What We're Building Together
Every site, tenant, and broker relationship in one connected HubSpot
Today, Legacy Investing's acquisition and leasing work is split across a HubSpot instance built informally as the team was smaller, a Dropbox of acquisition documents, and a different tracking spreadsheet for every person on the leasing team. Nothing connects, and the people who need answers spend their time hunting for them. This project rebuilds the Sales Professional portal around how the business actually works: acquisition sites, prospective tenants, lease opportunities, and the brokers who originate them, all linked so anyone can trace a relationship from any starting point, with the spreadsheets retired for good.
One source of truth
Every site, tenant, lease opportunity, and broker lives in HubSpot and links to the others. The person-by-person spreadsheets are standardized, imported, and retired.
Relationship visibility
Click into a site and see every interested tenant with its stage. Click into a tenant and see every site it is pursuing. Click into a broker and see everything they originated.
Leadership reporting
Portfolio dashboards show pipeline health, stage-by-stage progress, and broker attribution, so reporting up to leadership no longer means assembling spreadsheets by hand.
The System Shift
Current State to Future State
Legacy Investing runs on three disconnected buckets today. The future state consolidates the tracking work into one rebuilt HubSpot portal, keeps what works, and retires what does not.
Current State
HubSpot + spreadsheets + Dropbox
A lightly used Sales Professional portal built informally over two and a half years, leasing tracked in a different spreadsheet per person, and acquisition documents in Dropbox. No shared picture of which tenants are interested in which sites, at which stage, or who brought the relationship in.
Future State
One rebuilt Sales Hub portal
Sites, tenants, lease opportunities, and brokers modeled as connected records in HubSpot, one lease-tenant pipeline with clear stages, and dashboards for the Acquisitions team, the Leasing team, and leadership. Dropbox stays for documents; tracking happens in one place.
How each system is treated in the move:
Target
HubSpot Sales Professional
The system of record, rebuilt in place
The existing portal is optimized rather than replaced: a new data model, record layouts, permissions, pipeline, and dashboards, with outdated properties archived.
Replace
Leasing Spreadsheets
Per-person deal and outreach trackers
Standardized, imported into HubSpot, and retired. Historical tracking data carries forward into the new data model.
Keep
Dropbox
Acquisition document storage
Stays as-is. The managing partners rely on it, and document storage is not part of this scope. Tracking data moves to HubSpot; files do not.
Assets & Data Migrated
What We're Migrating
The leasing team's tracking spreadsheets are the source data. Each person keeps their own format today, so Aptitude 8 standardizes, deduplicates, and reshapes that data against a Legacy Investing approved import template before anything is loaded. Record counts are confirmed during the requirements phase; the mapping below shows where each kind of data lands.
Spreadsheet Data to HubSpot Object Mapping
| What's Tracked Today | Where It Lives in HubSpot |
|---|---|
| Acquisition sites and targets | Listings records, with power capacity, acquisition status, and sourcing attribution |
| Prospective and active tenants | Company records, with the individual people tracked as Contacts underneath |
| Tenant-site pursuits and their stages | Deals in the lease-tenant pipeline, one per tenant-site pairing, each tracking its own stage |
| Broker relationships | Contact records, optionally paired with a Company for the brokerage, linked to the sites and tenants they originated |
A single one-time import. Dropbox documents are not migrated, and no recurring sync is in scope. Legacy Investing signs off on the import template before Aptitude 8 begins data manipulation.
Key Considerations
What This Plan Depends On
The scope and timeline hold if the commitments below hold. None of them are unusual; all of them are real.
The single biggest client commitment: early requirements availability
The Acquisitions and Leasing teams need to show up early and often in the first month: up to 4 discovery workshops, up to 2 solution design workshops, at least 2 representative leasing spreadsheets handed over before requirements begin, and prompt signoff on the import template. Every week of delay in this window pushes the go-live a week.
Risk
Record volumes unconfirmed
No one has counted the sites, tenants, brokers, or historical deals yet. Data preparation is sized to Legacy Investing's own description of dozens, not hundreds, of active pursuits; materially higher volumes get re-scoped in requirements.
Risk
Listings object fit
Sites are planned on HubSpot's native Listings object, included in the current plan. If it proves too limited and a fully custom object is needed, that requires a Sales Enterprise upgrade, a licensing cost decision that gets made during solution design, not discovered mid-build.
Dependency
Import template signoff
Aptitude 8 does not begin manipulating spreadsheet data until Legacy Investing signs off on the import template. The signoff gate protects the data; it also sits on the critical path.
Dependency
Portal access and spreadsheets
Partner access to the HubSpot instance and at least 2 representative leasing spreadsheets are needed at kickoff for the portal audit and data quality assessment to start on time.
