Client Questionnaire

Piano Analytics + HubSpot Integration Project

Pre-Development Discovery Questions

📋 Purpose of This Document

This questionnaire will help us:

✅ Define exact project scope
✅ Identify all requirements upfront
✅ Prevent scope creep and disputes
✅ Provide accurate estimates
✅ Set clear expectations
✅ Define deliverables precisely

Important: Please answer all questions. "I don't know" or "To be decided" are valid answers, but they affect timeline and cost.

Section 1: Piano Integration - Current State

1.1 Existing Piano Setup

Q1.1: What Piano product(s) are you currently using?

[ ] Piano ID (Identity/Authentication)
[ ] Piano Analytics (Web Analytics)
[ ] Piano Composer (Experience Engine/Paywall)
[ ] Piano Activation (Subscription Management)
[ ] Piano Amp (CRM/Marketing)
[ ] Other: ___________________
[ ] Don't know - need to confirm

Q1.2: Is Piano already integrated in your existing application?

[ ] Yes, fully functional
[ ] Yes, partially working
[ ] Yes, but needs fixes
[ ] No, needs to be integrated from scratch
[ ] Don't know

Q1.3: If already integrated, what is the current integration method?

[ ] Iframe
[ ] JavaScript SDK
[ ] Server-side API
[ ] Third-party plugin
[ ] Custom implementation
[ ] Don't know

Q1.4: Can you provide access to:

[ ] Piano dashboard/admin panel
[ ] Piano API credentials (read-only for review)
[ ] Existing Piano integration code
[ ] Piano integration documentation you received
[ ] Piano support contact (if available)

Q1.5: What is the Piano iframe URL currently being used?

Answer: _________________________________

Q1.6: Does the Piano iframe currently work correctly?

[ ] Yes, works perfectly
[ ] Works but has issues (describe): _______________
[ ] Doesn't work
[ ] Haven't tested
[ ] Don't know

Section 2: Piano Integration - Required Functionality

2.1 Authentication Requirements

Q2.1: What authentication flows need to be supported?

[ ] User Login
[ ] User Signup/Registration
[ ] Social Login (Google, Facebook, etc.)
[ ] Password Reset
[ ] Email Verification
[ ] Two-Factor Authentication (2FA)
[ ] Remember Me functionality
[ ] Single Sign-On (SSO)
[ ] Other: ___________________

Q2.2: What user information needs to be collected during signup?

[ ] Email (required)
[ ] Password (required)
[ ] First Name
[ ] Last Name
[ ] Phone Number
[ ] Company Name
[ ] Job Title
[ ] Country/Region
[ ] Custom fields: ___________________

Q2.3: After successful login, where should users be redirected?

Answer: _________________________________
Example: /dashboard, /home, /profile, etc.

Q2.4: What should happen after logout?

[ ] Redirect to login page
[ ] Redirect to homepage
[ ] Show logout confirmation
[ ] Clear all user data
[ ] Other: ___________________

Q2.5: Do you need "Remember Me" functionality?

[ ] Yes
[ ] No
[ ] Not sure

Q2.6: Session timeout requirements:

Session should expire after: _____ minutes of inactivity
OR
[ ] No automatic timeout
[ ] Don't know - use best practice

Q2.7: Do you need password strength requirements?

[ ] Yes (specify): ___________________
[ ] No
[ ] Use Piano's default

Q2.8: Email verification required?

[ ] Yes, users must verify email before login
[ ] Yes, but users can login before verification
[ ] No verification needed
[ ] Don't know

2.2 User Data & Profile Management

Q2.9: Do users need to be able to:

[ ] View their profile
[ ] Edit their profile
[ ] Delete their account
[ ] Change password
[ ] Update email
[ ] Upload profile picture
[ ] None of the above

Q2.10: Should user data from Piano sync to your backend database?

[ ] Yes, immediately after login/signup
[ ] Yes, periodically (how often: _______)
[ ] No, use Piano as source of truth
[ ] Don't know

Q2.11: Where should user data be stored?

[ ] Piano only
[ ] Your backend database only
[ ] Both Piano and backend (synced)
[ ] Don't know - recommend best practice

2.3 Advanced Piano Features

Q2.12: Do you need Piano paywall/subscription features?

