tracker-lightweight-schema

Partner Tracker: Lightweight Single-Sheet Schema

Purpose: Simplified tracker focusing on aggregate metrics and action planning
Assumption: HubSpot handles detailed rep-level tracking
Date: January 2025

---

🎯 Design Philosophy

Sheet = Action Planning + Aggregate Metrics
HubSpot = Detailed Rep Tracking

Goal: One sheet that tells you “what to do today” and “how partners are performing overall” without duplicating what HubSpot already tracks.

---

📊 Single Sheet: Partner Companies

Section 1: Partner Company Info

Column	Type	Description	Example
Partner Company	Text	Partner name	Snowflake
Partner Type	Dropdown	Ecosystem, Alliance, Co-Marketing	Ecosystem
Industry	Text	Industry focus	Vendor
Confidence	Number (1-3)	Confidence in partnership	2
HYPE	Number (1-3)	Market reach, growth, authority	3
Relationship	Text	Relationship description	We recommend SF to customers
Origin Story	Text	How partnership started	Jarred Clifford reached out to Uttam on LI
Slack Channel	Text	Partner Slack channel	snowflake-partners
Hyperscaler Association	Text	Associated hyperscalers	GCP, Snowflake, AWS WIP
Partner Program Status	Dropdown	Active, Inactive, Evaluating	Active
Partner Manager Name	Text	Partner program manager	(name)
Partner Manager Email	Text	Manager email	(email)
Partner Manager Slack	Text	Manager Slack handle	@manager

---

Section 2: Rep Engagement Summary (Aggregate)

Column	Type	Description	Source
Tier 1 Reps Count	Number	Count of Tier 1 reps	HubSpot (calculated)
Tier 1 Rep Names	Text	Names of Tier 1 reps (comma-separated)	HubSpot (for quick reference)
Tier 2 Reps Count	Number	Count of Tier 2 reps	HubSpot (calculated)
Tier 2 Rep Names	Text	Names of Tier 2 reps	HubSpot
Tier 3 Reps Count	Number	Count of Tier 3 reps	HubSpot (calculated)
Tier 4 Reps Count	Number	Count of Tier 4 reps	HubSpot (calculated)
Total Active Reps	Number	Tier 1 + Tier 2 count	Calculated
High Quality Reps	Number	Reps with Quality Score >= 8	HubSpot (calculated)

Why this matters: Quick view of engagement health without detailed tracking.

---

Section 3: Action Planning (Most Important)

Column	Type	Description	How to Use
Next Action Date	Date	Earliest next action date across all reps	Filter: “Next Action Date < Today” = who needs attention
Next Action Type	Dropdown	Follow-up, Account Research, Intro Request, Deal Support	What to do
Next Action Rep	Text	Which rep needs attention	Who to contact
Next Action Notes	Text	Brief context for the action	Why this action

Why this matters: This is your daily “what to do” column. Filter by “Next Action Date < Today” to see who needs attention.

---

Section 4: Activity & Metrics

Column	Type	Description	Source
Last Engagement Date	Date	Last contact with partner (any rep)	HubSpot (latest)
Last Engagement Notes	Text	What happened in last engagement	Manual entry
First Touch Date	Date	First contact with partner	HubSpot (earliest)
Time Since Last Touch	Formula	Days since last engagement	Calculated
Time Since First Touch	Formula	Days since first touch	Calculated

---

Section 5: Revenue Metrics (Aggregate)

Column	Type	Description	Source
Deal Size	Number	Typical/expected deal size	Manual entry
Leads Generated	Number	Total leads from all reps	HubSpot (sum)
Closed/Won Deals	Number	Total closed deals	HubSpot (sum)
Active Deals	Number	Deals in pipeline	HubSpot (count)
Pipeline Value	Number	Total pipeline value	HubSpot (sum)

---

Section 6: Activity Metrics (Aggregate)

Column	Type	Description	Source
Messages Sent (Total)	Number	Total messages to all reps	HubSpot (sum)
Meetings Held (Total)	Number	Total meetings with all reps	HubSpot (sum)
Collateral Sent (Total)	Number	Total collateral sent	HubSpot (sum)
Introductions Made (Total)	Number	Total introductions from all reps	HubSpot (sum)
Average Response Rate	Percentage	Average response rate across reps	HubSpot (calculated)