Open Item
Relationship model edge cases
Co-brokerage handling, stage history needs, and how a cold tenant-site pairing is represented are open questions from the data model review, resolved in the solution design workshops.
Open Item
Compliance requirements
No compliance or data-sensitivity requirements have been confirmed either way. A real requirement here, for example deal-level access restrictions, would shape the permissions design.
Aptitude 8 is a Time & Materials agency; budget is tracked transparently and change orders require approval. Assumptions are based on information gathered during the sales evaluation and are subject to refinement during the project.
Scope of Work
Mobilization
Contracted6hHigh7h
Aligning project teams, confirming objectives, setting up governance, and conducting a structured kickoff call with the Acquisitions and Leasing teams to get the HubSpot rebuild started.
Mobilization
Contracted
6h
High
7h
Mobilization
Contracted6hHigh7h
Contracted
6h
High
7h
Core Mobilization
Contracted
6h
High
7h
Customer Story
Legacy Investing needs a structured kickoff so the Acquisitions and Leasing teams, and the project sponsor, are aligned on roles, expectations, and priorities before requirements work begins.
Suggested Path
Run mobilization to align on communication norms, system access, team roles, and next steps before the requirements phase begins.
Assumptions
- 1 kickoff call to identify and align stakeholders on project scope and vision
- Aptitude 8 delivery team knowledge transfer from the sales process, including the existing ERD and scenario mockups already reviewed with Legacy Investing
- Legacy Investing provides HubSpot portal access ahead of the kickoff call
- Standard governance and reporting cadence
Requirements
Contracted23hHigh25h
Reviewing and validating the site, tenant, lease-opportunity, and broker relationship model and the leasing spreadsheet data to be imported, so both are clearly understood before solution design begins.
Requirements
Contracted
23h
High
25h
Acquisitions & Leasing Requirements Clarification Needed
Contracted17hHigh19h
Contracted
17h
High
19h
Research
Contracted
3h
High
3h
Customer Story
Legacy Investing's delivery team needs to review the existing HubSpot instance, leasing spreadsheets, and Dropbox structure so the requirements phase builds on what's already been learned rather than starting from zero.
Suggested Path
Review pre-sale materials including the ERD, scenario mockups, and call recordings, and complete a first-pass audit of the current HubSpot portal to confirm what's intentional versus a workaround.
Assumptions
- Covers a portal audit of the existing Sales Professional instance
- Legacy Investing provides portal access and at least 2 representative leasing spreadsheets ahead of this work
- Findings roll directly into the discovery workshops below rather than being a standalone deliverable
Discovery Workshops Needs Clarification
Contracted
10h
High
11h
Customer Story
The Acquisitions and Leasing teams at Legacy Investing need to participate in structured workshops that validate the relationship model and surface current-state gaps, so requirements are clear and aligned before solution design begins.
Suggested Path
Conduct workshops with the Acquisitions and Leasing teams to validate the site/tenant/lease-opportunity/broker relationship model, confirm record volumes, and close out the open items from the ERD review.
Assumptions
- Up to 4 discovery workshops covering: current-state HubSpot/spreadsheet/Dropbox walkthrough, record volume counts (sites, tenants, brokers, historical deals), the acquisition-to-leasing handoff process, and the remaining data-model open items (co-brokerage, stage history, cold-pairing handling)
- Sessions expected to involve the Acquisitions and Leasing teams and the project sponsor
- Compliance/data-sensitivity requirements and any parallel initiatives affecting timing are confirmed during these sessions
- Stakeholders are available for these sessions and can speak to rough record volumes
Create Documentation
Contracted
4h
High
5h
Customer Story
Legacy Investing needs its current-state and future-state process documented so the Acquisitions and Leasing teams have a shared, validated picture of how sites, tenants, and brokers move through the system before solution design begins.
Suggested Path
Create a current-state and future-state process map for the acquisition-to-leasing handoff, and update the customer stories based on discovery findings.
Assumptions
- Includes current-state and future-state process maps for the acquisition-to-leasing workflow
- Legacy Investing reviews and confirms the documented process reflects their actual workflow
- No marketing, service, or reporting processes outside the Acquisitions and Leasing teams are included
Data Import Requirements Clarification Needed
Contracted6hHigh6h
Contracted
6h
High
6h
Import Discovery Needs Clarification
Contracted
3h
High
3h
Customer Story
Legacy Investing needs its leasing spreadsheets and any exportable Dropbox-tracked data assessed so the import approach reflects what actually needs to move into HubSpot.
