Your DealHub Admin moved on. Now what?
You may wonder “how will I ever find another DealHub Admin?” Chances are, your DealHub Admin learned the ropes on the job and over a long period of time at some expense. Do you have to start over again? Maybe your recruiter will have qualified candidates? Maybe you can get by without getting someone new?
Don’t let sales slip! Keep your team quoting by taking these 7 steps when your DealHub CPQ Admin moves on. Get familiar with managing the system, understand the Admin work, and establish a plan for the future of your CPQ (Configure Price Quote system).
Confirm administrator access to DealHub for you or a team member and that access for your former admin has been revoked.
You will need a user in DealHub with the System Role of “Admin.” A user with the proper system role can access the Manage Account mode under their name by clicking their profile icon. If you can’t find a user with the Admin role, contact DealHub support help setting up an administrator. You will need one user that has administrator access to both DealHub and your CRM.
Confirm or establish an integration user
DealHub requires an integration user to connect with a CRM. I recommend creating a user account for that purpose rather than one assigned to a particular person, but it is common practice to assign the primary DealHub admin as the Integration user by clicking the “Integration user” checkbox on the Update User Details dialog from User Management > Users console.
Ask users and other stakeholders for patience regarding changes.
Keep a list of change requests. If the changes can wait, make a plan to update the system by activating a version on a schedule that gives you time to finish all 7 steps, prioritize and validate changes, and activate during low-system use (outside of normal operating hours).
If you have a change that cannot wait, gather the requirements and meet with your CSM to get help with a safe roll out. Some system changes can have unexpected consequences, so it’s best to have someone with experience in the system supporting you in the beginning.
CAUTION: Consider that your CPQ system is integrated with your CRM system. It receives information from your CRM and sends information to your CRM. Approach CRM changes carefully, especially changes to the Account object, the Opportunity object, the Quote object and others that might share data with your CPQ. Changes to integrated objects could affect how your CPQ behaves.
Use this as an opportunity to get familiar with who is using the system, how they are using it, and their assessment of it. Check in with Sales users, Sales leaders, Customer Success users, the finance team, and the legal team to make sure things are working properly.
Get familiar with the components of your CPQ system:
Your Customer Success Manager (CSM) at DealHub is a valuable resource during this transition period. Reach out to them for guidance and support.
Ask your CSM to walk you through the resources available to you:
Discuss how your CSM can assist you during this transition:
Work with your CSM to create a plan for addressing questions and getting help as you navigate your new responsibilities. This might include:
Use this transition as an opportunity to align your CPQ strategy with your organization's broader goals and plans.
Discuss product plans
Meet with your product team to understand:
Review pricing
Engage with your finance and sales leadership to discuss:
Identify new requirements
Gather input from various departments to uncover any new CPQ requirements:
By addressing these areas, you'll ensure that your CPQ system remains aligned with your organization's evolving needs and strategies. This proactive approach will help maintain the system's effectiveness and support your sales team's success during the transition period and beyond.
When your DealHub Admin leaves, you need to carefully consider how to fill this crucial role. Here are some options to evaluate:
Assess your needs
Before deciding on a solution, determine:
Do it yourself
If you have the capacity and willingness to learn, consider taking on the role yourself:
This option can be cost-effective but requires a significant time investment.
Leverage existing team members
Look within your team and company for candidates:
This approach can be quick to implement but may require adjusting other team members' workloads.
Hire a new DealHub Administrator
If you need dedicated expertise, consider hiring a new admin:
While this option may take longer and be more expensive, it gives a dedicated expert accountable for your CPQ system.
Engage consultants
For temporary support or specialized expertise, consider external help:
This option offers flexibility and expertise but may be more costly in the short term.
By carefully evaluating these options, you can choose the best approach to fill the gap left by your departing DealHub Admin. Consider a combination of these strategies to ensure both immediate system management and long-term CPQ success.
This is the hard part.
Prioritize the insights you’ve gathered from key stakeholders and your system assessment. Are there urgent gaps that need to be addressed?
Build a list of system improvements, integrations, or updates should be tackled first. Consider both short-term fixes and long-term enhancements that will strengthen your CPQ’s role in supporting your sales process.
Next, identify your team. Whether you’re using internal resources, external consultants, or a new hire, it’s essential to assign ownership for tasks like system maintenance, user support, and ongoing updates. Schedule regular check-ins to monitor progress.
You are not alone
Even though your DealHub Admin has moved on, you are not alone. From DealHub Support and your DealHub assigned Customer Success Manager, to great self-service resources like the DealHub Knowledge Center and Academy, you always have a way to get help.
Take control with these 7 steps. You’re now familiar with the DealHub CPQ system, the resources available to you, and have a plan to keep quoting.