Prospective clients should progress these 5 stages that are outlined in the graphic below. Explore the tabs below to read about what must be completed at each stage.
Client Sales and Support Progression
Stage 1
Targeting and Claiming Prospect Accounts
Stage 2
Contract Request to Prospect Client
Stage 3
Pre Launch
Stage 4
Client Launch Process
Stage 5
Ongoing Client Management
Step 1
Check Hubspot
Hubspot is Safe Balance's CRM. If an account is available, it will either not be registered in Hubspot or will not have a registered agent assigned. If you have an opportunity of an already claimed account, contact Safe Balance for guidance.
Step 2
Fill Out Targeting Form
If an account is available, fill out the targeting form on the link below to register the account under your name in Hubspot.
Stage 1: Targeting and Claiming Prospect Accounts
When targeting a prospective client, use this process to cross reference the client's availability in Hubspot. If the client is not registered to a Rep/Distributor in HubSpot, fill out the "Targeting Form" to claim that account as being pursued. If the account is unavailable or currently claimed yet you feel as though your can assist in the closing of the account, contact John Berry (johnb@safe-balance.com) to discuss the opportunity.
Step 1
Ensure Targeting Request Form has been Filled Out
If you are requesting a contract to be sent out to a prospective client, make sure that a "Targeting Request" form has been filled out to ensure that the account is assigned to you, and that all pertinent information is available to send the Docusign (IE, email address of signor).
Step 2
Fill Out Targeting Form
Once all steps are completed, fill out contract request form from the link below.
Additional Information
Supporting Materials
To ensure the success of the onboarding process, it is vital that the rep assists in expediting the SOP to avoid stalling out or unnecessary delays. This will be coordinated with the Account Manager for the client.
Stage 2: Submitting a Contracting Request for Prospect
Once the client has agreed to move forward with the program, fill out a brief "Contract Request" form so we can send the prospect the license agreement for Safe Balance/Life in Balance.
**NOTE: The client must already have had a targeting form filled out and submitted as it contains important information when sending a contract via Docusign. It is essential to convey to the client that the submission of the Docusign has an expiration date and must be signed within 14 days in order to progress into onboarding.
Step 1
Contract Signed
Once the contract has been fully executed, the Pre-Launch process will begin with the account's assigned Account Manager.
Step 2
Safe Balance sends "Welcome Email"
The Account Manager for the client will send out the "Welcome to Safe Balance" email to begin the onboarding process.
Step 3
Rep Assists Onboarding Services
To ensure the success of the onboarding process, it is vital that the rep assists in expediting the SOP to avoid stalling out or unnecessary delays. This will be coordinated with the Account Manager for the client.
Step 4
Affirm Services are Onboarded/PreLaunch Call
Depending on the services selected by the client, it is essential that timely onboarding of access occurs. Assist the client and Account Manager in getting this access during the pre-launch timeline.
Step 5
Clear to Schedule Launch
Once all services and accesses are onboarded, the Account Manager will clear the client for a launch date.
Stage 3: PreLaunch Process
Once the client has signed their licensing agreement, the prelaunch process begins with the assigned Safe Balance support team. This process is a collaborative effort between the local representation and the in-office staff to progress the client as quickly and efficiently as possible. There are specific steps depending on the service-tier that the client has selected, however the workflow remains relatively the same.
**NOTE: to prevent a "stall-out", it is recommended that the local representative assists on site with the onboarding of the services. This is best achieved with a scheduled appointment with the client in coordination with the assigned Safe Balance Account Manager.
NO CLIENT WILL BE ALLOWED TO LAUNCH UNTIL THE PRELAUNCH PROCESS IS COMPLETED.Step 1
Launch Account with SOP
Launch the account using the SOP and checklist.
Step 2
Complete Launch and Closeout Form
Once an account is launched, fill out the closeout form from the link below to let Safe Balance corporate know how the launch went, address any sore spots from the account, and ensure that everything is up and running smoothly.
Stage 4: Client Launch Day(s)
The launch day(s) is a standardized process with various checks to ensure that all critical elements are completed. For the most part, the client should be adequately prepared with all staff having upfront knowledge of the launch day(s) to avoid any surprises and preventable resistance. Once the entire launch process has been completed, it is essential to complete the "Launch Closeout" form to gather important analysis and communicate it back to the supporting Safe Balance team for ongoing awareness and management. This is a crucial step to close the communication circle and ensure that preventable issues are headed off prior to gaining steam.
Stage 5: Ongoing Client Management
Once the launch process has been completed, each team member supporting the accoutn will engage with their roles & duties outlined in the SOP. While the team will do the majority of support remotely, the most critical pathways to success are: 1) onsite support & 2) communication back to the supporting Safe Balance team.
If the onsite support isn't productive or isn't frequent based on the SOP, the account will have a lot of difficulty in being successful. To ensure the visit is productive, fill out the "Site Visit" form from the link below and gather all the information that is highlighted. The following frequency of onsite visits is outlined in the SOP and should be adhered to without deviation to ensure ongoing success:
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Onboarding Stage (First 60 Days): Site visit 1x every 2 weeks
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First Year of Active Stage (61-365 Days): Site visit 1x every month
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Beyond First Year: Site visit 1x every 2 months
Ongoing
Adhere to Site Visit SOP Schedule and Fill Out Site Visit Form
The best way to ensure account success, especially during the onboarding window, is to make physical site visits. Use the "Site Visit Form" below to ensure that the site visit is productive and all steps are cleared, while also communicating any needs back to Safe Balance corporate that we can address.
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