Overview

What is this? If your organization was onboarded through a finance partner, this guide shows you how to set up your Welcome Call portal — including your profile, webhooks for data syncing, and custom surveys for your customers.

Why does it matter? Integrated organizations have a slightly different setup process than standard accounts. Getting your Welcome Call configured correctly means your customers get a seamless, branded experience from the moment they sign — and your data flows smoothly between SubcontractorHub and your finance partner's systems.

📌 Integrated vs. Third-Party Organizations: - Integrated organizations are onboarded through finance partners and use credentials provided by the finance manager. - Third-party organizations receive a unique code and link from the SubcontractorHub team.

Prerequisites

Before you begin, make sure you have:

✅ Login credentials for the SCH Welcome Call Portal (from your finance manager or SubcontractorHub team)
✅ Your webhook URLs (if you want to sync data with external systems — your tech team can provide these)
✅ A clear idea of what questions you want to ask customers in the survey

Step-by-Step Instructions

Part A: View and Update Your Profile

Log in to your SubcontractorHub Welcome Call Portal.

Click "Hi, [Username]" in the top-right corner → select "Settings".
Click "My Profile".
Click "Edit" to update your details (name, email, contact info).
Click "Update" to save your changes.

💡 Pro Tip: Scroll down on the profile page to find the password update section if you need to change your login credentials.

Part B: Set Up a Webhook for Data Syncing

This connects your Welcome Call data to your other systems automatically.

From the Welcome Call Portal, click "Hi, [Username]" → "Settings".
Select "Webhook".
Fill in your webhook details: - Customer Data API — The URL your webhook uses to retrieve customer data for matching/verification - Survey Event API — The URL where welcome call results will be sent
Set your Authentication Type: - If using an API Key, enter the key in the field next to the dropdown
Enter the Value and click "Save and Continue".

Part C: Configure Webhook Fields (Data Mapping)

Scroll to the top and select "Webhook Fields".

Review the Label and Key pairs — these map data between your systems.
- Label = What you see (the display name)
- Key = What the system uses behind the scenes (the technical identifier)
To add a new field, scroll down and click "Add Field".
Enter the Label, Key, and select the Type from the dropdown.
Click "Save and Continue".

📌 Why does this matter? These webhook fields become available as " tags" in your survey builder. They let you personalize survey questions with customer-specific data — like greeting them by name or referencing their project details.

Part D: Test Your Webhook

Enter your Session ID and Token ID in the test fields.

Send a webhook test to verify the data is flowing correctly.
Check the response to make sure everything matches expectations.

Part E: Create a Customer Survey

Click "Surveys" at the top of the page.

Click "Create Survey".
Fill in the survey details:
- Survey Name — e.g., "Solar Welcome Call Q1 2026"
- Email Subject — What the customer sees (e.g., "Welcome! Let's Get Your Project Started")
- Language — English or Spanish
- Email Message — A friendly, welcoming note
Choose your Presenter (the AI avatar who guides the customer).
Click "Create Survey" to save.
You'll be directed to a page to add your questions.
For each question:
- Type your Question text
- Select any relevant Tags (these pull in data from your webhook fields)
- Choose your Dealer Type from the dropdown
- Select the applicable States for the survey
Click "Save" when your questions are complete.

💡 Pro Tip: Keep surveys to 5–7 questions. Customers complete shorter surveys at much higher rates.

Part F: Validate Your Welcome Call URL (New Feature)

Integrated organizations can now verify their Welcome Call URLs are configured correctly:

Go to "Settings" in the Welcome Call Portal.
Look for the URL validation option.
Test your URLs to confirm they're working and accessible.

Real-World Example

Scenario: GreenPower Solar was onboarded through Sunlight Financial. Their finance manager provided Welcome Call portal credentials. GreenPower's operations director: 1. Updated the company profile with their branding info 2. Connected webhooks to their CRM so welcome call results automatically update customer records 3. Created a 6-question survey that confirms the customer's roof access details, preferred install date, and HOA requirements

Now every closed deal triggers a professional welcome call, and the results flow into their CRM without anyone touching a keyboard.

Troubleshooting / FAQ

Problem	Solution
Can't log into the Welcome Call Portal	Contact your finance manager (integrated orgs) or the SubcontractorHub team (third-party orgs) for credentials.
Webhook test fails	Double-check your Customer Data API and Survey Event API URLs. Verify your authentication type and key.
Tags aren't appearing in the survey builder	Make sure you've saved your Webhook Fields first. Tags are pulled from the fields you configure.
Survey email not sending	Verify the customer's email address is correct in the project. Check spam filters.
URL validation shows errors	Confirm the URLs are publicly accessible and correctly formatted. Contact support if issues persist.

Change Log Summary

What Changed	Details
Title	Changed from technical title to action-oriented, audience-specific title
Structure	Broke single document into 6 clear parts (A–F) with distinct purposes
Language	Explained "integrated organization," "webhook fields," and "tags" in plain English
Added	Prerequisites, real-world example, troubleshooting table, pro tips, definition callouts
Format	One action per step, bold UI elements, callout boxes for important context