Suggested Path
Identify each data source (leasing spreadsheets, any structured Dropbox tracking) in scope for import, along with file format, approximate record counts, and whether this is a one-time or recurring need.
Assumptions
- One-time import only, no recurring/scheduled import is in scope
- Legacy Investing provides representative spreadsheets from each person currently maintaining a tracker
- Covers leasing-tracking spreadsheet data only; Dropbox files themselves (documents) are not migrated, per Legacy Investing's preference to keep Dropbox in place
Data Quality Assessment Needs Clarification
Contracted
3h
High
3h
Customer Story
Legacy Investing needs its leasing-tracking spreadsheets reviewed for completeness and consistency so the import plan accounts for the fact that each person's tracker currently follows a different format.
Suggested Path
Review the provided spreadsheets for completeness, formatting inconsistencies, and duplicate or stale records, and flag which historical data is worth carrying forward versus leaving behind.
Assumptions
- Assessment covers the spreadsheets Legacy Investing provides; spreadsheets not shared by the time this task begins are excluded from the import
- Legacy Investing identifies which records are stale and don't need to migrate
- No data cleanup or transformation happens in this task, assessment only
Solution Design
Contracted20hHigh23h
Defining how the data model, single lease-tenant pipeline, and leadership dashboards will be built, including resolving the Listings-vs-custom-object decision, and obtaining sign-off before implementation begins.
Solution Design
Contracted
20h
High
23h
Acquisitions & Leasing Solutions Design Clarification Needed
Contracted12hHigh14h
Contracted
12h
High
14h
Solution Design Needs Clarification
Contracted
8h
High
10h
Customer Story
The Acquisitions and Leasing teams at Legacy Investing need a designed solution for their relationship-tracking model so they can confidently move forward with a structured project plan before any building begins.
Suggested Path
Conduct solution design workshops to finalize the data model (including the Listings-vs-custom-object decision), the single lease-tenant pipeline's stages, users & permissions structure, and the reporting/dashboard specs validated in the mockups already reviewed with Legacy Investing. Deliverables: finalized ERD, process map, pipeline stage diagram, users & permissions document, training plan, and go-live plan.
Assumptions
- Up to 2 solution design workshops covering: final data model and object decision, pipeline stage design, users & permissions structure, and reporting/dashboard specifications
- Resolves the open items from the ERD review: co-brokerage handling, stage-history requirements, and cold-pairing representation
- If the Listings object proves insufficient and a custom object is required, the resulting HubSpot tier change (Sales Professional to Sales Enterprise) and any associated cost is called out to Legacy Investing as a change in direction, not absorbed silently into this estimate
- Legacy Investing reviews and approves the finalized data model before implementation begins
Solution Validation
Contracted
4h
High
4h
Customer Story
Legacy Investing needs to review and validate the proposed solution design, the data model, pipeline structure, and reporting approach, to confirm it meets their relationship-tracking vision before development begins.
Suggested Path
Review the overall build strategy and finalized deliverables (ERD, process map, Gantt chart) with Legacy Investing, adjust story hours based on feedback, and obtain sign-off before proceeding to implementation.
Assumptions
- Legacy Investing reviews and provides feedback on the finalized solution design
- Legacy Investing approves the solution and project plan before implementation begins
- One round of revisions is included; additional rounds may require a change order
Data Import Solutions Design Clarification Needed
Contracted8hHigh9h
Contracted
8h
High
9h
Field Mapping Document (Import) Needs Clarification
Contracted
4h
High
5h
Customer Story
Legacy Investing needs its leasing spreadsheet columns mapped to the correct HubSpot properties so historical tracking data lands in the right place once it's imported.
Suggested Path
Map source spreadsheet columns to HubSpot properties across the Site (Listing), Tenant (Company), Lease Opportunity (Deal), and Broker (Contact) records, based on the data model finalized above.
Assumptions
- Field mapping covers the spreadsheet sources confirmed in Data Import Requirements
- Legacy Investing reviews and signs off on the field mapping document
- Mapping is limited to the objects/properties defined in the finalized data model; net-new tracking fields discovered after this point may require additional scoping
Import Plan
Contracted
4h
High
4h
Customer Story
Legacy Investing needs a defined import approach and sequencing plan so their historical leasing and acquisition data moves into HubSpot cleanly and in the right order.
Suggested Path
Define the import sequencing (Companies/Tenants first, then Sites/Listings, then Lease Opportunity Deals, then Broker associations), a deduplication approach for records that appear across multiple people's spreadsheets, and a validation checkpoint plan. Produce the import template, the load-ready file structure the prepared data will be shaped into, as a distinct deliverable building on, but separate from, the field mapping document.
