The 5-Stage Rollout Process

This is what will happen, step by step. The rollout follows the same five stages for every chapter, and each stage has a clear owner, a clear exit, and a clear "what comes next." Read it before you start so there are no surprises — if you ever feel stuck mid-rollout, this page is the map.

Stage 1 — Data Collection

Owner: chapter admin. Exit: roster uploaded to the portal.

You upload your current chapter roster as a CSV or Excel file via the Portal. We accept the format you already use — there's no Edge8 template you have to migrate to first. The system stores the file securely and notifies Edge8 that you're ready for the next step.

Stage 2 — Validation & Transform

Owner: Edge8. Exit: validated dataset ready for review.

Edge8 runs your file through a validation pipeline: deduplication, email format checks, anniversary-date sanity, missing-required-field detection. We mark every record green (ready), amber (needs your call), or red (must be fixed before import). You receive an email when the validation report is ready, with a portal link to the flagged records.

Stage 3 — Review Call

Owner: chapter admin + Edge8. Exit: review call complete, final spec locked.

A 30-minute video call with Edge8. We walk through every amber and red flag together, agree on the resolution (delete, merge, edit), and lock the final dataset. No call follows without your sign-off — nothing leaves your control without an explicit "yes, ship this."

Stage 4 — HubSpot Import

Owner: Edge8. Exit: records present in global HubSpot.

Edge8 imports the locked dataset into the global HubSpot using the standard EO field mapping (Lifecycle Stage, Lead Status, Member Status, Primary Interest, and the EO-specific custom fields). You watch the record count climb in the portal. Any import errors are surfaced and patched before the stage closes.

Stage 5 — Go Live

Owner: chapter admin. Exit: chapter operating in HubSpot.

Members receive their welcome email from HubSpot. Workflows fire. Your old spreadsheet is archived. The portal shows "Go Live" — done.

Estimated timeline

A typical chapter completes all five stages in 1-2 weeks. The longest single step is usually the Review Call scheduling — the actual call rarely exceeds 30 minutes.

Related pages

• FAQ — common questions chapters ask while in this flow.
• Lifecycle Stage — the core HubSpot field set during Stage 4.
• The three systems — how HubSpot, Altai, and ChargeBee connect behind the scenes.