---

Section 7: Pipeline & Status

Column	Type	Description	Example
Current Phase	Dropdown	Phase 1-4 (from your current system)	Phase 2.5
Phase Date	Date	Date of current phase	6/12/25
HubSpot Link	URL	Link to partner company in HubSpot	Link
Notion Link	URL	Link to partner docs in Notion	Link
Partner Drive Link	URL	Link to partner folder	Link

---

Section 8: Notes

Column	Type	Description
Notes	Text	General notes, can include rep context

---

🔄 How It Works with HubSpot

Weekly Workflow:

Monday Morning:

1. Filter sheet by “Next Action Date < Today”
2. See which partners/reps need attention
3. Check HubSpot for rep details (tier, quality score, activity history)
4. Take action (email, call, research accounts)
5. Update “Next Action Date/Type/Rep” in sheet

Weekly Review:

1. Review HubSpot for rep tier movements
2. Update sheet with new tier counts
3. Update aggregate metrics (leads, deals, response rates)
4. Set next week’s actions

Monthly Review:

1. Review partner performance (aggregate metrics)
2. Identify partners needing attention
3. Review tier distribution (too many Tier 4? focus on Tier 1?)
4. Update partner program status

---

📊 Filter Views (Recommended)

Daily Action View

Filter: Next Action Date < Today
Sort: Next Action Date (ascending)
Use: See who needs attention today

Tier 1 Partners

Filter: Tier 1 Reps Count > 0
Use: Weekly review of active partnerships

Needs Attention

Filter: Time Since Last Touch > 30 days
Use: Partners that need re-engagement

High Performance

Filter: Closed/Won Deals > 0 OR Active Deals > 0
Use: Partners driving revenue

---

🎯 What You Get

✅ Action Planning

• Next Action Date/Type/Rep tells you exactly what to do
• Filter by date to see daily priorities
• No guessing who needs attention

✅ Aggregate Metrics

• Partner-level performance (leads, deals, revenue)
• Engagement health (tier distribution)
• Activity summary (messages, meetings, response rates)

✅ Lightweight Maintenance

• One sheet to maintain
• Weekly sync from HubSpot (update aggregate metrics)
• Daily action planning (update next actions)

✅ HubSpot Integration

• Detailed rep tracking stays in HubSpot (where it belongs)
• Sheet pulls aggregate data from HubSpot
• No duplication of detailed tracking

---

📝 Column Count: ~35 Columns

Breakdown:

• Partner Info: 12 columns
• Rep Summary: 8 columns
• Action Planning: 4 columns ⭐ (most important)
• Activity: 5 columns
• Revenue: 5 columns
• Pipeline: 3 columns
• Notes: 1 column

Total: ~35 columns (vs. 27+ per rep in 3-sheet system)

---

🚀 Migration Steps

Step 1: Keep Current Sheet Structure

• Keep all your current columns
• Add new columns to the right

Step 2: Add Rep Summary Columns

• Add Tier 1-4 counts (start with 0, update from HubSpot)
• Add Tier 1-2 rep names (for quick reference)

Step 3: Add Action Planning Columns

• Add Next Action Date/Type/Rep/Notes
• Set initial values based on current activity

Step 4: Set Up HubSpot Integration

• Tag reps in HubSpot with “Partner Sales Rep”
• Set Engagement Tier custom property
• Set Rep Quality Score custom property
• Create workflows to calculate aggregate metrics

Step 5: Weekly Sync Process

• Export aggregate metrics from HubSpot
• Update sheet with tier counts and metrics
• Set next week’s actions

---

✅ Success Criteria

After setup, you should be able to:

1. ✅ Filter by Next Action Date → See who needs attention today
2. ✅ See tier distribution → Know engagement health at a glance
3. ✅ Track aggregate metrics → Know partner performance overall
4. ✅ Plan weekly actions → Know what to do without checking HubSpot details

You don’t need:

• ❌ Detailed rep tracking in sheets (HubSpot has this)
• ❌ Individual rep metrics in sheets (HubSpot has this)
• ❌ Full activity history in sheets (HubSpot has this)

---

📚 Related Documentation

• Tracker Rationale: tracker-rationale.md - Why rep-level tracking matters
• Partner Tracking System: partner-tracking-system.md - Full system (for reference)
• Partner Playbook: partner-playbook.md - Strategy and approach

---

Last Updated: January 2025
Next Review: After implementation