Two-pipeline enrollment with mobile-first field workflows
The strategy we mapped
We started by establishing a clear two-pipeline structure to separate the client's daily enrollment workflow from strategic, multi-store pursuits. This meant architecting the Agent Enrollment pipeline for speed and the Strategic pipeline for complex deals, each with stage-gate enforcement and tailored automations. The core constraint was timing: the team had to transition from their legacy system immediately, so we front-loaded configuration of the mobile-first workflows and notification automations that would unlock daily usage while deferring portal integration tracking until later.
The strategy sequenced the work in layers. First, we unified data by re-importing from the legacy system using a unique identifier to eliminate duplicates, then configured the foundational pipelines, discovery fields, and deal-to-office handoff automation. Training and enablement came next, starting with a small pilot to validate the mobile enrollment flow before rolling out to the full team. This phasing ensured the environment was stable and the team could adopt with confidence.
The solutions we executed
We built the Agent Enrollment pipeline as the core daily tool, with automated notifications that fire when a deal moves to Submit Enrollment, immediately alerting the home office to the dealer's selected products and key details. The pipeline stages flow from Prospect through Submit Enrollment, Enrolled (triggered by form submission), Actively Enrolled (moved manually until portal tracking becomes available), and Producing. Reps use the mobile app as their primary interface, creating companies and deals in the field, assigning themselves as owners, and logging dealer visits as Meeting activities for accurate KPI reporting.
We structured the company record around a discovery checklist of dealership details – vehicles sold per month, brands carried, VSC provider – with fields that conditionally display based on the account type. This keeps data entry lean and mobile-friendly while capturing the business intelligence needed for cross-sell and reporting. Line items on deals now show all selected products prominently, with a comment field for reps to note pricing overrides or commissions.
The sales team received two targeted training sessions delivered live. The first focused on foundational concepts – how CRM creates accountability, how to log activities correctly (as Meetings, not Notes), and how to move deals through the enrollment pipeline with the right stage triggers. The second session advanced to sales playbooks, automations, reporting, and deal-stage workflows. We piloted the training with a small group first to validate the mobile enrollment flow and gather feedback before rolling out to the full team of agents and office staff.
We authenticated the client domain for branded email sending and configured subscription preference types to let the audience self-segment interests without abandoning email entirely. The email builder was set up with templates, smart content rules, and saved sections to accelerate future campaign builds. A centralized reporting dashboard tracks pipeline velocity, deal stage movement, rep activity, and enrollment conversion – with drill-down reports so the leadership team can spot trends and coach the field in real time.
What changed after the engagement.
The sales team now operates from a clean, deduplicated CRM foundation with two purpose-built pipelines: one for rapid daily dealer enrollments via mobile, another for complex enterprise opportunities. Field reps create companies and deals, log activities, and advance stages from their phones; the mobile app surfaces their meetings for the day and reduces form clutter with conditional discovery fields. When reps move deals to Submit Enrollment, an automated email routes the complete dealer profile, selected products, and special instructions to the home office, eliminating manual handoff emails and giving operations a single source of truth for portal setup.
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