Assumptions
- The import template is a distinct deliverable from the field mapping document, the field mapping defines column-to-property translation, while the import template is the load-ready structure the data is prepared into
- Legacy Investing signs off on the import template before Aptitude 8 begins data manipulation
- Deduplication rules assume Legacy Investing can identify which record "wins" when the same site or tenant appears in more than one person's spreadsheet
- Plan covers a single import pass; a phased/staged import would require additional scoping
Implementation
Contracted67hHigh73h
Implementing the HubSpot data model, record layouts, permissions, lease-tenant pipeline, and dashboards, and preparing and loading the historical leasing data, through configuration and data manipulation.
Implementation
Contracted
67h
High
73h
HubSpot Configuration Clarification Needed
Contracted26hHigh28h
Contracted
26h
High
28h
Implement Data Model Needs Clarification
Contracted
9h
High
10h
Customer Story
Legacy Investing needs a data model implemented in HubSpot that reflects how sites, tenants, lease opportunities, and brokers actually connect, so the "spider map" relationship-tracing vision works the way the Acquisitions and Leasing teams pictured it.
Suggested Path
Use the finalized data model from Solution Design as truth. Implement Site (Listings object or custom object per the finalized decision), Tenant (Company), Lease Opportunity (Deal), and Broker (Contact) with the association labels needed to support many-to-many tenant-to-site relationships and independent broker-to-site and broker-to-tenant connections.
Assumptions
- Up to 4 objects customized: Listings (or custom object), Companies, Deals, and Contacts
- Up to 25 custom fields per object, covering attributes surfaced in the ERD review (e.g., power capacity/megawatts, acquisition status, qualification notes, current stage)
- Association labels built to support one tenant interested in multiple sites at different stages simultaneously, and independent broker-to-site/broker-to-tenant tracking
- If the Listings object is not flexible enough and a custom object is required, this task is re-scoped once that decision is finalized in Solution Design
Customize Record Layouts
Contracted
9h
High
10h
Customer Story
Legacy Investing wants the right information visible on the right record for the right team, an Acquisitions team member and a Leasing team member should each see what matters to their side of the process without digging through generic association lists.
Suggested Path
Use the wireframes and record views validated in the scenario mockups as truth, a site record surfaces its candidate and in-process tenants, a tenant record surfaces every site it's connected to and each pairing's stage, and broker records surface everything that broker originated.
Assumptions
- Includes Listing (Site), Company (Tenant), Deal (Lease Opportunity), and Contact (Broker) record customization
- Up to 2 team/group views per object (Acquisitions, Leasing)
- Includes left, middle, and right pane customizations
- No custom-coded CRM cards, record customization uses native HubSpot layout tools only
Implement Users & Permissions
Contracted
4h
High
4h
Customer Story
Legacy Investing needs permissions set up so the Acquisitions and Leasing teams see what's relevant to them while the system stays usable as more of the approximately 25 to 30 person organization is brought in over time.
Suggested Path
Use the users & permissions document from Solution Design as truth for team structure, seat assignment, and visibility rules between the Acquisitions and Leasing teams.
Assumptions
- Aptitude 8 to support up to 10 seats across the Acquisitions and Leasing teams at launch
- Permission sets and role definitions are finalized in Solution Design before this task begins
- Expanding beyond the initial approximately 10 seats as adoption grows uses the same permission structure and does not require additional configuration work
Property Cleanup Needs Clarification
Contracted
4h
High
4h
Customer Story
Legacy Investing needs outdated and no-longer-maintained properties archived from its current HubSpot instance so the rebuilt portal doesn't carry forward the clutter that made the original setup hard to use.
Suggested Path
Identify properties from the current instance that are unused, redundant, or superseded by the finalized data model, confirm with Legacy Investing which are safe to archive, and archive them.
Assumptions
- Legacy Investing approves each property archival before it happens, some may be referenced by workflows or reports the team has forgotten about
- No specific properties have been identified yet; this list is built during the requirements/design review of the current portal
- Archival, not permanent deletion, HubSpot's native archive functionality is used so nothing is unrecoverable
Sales Hub Implementation
Contracted21hHigh23h
Contracted
21h
High
23h
Pipeline Configuration
Contracted
5h
High
5h
Customer Story
Legacy Investing's Leasing team needs a single lease-tenant pipeline built in HubSpot so every pairing of a tenant to a site is tracked through its own stages, interested, letter of intent, traded paper, and executed, independent of every other pairing that same tenant or site might be in.
Suggested Path
Build one deal pipeline for lease-tenant opportunities, aligned to the stage names validated in the ERD review and scenario mockups, with required properties per stage.
