SOP | How to Send a Member Status Form

Purpose & Overview

This SOP explains how to send a Member Status Form in HubSpot. The form is used to record or update changes in a member’s status — for example, moving from Inactive Onboarding to Active Good Standing, or submitting a Notify of Leave update. Completing this form correctly ensures that the right automations are triggered for membership continuation, cancellation, or billing closure.

Step-by-Step Instructions

1. Open HubSpot.

   • Log into your HubSpot account.

2. Navigate to the “Companies” section.

   • From the top navigation bar, click Companies.

   • You’ll see a list of all company records.

3. Search for and open the correct company.

   • Use the search bar to locate the member’s company (e.g., DiMariano Family Dentistry).

   • Click the company name to open its profile page.

4. Go to the “Form” tab.

   • In the company record, locate the top navigation menu that includes Coaching, Overview, Activities, Intelligence, and Form.

   • Click Form to open the list of forms associated with this company.

5. Locate the “Member Status Form” link.

   • Under the “Form” section, find the link labeled MEMBER STATUS FORM.

   • Example link:
     https://szmnq.share.hsforms.com/2-OzpqWLFSq2gEBYqDz...

6. Click the Member Status Form link.

   • This opens the form in a new browser tab.

7. Fill out the “Member Information” section: 

8. Set the “Member Status.”

   • Select the new status the member (e.g., Inactive Onboarding → Active Good Standing, or Active → Notify of Leave).

9. If the member is moving to “Active – Notify of Leave,” fill in the cancellation-related fields as follows:

   • Notify of Leave Date:

     • Enter the date when the member communicated their intent to cancel or pause membership.

   • Last Bill Date:

     • Enter the date of the member’s last scheduled billing (this marks the final month of active billing).

   • Membership End Date:

     • Enter the date the membership officially ends (typically one billing cycle after the Notify of Leave Date).

1. If this is the Final Bill Month:

   • Confirm all three dates are complete (Notify of Leave, Last Build, Membership End).

2. If the member is being “Saved” (choosing to stay):

   • Set Member Status → Active Good Standing.

   • Set Member Save It → Yes.

   • Enter the Member Save It Date (the date the member confirmed they are staying).

3. Review all entries for accuracy.

   • Ensure the organization name, member type, and all dates match internal records exactly.

   • Verify that date logic is correct (e.g., Membership End Date is later than Last Build Date).

4. Submit the form.

   • Click Submit to complete the process.

   • The submission will trigger HubSpot automation to continue the membership update or cancellation workflow.

Video Walkthrough

https://drive.google.com/file/d/1o86JnvhpoJYmGjCG9BVVE36xxp5F1NV_/view

Troubleshooting & FAQs

Q: What if I can’t find the company?
A: Check for spelling errors in the search bar or confirm that the company exists in HubSpot. If not, contact your admin to verify.

Q: What if the member’s information doesn’t match the record?
A: Confirm that all fields (organization, name, and email) match the existing HubSpot record before submitting.

Q: What happens after submission?
A: The form triggers automation that processes the membership status change automatically.

Q: Can I submit the form again?
A: Yes. You can resubmit the form if a correction is needed.

Ownership

Technology Manager