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Discovery to close communication

Overview

This process helps advisors stay in touch with prospects from their first Discovery Meeting through the Recommendation Meeting and follow-up.

Most communications happen automatically based on where the prospect is in the meeting process. Advisors only need to make sure the correct meeting information and outcome are recorded.

Emails are sent on behalf of the prospect's assigned Financial Advisor and are written in a simple, personal, plain-text format.

If a prospect replies to an email, the follow-up process will automatically stop so the advisor can continue the conversation directly.


How the process works

1. Discovery Meeting Booked

When this happens:
 A prospect books a Discovery Meeting with an advisor.

What the prospect receives:

  • A confirmation or introductory email (DB-1)
  • Reminder communications before the meeting (DB-2 and DB-3)

What the advisor needs to do:
 Make sure the meeting is correctly booked and associated with the prospect.

2. Discovery Meeting Completed

When this happens:
 The Discovery Meeting has taken place and is marked as completed.

What the prospect receives:

  • DC-1 — Initial follow-up
  • DC-2 — Follow-up communication
  • DC-3 — Additional follow-up

For DC-1, there are two versions:

  • Version A: The standard version used in most cases.
  • Version B: Used when the advisor has reviewed the meeting notes created by HubSpot Notetaker and wants to use information from the meeting to make the follow-up more relevant.

What the advisor needs to do:

  • Confirm that the meeting has been completed.
  • Review the meeting notes, if available.
  • Use the most appropriate version of the first follow-up email.

3. Recommendation Meeting Booked

When this happens:
 The prospect is ready to move forward to a Recommendation Meeting.

What the prospect receives:

  • RB-1 — Meeting confirmation or preparation email
  • RB-2 and RB-3 — Reminder communications before the meeting

What the advisor needs to do:
 Make sure the Recommendation Meeting is correctly scheduled and recorded.

4. Recommendation Meeting Completed

When this happens:
 The Recommendation Meeting has taken place and is marked as completed.

What the prospect receives:

  • RC-1 — Initial follow-up
  • RC-2 — Follow-up communication
  • RC-3 — Additional follow-up
  • RC-4 — Final follow-up

For RC-1, there are also two versions:

  • Version A: The standard follow-up.
  • Version B: Used when the advisor has reviewed the meeting notes and can make the message more relevant to the conversation.

What the advisor needs to do:

  • Confirm that the meeting has been completed.
  • Review the meeting notes, if available.
  • Use the most appropriate version of the first follow-up email.

5. If a prospect does not attend a meeting

When this happens:
 A prospect does not attend their scheduled meeting.

What the prospect receives:

  • NS-1 — Initial follow-up
  • NS-2 — Reminder to reconnect or reschedule
  • NS-3 — Final follow-up

The purpose is to give the prospect an opportunity to reconnect without requiring the advisor to send multiple follow-up emails manually.


What happens when a prospect replies?

If a prospect replies to one of the follow-up emails:

  • The automated follow-up emails will stop.
  • The advisor should continue the conversation directly with the prospect.
  • No further action is needed to stop the existing follow-up process.

What advisors need to do

To ensure the process works correctly, advisors should:

  1. Keep meeting information up to date.
  2. Make sure meetings are marked correctly as completed or missed.
  3. Review meeting notes when available.
  4. Use the appropriate personalized email version when applicable.
  5. Respond directly when a prospect replies.
  6. Contact the Farther Helpdesk if something does not work as expected.

When to Ask for Help

Please contact the Farther Helpdesk if:

  • A prospect does not receive the expected follow-up.
  • The wrong communication is sent.
  • Follow-up emails continue after a prospect has replied.
  • A communication is sent from the wrong advisor.
  • You are unsure what should happen next.
  • You notice anything that does not appear to follow the process outlined above.

When submitting a request, please include:

  • The prospect's name or email address
  • What you expected to happen
  • What actually happened
  • The relevant meeting date
  • A screenshot, if available