How to Automate Lifecycle Tracking in Google Sheets

Shing-Yi Tan Updated by Shing-Yi Tan

Managing leads effectively is crucial for any business aiming to optimize its sales funnel and increase conversion rates. With our Lifecycle feature, you can track and manage Contacts through every stage of your sales process. To gain deeper insights and make data-driven decisions, you can automatically log your Contacts’ data, including names and Lifecycle Stages, into Google Sheets.

In this guide, you’ll learn how to:

  • Automatically capture and log conversion data in Google Sheets.
  • Analyze key metrics like conversion rates and drop-off rates to optimize your sales process.
  • Leverage insights from your data to improve your sales strategies.

Benefits of Tracking Lead Data Automatically

  • Automate the process of capturing Contact names, Lifecycle Stages, and timestamps.
  • Monitor how individual Contacts move through different Lifecycle Stages with historical timestamps.
  • Analyze conversion and drop-off rates to improve your sales process in real-time.
  • Keep all critical Contact data in one place for easy access and analysis.

Understanding Key Metrics

Conversion Rate

The conversion rate measures the percentage of Contacts who progress from one Lifecycle Stage to the next, indicating the effectiveness of your sales process at each Stage.

Why It’s Important: A higher conversion rate means your strategies are effectively moving leads toward becoming customers.

Example: If 100 Contacts are in the “New Lead” stage and 40 move to “Hot Lead,” your conversion rate between these stages is 40%.

Drop-off Rate

The drop-off rate indicates the percentage of Contacts who do not move to the next stage, highlighting potential bottlenecks or issues in your sales funnel.

Why It’s Important: Identifying stages with high drop-off rates allows you to investigate and address underlying problems.

Example: If 60 out of 100 “New Leads” change to “Cold Leads,” your drop-off rate is 60%.

Step-by-Step Guide

Step 1: Download the Google Sheets Template

To get started, download our Google Sheets template designed for tracking lifecycle data.

  • Download Template: Download Google Sheets Template
  • Template Features:
    • Pre-defined columns for Contact ID, Contact Name, Lifecycle Stage, and Timestamps.
    • A pivot table for analyzing conversion and drop-off rates across stages.

Note: Copy the template to your Google Drive and adjust headings and columns as needed, ensuring they match for workflow setup. Remember to delete any pre-filled data before using it for your own use.

Step 2: Create a Workflow to Log Data

Option 1: Using the Lifecycle Updated Trigger
  1. Navigate to Workflows:
  • On your dashboard, go to Workflows > + Add Workflow.
  • Select Start from Scratch.
  1. Set Up the Trigger:

  • Choose the Lifecycle Updated Trigger.
  • This will initiate the workflow whenever a Contact’s Lifecycle Stage changes.
  1. Add the Google Sheets Step:

  • Click on + Add Step and select Add Google Sheets Row.
  • Connect your Google account and select the spreadsheet and worksheet where you want to log the data.
  1. Map the Data Fields:

Map the Contact’s information to the corresponding columns in your Google Sheet:

  • Contact ID: $contact.id
  • Contact Name: $contact.name
  • Lifecycle Stage: $contact.lifecycle
  • Timestamp: $system.current_datetime
  1. Save and Activate the Workflow:
  • Review your workflow settings.
  • Click Save and Publish the workflow.
Option 2: Using the Update Lifecycle Step

If you have specific triggers based on your business objectives, you can use other triggers and include the Update Lifecycle Step.

  1. Choose a Trigger:

Select a trigger that suits your needs, such as Contact Field Updated.

  1. Add the Update Lifecycle Step:
  • Click on + Add Step and select Update Lifecycle.
  • Choose the Lifecycle Stage you want to assign to the Contact.
  1. Add the Wait Step:
  • Add a 10-second waiting period between steps to allow data to be collected and updated. Learn more
  1. Add the Google Sheets Step:
  • As in Option 1, add the Add Google Sheets Row Step and map the data fields.
  1. Save and Activate the Workflow:
  • Review all steps.
  • Click Save and Publish the workflow.
This option allows you to control when the Lifecycle Stage is updated and logged, giving you more flexibility.

Step 3: Test the Workflow

Before rolling it out, test the workflow to ensure data is correctly captured and logged:

  1. Simulate a Lifecycle Stage Change:

Manually change a Contact’s Lifecycle Stage to trigger the workflow.

  1. Verify Google Sheets Entry:

Check your Google Sheet to confirm that a new row has been added with the correct data.

Analyzing the Data

With your data automatically logging into Google Sheets, you can use the built-in pivot table or create your own to analyze key metrics.

The pivot table helps visualize how Contacts move through each stage of your sales funnel.

You can access it in the Pivot Table tab in your Google Sheet.

Use it to analyze the following metrics:

  • Total Contacts at Each Stage: See how many Contacts are currently in each Lifecycle Stage.
  • Conversion Rates Between Stages: View the percentage of Contacts moving from one Stage to the next using the inbuilt table.
  • Drop-off Rates: Identify Stages where Contacts are not progressing.

Interpreting the Data

Identify Bottlenecks:

High drop-off rates at a particular Stage may indicate issues that need addressing.

Monitor Conversion Rates:

Analyze the percentage of Contacts moving from one Stage to the next to understand how effectively your sales funnel is performing at each Stage.

Improve Sales Strategies:

Use insights to train your sales team on best practices for moving Contacts through the funnel.

Understanding the Impact on Your Business

By tracking and analyzing Lifecycle data, you can make informed decisions that positively impact your business:

  • Refine marketing and sales strategies with data-driven insights.
  • Identify and address drop-off points that can lead to more efficient sales funnels.
  • Focus efforts and resources on stages in your sales process that yield the best results.
  • Monitor and make adjustments based on current data trends.

Conclusion

Automating the tracking of Contacts and logging data into Google Sheets empowers your team with valuable insights to optimize the sales process. By leveraging our Lifecycle feature and workflows, you eliminate manual data entry, allowing your team to focus on engaging with Contacts and closing deals.

Feeling stuck? Do not fear.

Need assistance? Contact us for support. Help is here!

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