notes

Cycle planner projects are auto-generated with this format when created after calls — manually created projects must match this same standard.
Factory naming (1.1, 1.2, 1.3) is a separate convention and does not apply to project names.

One-Off Request Projects

Use the email subject line as the project name when the work is a standalone, non-recurring request.