Assumptions
- 1 pipeline covering lease-tenant opportunities
- Stage names and required properties per stage are finalized in Solution Design
- Additional pipelines (e.g., for the acquisition/site-sourcing side of the business, if that also needs deal-style stage tracking) require separate scoping
Pipeline Automation
Contracted
6h
High
7h
Customer Story
Legacy Investing's Leasing team needs automations that keep lease-tenant opportunities moving accurately through the pipeline so leadership's reporting reflects real progress rather than stale records.
Suggested Path
Build stage-validation automation (required fields before a deal can advance), stale-deal notifications, and internal alerts tied to the single lease-tenant pipeline.
Assumptions
- Applies to the 1 pipeline scoped above
- Up to 4 automations: stage validation, stale-deal alerts, internal notifications, and task creation
- No custom-coded logic or conditional flows, native HubSpot workflow tools only
- Notifications are internal only; no automated external emails to tenants or brokers
Reports & Dashboards
Contracted
10h
High
11h
Customer Story
Legacy Investing's leadership needs dashboards that show tenant-by-site-by-broker breakdowns and portfolio-level pipeline health, so the COO gets the "pull the right data and show the team we're on target" visibility described as a core driver for this project.
Suggested Path
Align on KPI definitions, then build a portfolio-level dashboard (all active lease opportunities across sites and tenants, filterable by broker and stage) plus team-level dashboards for Acquisitions and Leasing, using the report format validated in the scenario mockups.
Assumptions
- Up to 3 dashboards: 1 portfolio-level leadership view, 1 Acquisitions team view, 1 Leasing team view
- Up to 8 out-of-the-box reports and 5 custom reports across the 3 dashboards, including broker-attribution reporting
- Dashboard filters align with the permission structure defined in Users & Permissions
- External BI tool embeds are out of scope unless explicitly requested
Data Import Clarification Needed
Contracted20hHigh22h
Contracted
20h
High
22h
Property Setup
Contracted
3h
High
3h
Customer Story
Legacy Investing needs any HubSpot properties referenced by the import template but not yet created built out ahead of the actual data load.
Suggested Path
Create any custom properties required by the approved field mapping document that don't already exist from the Implement Data Model task.
Assumptions
- Covers only properties identified in the signed-off field mapping document
- Any new property needs discovered after this point are treated as a change to the import template and require Legacy Investing's re-approval
Data Preparation Needs Clarification
Contracted
8h
High
10h
Customer Story
Legacy Investing needs its leasing-tracking spreadsheets, currently kept in a different format by each person on the team, cleaned, standardized, and reshaped to match the approved import template, so the historical data that lands in HubSpot is usable rather than a like-for-like copy of today's mess.
Suggested Path
Standardize each contributor's spreadsheet against the approved field mapping, resolve formatting inconsistencies, and de-duplicate records that appear in more than one person's tracker, per the rules defined in the Import Plan.
Assumptions
- Begins only after Legacy Investing signs off on the import template
- Assumes a low-to-moderate record volume consistent with Legacy Investing's own description of dozens (not hundreds) of active sites/acquisitions per year; if actual volumes are materially higher once counted in requirements, this task is re-scoped
- Legacy Investing is not responsible for pre-cleaning the spreadsheets before handing them off, that is the point of this task
- Historical email/activity-level detail beyond what's captured in the spreadsheets themselves is not reconstructed
Test Import
Contracted
3h
High
3h
Customer Story
Legacy Investing needs the prepared data loaded into a test environment first, so import issues surface and get resolved before anything touches production.
Suggested Path
Load the prepared dataset into a HubSpot sandbox or test list, and spot-check the results against the source spreadsheets before proceeding to full validation.
Assumptions
- Test import covers the same data prepared for production, no separate test dataset is created
- Issues found here are resolved before the production import proceeds
Validation
Contracted
3h
High
3h
Customer Story
Legacy Investing needs confidence that the imported data is accurate and complete before it becomes the system of record their teams rely on day to day.
Suggested Path
Verify record counts, spot-check field-level accuracy against source spreadsheets, and confirm associations between tenants, sites, and lease opportunities loaded correctly.
Assumptions
- Validation is a spot-check against the source spreadsheets, not a full manual record-by-record audit
- Legacy Investing confirms the validation results before production import proceeds
Production Import
Contracted
3h
High
3h
Customer Story
Legacy Investing needs its validated historical leasing and acquisition data loaded into the production HubSpot instance so the Acquisitions and Leasing teams start on a system that already reflects their real pipeline.
Suggested Path
Execute the final import into production following the sequencing defined in the Import Plan, coordinated with the Move to Production step in Deployment.
