HubSpot Phase 1 User Guide

1. In the top navigation bar, hover over CRM. A dropdown appears with Contacts, Companies, Deals, and Tickets.
2. Click Deals to see all trips. At the top of the Deals page, make sure the pipeline selector says Trip Lifecycle (not "Sales Pipeline").
3. To find a specific person: hover over CRM and click Contacts. Or use the search bar at the top of the screen and type a name, email, or phone number.
4. To find a vendor or venue: hover over CRM and click Companies.
5. To see reports: hover over Reporting and click Dashboards. You will see the two dashboards built for Phase 1.
6. To see the service menu: hover over Sales and click Products.
7. To see intake forms: hover over Marketing and click Forms.

1. In the top nav, hover over CRM and click Contacts.
2. Click the orange Create contact button in the upper right corner.
3. A panel slides open on the right side. Fill in the basics: First name, Last name, Email.
4. Add their Phone number (this is also their WhatsApp number in most cases).
5. Scroll down in the create panel to find Prestigia-specific fields. Look for properties under the prestigia group: preferred language, guest count, trip details, arrival/departure dates, allergies, medical status, emergency contact.
6. Click Create at the bottom of the panel to save.
7. The Contact record opens. You can now associate it to a Deal (trip) using the right sidebar — look for the Deals association card and click + Add.

1. In the top nav, hover over CRM and click Deals.
2. At the top of the page, make sure the pipeline dropdown says Trip Lifecycle. If it says "Sales Pipeline," click the dropdown and switch.
3. Click the orange Create deal button in the upper right.
4. A panel slides open. For Deal name, use a clear format like: Guest Name - Villa / Trip Month (example: "Martinez Family - Casa Malca / June 2026").
5. Set the Pipeline to Trip Lifecycle and choose the starting Deal stage. For a new inquiry, choose Inquiry.
6. In the Associate with section of the panel, search for the client Contact you just created and add them.
7. Click Create to save the Deal.
8. The Deal record opens. Now add trip details in the left sidebar properties: check-in date, check-out date, guest count, villa name, and any known payment or financial info.
9. The system automatically sets is_historical_display_only_bool = false for new Deals, which means it will appear in your live operating reports (not treated as old imported data).

Moving a trip through the pipeline

As a trip progresses, update the Deal stage. On the Deal record, you will see a horizontal bar at the top showing all 10 stages. Click the stage you want to move to:

1. Open the Deal (trip) you want to add services to.
2. On the Deal record, look in the right sidebar or scroll down to the Line Items card. If you see a card called Trip Economics or Line Items, that is the right place.
3. Click Add line item or + Add.
4. You have two options: Select from product library (choose from the 63 canonical services already set up) or Create a custom line item (for one-off services not in the catalogue).
5. If selecting from the library: search by service name or category (e.g., "Chef," "Boat," "DJ"). Click the Product to add it.
6. Fill in the Line Item details: service category, service date, guest price (price_mxn_num), vendor cost (vendor_cost_mxn_num), currency (MXN or USD), and vendor name if known.
7. If tips apply to this service, fill in tip_amount_mxn_num, tip_recipient_vendor_name, and tip_payout_status.
8. Click Save.
9. Back on the Deal, after a few minutes the rollup fields will update automatically: total revenue, total vendor cost, gross margin, tips owed, and line item count.

1. In the top nav, hover over CRM and click Companies.
2. Search for a vendor or venue name (e.g., "Mango Deck," "Casa Malca").
3. Open the Company record to see vendor category, hospitality group, payment terms, capacity, and other operational details.
4. From a Line Item on a Deal, you can also see which vendor is linked via the vendor_company_key or vendor_raw fields.
5. If a historical Line Item shows a vendor name that does not match any Company, that is a known Phase 2 cleanup item (169 unmatched Line Items, mostly Antromex). It is not a bug — the vendor raw name is preserved so it can be matched later.

Travel partner commissions

Promoter/affiliate commissions use a separate model called the Promoter Commission Schedule (a custom object with 44 rows). This is separate from normal vendor costs. Commission tracking per Line Item uses fields like commission_amount_mxn_num, commission_status, and referring_agency on the Deal.

1. In the top nav, hover over Reporting and click Dashboards.
2. You will see a list of dashboards. Click PMX Phase 1 - Monday Operating Dashboard for day-to-day operations.
3. Click PMX Phase 1 - Booking Economics Dashboard for revenue, cost, margin, and service-level economics.
4. Each dashboard has multiple tiles (charts and tables). Click any tile to see more detail or the underlying records.
5. Some tiles have date range filters. If a tile looks empty, check whether the date range covers the period you expect (some tiles default to "last 7 days").
6. To refresh a dashboard after entering new data, click the Actions button (top right of the dashboard) and choose Refresh, or simply reload the page.