Imports
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      How to import Suspect and Prospect admissions lists.

      This training will walk you through how to import admissions lists of suspects and prospects from various events.

      Index:

      Definitions

      Event Process

      Uploading into HubSpot

      Check Your Work!

      Definitions

      Suspect vs. Prospect (Inquiry)

      • A prospective student is a potential student who has explicitly engaged with us in the past by:
        • Filling out a form on a landing or organic page
        • Meeting with us at a fair 
        • Filling out a Kogod-specific form on a partner site (e.g. Business Because Gold leads)
        • GOAL: Start an application.
      • A suspect is any potential student whose contact information we have collected through a third-party vendor and they have NOT given us their information themselves. Examples include:
        • Registrants for events we staff
        • Purchased lists (e.g. GMAC)
        • Partner site registrants (e.g. Business Because Silver and Bronze)
        • GOAL: Fill out a form on our website and become a prospect/inquiry. 
      Suspect vs. Prospect Summary
       

      Suspect

      Prospective Student
      Have explicitly expressed interest in Kogod  No Yes
      Met with admissions? No Always a prospective student.
      Will have an inquiry deal created for them  No Yes
      Have an expiration date Some No
      E-mail campaign they will enter Suspect Welcome
      Campaign goal  Become inquiry Start an application

      Event Process:

      Pre-Event

      1. Step 1: Clean up your list! 
        One to two days before the event, the admissions team sends the import list to the Marketing Automation Specialist, who then takes the following steps: 
        1. Save a copy of this template on your computer to organize and clean up your file.
      2. Step 2: Copy and paste the list into a new file, then save it as a .CSV file.
        1. Use the following naming convention to save your file:
          1. pre-event.Vendor.AdmissionsEventTitle.AdmissionsEventCity.MM-DD-YYY
          2. Example: pre-event.QS.QS World MBA Tour.New York City.04-29-2025

      Post-Event

      1. Step 1: Clean up your list!
        As soon as possible but no later than three business days, the admissions team uploads a cleaned-up list of all attendees of the event into HubSpot. 
        1. Save a copy of this template on your computer and organize and clean up your file. Instructions can be found in the template.
          1. NOTE: Designate the "Contact Type" from the list as appropriate (refer to the table above for definitions). 
          2. NOTE: Contact Type should also be prefaced with ";Contact Type"—the template will do this automatically for you.
      2. Step 2: Copy and paste the list into a new file, then save it as a .CSV file.
        1. Copy the headers and the data from "Step 2 OUTPUT" tab into a new, clean Excel file
        2. For columns that do not have values, feel free to delete them (e.g. if there is no Admissions Event Title, just delete this column). 
        3. Save the file using the following naming convention:
          1. post-event.Vendor.AdmissionsEventTitle.AdmissionsEventCity.MM-DD-YYY
          2. Example: post-event.QS.QS World MBA Tour.New York City.04-29-2025

       

      Uploading into HubSpot

      This tutorial applies to both pre- and post-event uploads!

      Check Your Work!

      Spot-check 2-3 contacts of your imported list to ensure they are behaving as you would expect in HubSpot. For this activity, you should make sure a student is enrolled into the suspect workflow.

       

      1. On the filter activity of a contact, make sure you choose Workflows to show up:

      Screenshot--selecting workflows on activity filter 

      2. Once on the filtered activity, look for the suspect workflow:

      Screenshot--looking for Suspect workflow on activity