Assumptions
- Executed once, as a single production import, not a phased/staged load
- Any records created or changed between the test import and go-live are handled as a delta migration during Deployment if a gap period exists
Testing
Contracted19hHigh21h
Validating the data model, pipeline, dashboards, and imported leasing data against what the Acquisitions and Leasing teams described during discovery.
Testing
Contracted
19h
High
21h
HubSpot Configuration
Contracted8hHigh8h
Contracted
8h
High
8h
QA
Contracted
4h
High
4h
Customer Story
Legacy Investing needs its data model, record layouts, and permissions internally verified so issues are caught before the Acquisitions and Leasing teams start testing.
Suggested Path
Aptitude 8 internally verifies data model accuracy (fields, associations, labels), record layout rendering per team view, and permission behavior across roles.
Assumptions
- Internal QA only, client UAT is a separate task below
- Covers the objects and views scoped in HubSpot Configuration implementation
UAT
Contracted
4h
High
4h
Customer Story
Legacy Investing needs to confirm the data model, record layouts, and permissions actually support how the Acquisitions and Leasing teams work before this becomes their system of record.
Suggested Path
Legacy Investing validates that record pages show the correct information for each team, permissions are correct, and the data model supports the relationship-tracing scenarios described during discovery.
Assumptions
- Legacy Investing provides testers from both the Acquisitions and Leasing teams
- One round of UAT with defect resolution is included
Sales Hub Implementation
Contracted8hHigh10h
Contracted
8h
High
10h
UAT Preparation & Internal End-to-End Testing
Contracted
4h
High
5h
Customer Story
Legacy Investing needs the lease-tenant pipeline, automations, and dashboards internally validated end-to-end before the Acquisitions and Leasing teams test it themselves.
Suggested Path
Prepare test scenarios from the approved solution design and internally execute them across the pipeline, automations, and dashboards, resolving issues before client UAT opens.
Assumptions
- Test scenarios are derived from the approved Solution Design deliverables
- Internal issues found here are resolved before client UAT begins
Client UAT Execution & Defect Resolution
Contracted
4h
High
5h
Customer Story
Legacy Investing needs its own team to test the lease-tenant pipeline, automations, and dashboards against real scenarios before go-live, with any issues found resolved by Aptitude 8.
Suggested Path
Legacy Investing's testers execute the prepared scenarios; Aptitude 8 investigates and resolves any defects and confirms fixes before retesting.
Assumptions
- Legacy Investing assigns testers from the Acquisitions and Leasing teams and executes scenarios within the agreed testing window
- One round of UAT is included, consistent with a single (non-phased) go-live
Data Import
Contracted3hHigh3h
Contracted
3h
High
3h
Import Validation
Contracted
3h
High
3h
Customer Story
Legacy Investing needs one more confirmation pass on the imported data, after it's live in the record layouts and dashboards built for the Acquisitions and Leasing teams, to catch anything a spreadsheet-level check might have missed.
Suggested Path
Spot-check imported records within the finished record layouts and dashboards, confirming counts and associations look correct in context, not just in isolation.
Assumptions
- Builds on the Validation task in Implementation; this pass checks the data in its finished context (record pages, dashboards)
- Legacy Investing confirms the imported data looks right before go-live
Training
Contracted14hHigh16h
Equipping the Acquisitions and Leasing teams with the knowledge and confidence to adopt the rebuilt HubSpot instance, with a deliberate focus on adoption given past frustration with the prior setup.
Training
Contracted
14h
High
16h
Sales Hub Implementation
Contracted14hHigh16h
Contracted
14h
High
16h
Run Training Sessions
Contracted
7h
High
8h
Customer Story
Legacy Investing's Acquisitions and Leasing teams need hands-on training on the rebuilt HubSpot instance so the system gets adopted this time, rather than repeating what happened when the Director of Leasing gave up on the old setup within an hour.
Suggested Path
Deliver role-based training sessions covering the rebuilt data model, the lease-tenant pipeline, record navigation (the "spider map" click-through between sites, tenants, and brokers), and the new dashboards, with a deliberate focus on adoption ("what's in it for me"), not just feature coverage, given the team's stated frustration with the prior setup.
Assumptions
- Up to 3 role-based virtual training sessions for the Acquisitions and Leasing teams
- Custom elements specifically covered: the site/tenant/lease-opportunity/broker relationship navigation, the single lease-tenant pipeline and its stages, and the leadership dashboards
- Session recordings provided for internal reuse as more of the organization is brought into HubSpot over time
- Training content assumes the approximately 10 initial named users; onboarding additional users beyond that as adoption grows is expected to use the same recorded materials
Create Documentation
Contracted
7h
High
8h
Customer Story
Legacy Investing needs reference materials describing how to use the rebuilt system so training sticks after the sessions end and new hires can ramp up without repeating live training.
