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DIFM Onboarding: Your Responsibilities and Time Investment

Your active participation is essential to a successful HubSpot implementation. This guide outlines what we need from you and how much time you should set aside throughout the project.

Your Responsibilities

To ensure a successful onboarding, we need your participation in the following:

Attendance & Participation

  • Attend all scheduled workshops, check-ins, and training sessions
  • Come prepared with questions and information about your current processes
  • Provide timely feedback during and after sessions

Access & Information

  • Provide access to your HubSpot portal
  • Share information about your current processes, tools, and goals
  • Provide login credentials or access to systems we need to integrate (if applicable)

Approvals

  • Review and approve the Strategy Document before implementation begins
  • Review and approve test imports before full data migration
  • Provide timely feedback and approvals to keep the project on track

Data Migration (If Applicable)

  • Export data from your current systems
  • Complete data cleanup (unless otherwise agreed in your Scope Document)
  • Deliver clean data files by agreed deadlines
  • Notify us of any system deadlines or subscription expiration dates

Homework & Prep

  • Complete any pre-work or homework assigned between sessions
  • Review materials and resources shared by your Strategist
  • Test features in HubSpot as directed during training

Time Investment by Phase

Phase

Meetings

Homework/Prep

Project Start (Weeks 1-2)

Kick-Off Meeting: 1 hour

1-3 hours
 

HubSpot Orientation: 1 hour

  

Enable (Weeks 3-4)

4-6 Workshops: 1.5 hours each

1-3 hours per week

Align (Weeks 5-8)

6-8 Weekly Check-Ins: 45-60 min each

1-3 hours per week

Transform (Weeks 9-11)

4-8 Training Sessions: 1 hour each

1-3 hours per week

Project End (Week 12)

Final Feedback Meeting: 1 hour

1-2 hours
 

Offboarding Meeting: 1 hour

  

Weekly Time Commitment Summary

  • Meetings: 1.5-3 hours per week
  • Homework/Prep: 1-3 hours per week
  • Total: Approximately 3-6 hours per week

Your time investment is highest during the Enable phase (workshops) and decreases as we move into implementation.

Who Should Be Involved?

For the best results, include the following people in your onboarding:

Decision Maker

  • Attends kick-off and key milestone meetings
  • Approves Strategy Document and major decisions
  • Available for escalations if needed

Day-to-Day Contact

  • Attends all workshops, check-ins, and training sessions
  • Provides information about current processes
  • Completes homework and prep work
  • Tests HubSpot features during training

End Users (As Needed)

  • Attend relevant training sessions
  • Provide input on processes and workflows
  • Begin using HubSpot during the Align phase

What Happens If I Miss a Session?

We understand schedules change. Here's what to do:

  • Give us at least 24 hours notice if you need to reschedule
  • We'll work with you to find an alternative time
  • Frequent rescheduling may impact your project timeline—the 12-week timeline assumes consistent participation

If you anticipate extended unavailability (vacation, busy season, etc.), let your Strategist know as early as possible so we can plan around it.

Questions?

Reach out to your ThinkFuel Strategist if you have any questions about your responsibilities or time commitment.