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SOP | New Member Contracts Process

Purpose & Overview

This SOP outlines the complete process for creating, configuring, and automating new member contracts using DocuSign, HubSpot, and Zapier.

It ensures that every team member can set up and send member contracts consistently, accurately, and with proper integration between systems.

 

Step-by-Step Instructions

  1. Create or Edit a Template in DocuSign

  2. Go to DocuSign and either create a new template or open an existing one to edit.

  3. Upload the document and add necessary recipients.

  4. Configure standard fields such as:

  5. Member Signature

  6. Member Name (Full Name)

  7. Membership Start Date (linked to HubSpot data field)

  8. If additional fields are needed in the future, follow the same configuration process.

    Connect Your DocuSign Account in HubSpot

  9. In HubSpot, navigate to the DocuSign Integration section.

  10. Connect your personal DocuSign account (each user must connect their own account; the shared standard account cannot be edited).

    Configure Property Mappings in HubSpot

  11. Go to Property Mappings within the DocuSign integration.

  12. Map the HubSpot properties you need to send to DocuSign.

  13. Ensure mappings are configured for the Deal object (not Contacts), including fields such as:

  14. Deal Name

  15. Deal Owner

  16. Membership Start Date (matching the field in the DocuSign template)

  17. Billing Contact Email

    Set Up Workflow to Send Contract

  18. Create the first HubSpot Workflow to send the contract.

  19. Configure it to trigger automatically (or manually if testing).

  20. Define actions to:

  21. Assign the correct DocuSign User

  22. Select the Template created in DocuSign

  23. Send mapped properties through the integration

  24. This workflow sends the contract to the deal owner or the designated billing contact.

    Set Up Workflow for Signed Contracts

  25. Create the second Workflow triggered when a contract is signed.

  26. Add an action to send a webhook containing all relevant contract data to Zapier.

  27. In Zapier, configure the automation to:

  28. Receive (catch) the webhook

  29. Extract the Envelope Link and Driver Folder URL

  30. Use JavaScript to parse these URLs and retrieve only the Envelope ID and Folder ID

  31. Locate and download the signed document from DocuSign

  32. Upload the file to the designated storage destination (e.g., shared drive or CRM record)

    Validate the Automation

  33. Test the process end-to-end using a sample deal to confirm:

  34. Data flows correctly from HubSpot → DocuSign → Zapier

  35. The signed contract uploads successfully to the correct folder

    Ongoing Maintenance

  36. If new fields are added to the contract or HubSpot properties, repeat the mapping process in both DocuSign and HubSpot.

  37. Monitor workflows regularly to ensure triggers and integrations remain active.

 

Video Walkthrough:

Loom Video

 

Troubleshooting & FAQs

Q: I can’t edit the DocuSign template or change fields.

A: Ensure you are connected to your own DocuSign account in HubSpot; standard accounts cannot be edited.

Q: The membership start date isn’t appearing on the DocuSign form.

A: Check that the HubSpot property mapping exactly matches the field name configured in the DocuSign template.

Q: The signed contract isn’t uploading to the folder.

A: Verify that Zapier is receiving the webhook and that the JavaScript correctly extracts the Envelope ID and Folder ID.

Q: Can I add new contract fields later?

A: Yes, follow the same mapping process—update the DocuSign template and HubSpot property mappings accordingly.

 

Ownership

● Operations / RevOps Team Lead