Suggested Path
Produce step-by-step guides for the core workflows, logging a new site, connecting a tenant to a site, updating a lease opportunity's stage, and reading the leadership dashboards, plus team-specific quick-reference guides for Acquisitions and Leasing.
Assumptions
- Documentation covers the workflows and features implemented in this project
- Up to 2 team-specific guides (Acquisitions, Leasing)
- Documentation reflects the system as implemented at launch; post-launch updates are excluded unless scoped separately
Deployment
Contracted9hHigh9h
Moving the rebuilt data model, pipeline, dashboards, and imported leasing data into production and supporting the transition to live use.
Deployment
Contracted
9h
High
9h
Launch
Contracted9hHigh9h
Contracted
9h
High
9h
Go-Live Readiness & Cutover Support
Contracted
2h
High
2h
Customer Story
Legacy Investing needs confirmation that launch timing and readiness are aligned before go-live, given the urgency they've expressed to get this rebuilt system in place as soon as possible.
Suggested Path
Review the agreed go-live plan, confirm timing and sequencing, and coordinate with the Acquisitions and Leasing teams ahead of cutover.
Assumptions
- Single go-live event, not a phased rollout
- Legacy Investing confirms go-live timing in advance
Move to Production
Contracted
4h
High
4h
Customer Story
Legacy Investing needs the approved data model, pipeline, automations, dashboards, and imported historical data moved from sandbox into production so the Acquisitions and Leasing teams can start working in the live system.
Suggested Path
Promote the approved configuration to production, activate automations, apply permissions, and execute the production data import in coordination with Legacy Investing.
Assumptions
- Assumes testing and approvals are complete prior to deployment
- Includes hands-on deployment activities only, testing and approvals are separate tasks above
- Off-hours (weekend/evening) cutover is not assumed; standard business-hours deployment
Production Validation
Contracted
3h
High
3h
Customer Story
Legacy Investing needs confirmation that the live system, data model, pipeline, dashboards, and imported data, functions correctly in production before the Acquisitions and Leasing teams rely on it day to day.
Suggested Path
Validate key configurations, the lease-tenant pipeline, dashboards, and imported data in production against what was confirmed in UAT, addressing any issues before hypercare begins.
Assumptions
- Required for this deployment; occurs immediately after Move to Production
- Validation is limited to in-scope functionality confirmed during testing
Hypercare
Contracted13hHigh14h
Providing concentrated support in the two weeks immediately following launch to monitor the rebuilt HubSpot instance and resolve any issues before transitioning to Managed Services.
Hypercare
Contracted
13h
High
14h
Hypercare
Contracted13hHigh14h
Contracted
13h
High
14h
Hypercare Monitoring
Contracted
5h
High
5h
Customer Story
Legacy Investing needs proactive monitoring of the live system in the weeks right after launch so any data, automation, or usage issues get caught quickly while the Acquisitions and Leasing teams settle into the rebuilt process.
Suggested Path
Perform scheduled monitoring of the HubSpot configuration and imported data during the hypercare window, reviewing workflow execution, record counts, and usage patterns, and flagging anomalies to Legacy Investing.
Assumptions
- Monitoring occurs during a 2-week hypercare window following go-live
- Excludes optimization, enhancements, or new feature development
- Monitoring conducted within Aptitude 8 business hours (M-F 9am to 6pm Eastern, excluding holidays)
Hypercare Bug/Defect Resolution
Contracted
6h
High
7h
Customer Story
Legacy Investing needs support resolving any issues discovered after go-live so the Acquisitions and Leasing teams can trust the rebuilt system from day one rather than working around new problems the way they worked around the old ones.
Suggested Path
Triage and resolve verified defects tied to the implemented data model, pipeline, automations, dashboards, or imported data, confirming resolution before closing each item.
Assumptions
- Applies only to defects within the implemented project scope, new requests are handled via change order or the Managed Services engagement
- Unused hypercare hours may roll into the first Managed Services period
- Support conducted within Aptitude 8 business hours (M-F 9am to 6pm Eastern, excluding holidays)
Project Close Out
Contracted
2h
High
2h
Customer Story
Legacy Investing needs a formal project close-out so the engagement wraps with clear documentation and a defined transition to ongoing support.
Suggested Path
Prepare a close-out summary and hold a wrap-up call covering final handoff and the transition to Managed Services.
Assumptions
- Includes a close-out summary and a wrap-up call with Legacy Investing stakeholders
Project Management
Contracted48hHigh53h
Maintaining project health through status meetings, timeline tracking, budget visibility, and proactive communication with Legacy Investing given the urgency expressed around this rebuild.
Project Management
Contracted
48h
High
53h
Project Management
Contracted48hHigh53h
Contracted
48h
High
53h
Recurring Project Check-ins & Client Communications
Contracted
20h
High
22h
Customer Story
Legacy Investing needs consistent project communication so the Acquisitions and Leasing teams, and the project sponsor, stay informed and questions get addressed quickly given the urgency already expressed around this rebuild.
Suggested Path
Facilitate ongoing project communication and coordination with Legacy Investing stakeholders through recurring check-ins, meeting preparation, and written updates throughout the engagement.
Assumptions
- Includes weekly status meeting preparation, facilitation, and recap
- Includes ongoing email communication related to project coordination
- Assumes one primary weekly status meeting cadence during active phases
Project Administration
Contracted
28h
High
31h
Customer Story
Legacy Investing needs structured project administration so tasks stay organized, progress is tracked, and risks are addressed proactively given the compressed timeline they've asked for.
Suggested Path
Manage project execution through internal task tracking, timeline management, budget visibility, and risk tracking to keep delivery aligned with the project plan.
Assumptions
- Includes maintenance of project tasks, timelines, and delivery milestones
- Includes budget burn tracking and delivery forecasting
- Change requests require written approval before work begins
Delivery Plan
Project Timeline
An illustrative plan anchored to a Tuesday, September 1, 2026 kickoff; actual dates set at contract signature. Requirements and solution design run through early October, the build runs through late October, testing and training land in early November, and go-live is Friday, November 13, followed by two weeks of hypercare through November 27 and an optional month of Managed Services. This is an 11-week plan on the full scope, and it holds if Legacy Investing invests early in the requirements window. At a cadence of two workshops per week, the same scope can compress toward 9 to 10 weeks.
GO-LIVE NOV 13
KICKOFF
M1Sep
M2Oct
M3Nov
M4Dec
Mobilization
Requirements
Solution Design
Implementation
Testing
Training
Deployment
Hypercare2 weeks
Managed Services1 month, optional
Project Staffing
HubSpot Consultant
Project Manager
Managed Services Consultant
Mobilization + Requirements + Solution Design
Implementation
Testing + Training
Deployment + Hypercare
Managed Services
Launching Safely
Requirements to Launch Safely
The November go-live is achievable on the full scope because the schedule front-loads requirements and design. That only works if these commitments hold in the first month.
| Commitment | What it means |
|---|---|
| Workshop availability | Acquisitions and Leasing stakeholders attend up to 4 discovery workshops and up to 2 solution design workshops during September. One workshop per week fits the 11-week plan; two per week compresses it. |
| Spreadsheet handoff | At least 2 representative leasing spreadsheets are provided before requirements begin, so the data quality assessment starts on real files, not descriptions of them. |
| Portal access at kickoff | Partner access to the HubSpot instance is in place for the kickoff, so the portal audit runs in week one. |
| Import template signoff | Legacy Investing reviews and signs off on the field mapping document and the import template promptly. Data manipulation cannot start without the template signoff, and the import sits on the critical path to go-live. |
| Listings decision in design | The Listings-versus-custom-object decision is resolved during solution design, including any plan tier implications, so the build starts on a settled data model. |
Go-Live Plan
A single coordinated cutover
- The approved configuration is promoted to production in one go-live event: data model, record layouts, permissions, the lease-tenant pipeline, automations, and dashboards.
- The standardized historical data is imported once, after test-import validation, and spot-checked in context on the finished record layouts and dashboards.
- The Acquisitions and Leasing teams are trained before go-live, with session recordings kept for onboarding future users.
- Production validation runs immediately after cutover, then two weeks of hypercare monitoring and defect resolution carry the teams through their first weeks in the live system.
What We Can and Can't Speed Up
Levers if the Timeline Compresses
Legacy Investing has asked for speed. Some of this schedule can move faster; the split is largely about who owns the pace.
We Can Speed Up
- Workshop cadence: two requirements workshops per week instead of one compresses the discovery window by roughly two weeks. This is the single biggest lever, and it is in Legacy Investing's hands.
- Build parallelization: once the design is signed off, the data model, pipeline, and dashboard work can overlap rather than run in sequence.
- Training scheduling: recorded, role-based sessions can land alongside client testing rather than strictly after it.
We Can't Speed Up
- Client signoff gates: solution validation and the import template signoff are hard gates. Skipping them is how the last HubSpot build ended up where it is.
- Client testing: the Acquisitions and Leasing testers need real time in the system before go-live; compressing the testing window trades launch quality for days.
- Data preparation quality: standardizing a different spreadsheet per person takes the time it takes. Rushing it recreates today's mess inside the new system.