[ ] Yes, users need to subscribe/pay
[ ] No, free access only
[ ] Maybe in future
[ ] Don't know

Q2.13: If subscriptions are needed, what payment providers?

[ ] Stripe
[ ] PayPal
[ ] Piano handles payment
[ ] Other: ___________________
[ ] Not applicable

Q2.14: Do you need Piano's analytics tracking?

[ ] Yes, track user behavior
[ ] Yes, track content access
[ ] Yes, track conversions
[ ] No analytics needed
[ ] Don't know

Q2.15: Do you need Piano's A/B testing capabilities?

[ ] Yes
[ ] No
[ ] Maybe in future
[ ] Don't know what this is

Section 3: HubSpot Integration

3.1 HubSpot Current State

Q3.1: Is HubSpot already integrated in your application?

[ ] Yes, fully working
[ ] Yes, partially working
[ ] Yes, but broken
[ ] No, needs to be integrated
[ ] Don't know

Q3.2: What HubSpot products are you using?

[ ] HubSpot Marketing Hub (Free/Starter/Professional/Enterprise)
[ ] HubSpot Sales Hub
[ ] HubSpot Service Hub
[ ] HubSpot CMS
[ ] HubSpot Operations Hub
[ ] Don't know

Q3.3: Can you provide access to:

[ ] HubSpot portal/dashboard
[ ] HubSpot Portal ID
[ ] HubSpot API key (for backend)
[ ] HubSpot tracking code
[ ] Existing HubSpot integration code (if any)

Q3.4: What is your HubSpot Portal ID?

Portal ID: _________________________________
(Found in HubSpot Settings > Account & Billing)

3.2 HubSpot Data Requirements

Q3.5: What user data should be sent to HubSpot after Piano login/signup?

[ ] Email
[ ] First Name
[ ] Last Name
[ ] Phone
[ ] Company
[ ] Job Title
[ ] Piano User ID
[ ] Signup Date
[ ] Subscription Status
[ ] Custom properties: ___________________

Q3.6: When should user data be sent to HubSpot?

[ ] Immediately after signup
[ ] Immediately after login
[ ] After email verification
[ ] Only after first purchase/subscription
[ ] Other: ___________________

Q3.7: What events should be tracked in HubSpot?

[ ] User Signup
[ ] User Login
[ ] User Logout
[ ] Profile Update
[ ] Password Reset
[ ] Content Access
[ ] Subscription Created
[ ] Payment Completed
[ ] Page Views
[ ] Custom events: ___________________

Q3.8: Do you have custom HubSpot properties already created?

[ ] Yes (provide list): ___________________
[ ] No, need to create them
[ ] Don't know

Q3.9: Should existing contacts in HubSpot be updated when they login?

[ ] Yes, update every login
[ ] Yes, but only certain fields
[ ] No, don't update existing contacts
[ ] Don't know

Q3.10: Do you need HubSpot forms embedded in the application?

[ ] Yes (for what: ___________________)
[ ] No
[ ] Don't know

3.3 HubSpot Workflows & Automation

Q3.11: Do you have HubSpot workflows that trigger based on user actions?

[ ] Yes (describe): ___________________
[ ] No
[ ] Plan to create them
[ ] Don't know

Q3.12: Should certain actions trigger HubSpot emails?

[ ] Yes, welcome email after signup
[ ] Yes, verification email
[ ] Yes, password reset email
[ ] Yes, other: ___________________
[ ] No, emails handled elsewhere
[ ] Don't know

Q3.13: Do you need email marketing features?

[ ] Yes, users can subscribe to newsletter
[ ] Yes, users can manage email preferences
[ ] No
[ ] Don't know

Section 4: Piano + HubSpot Synchronization

Q4.1: Should Piano and HubSpot data stay in sync?

[ ] Yes, real-time sync
[ ] Yes, sync every X minutes: _____
[ ] Yes, sync once daily
[ ] No sync needed
[ ] Don't know

Q4.2: If Piano user data changes, should it update HubSpot?

[ ] Yes, automatically
[ ] Yes, but only certain fields
[ ] No
[ ] Don't know

Q4.3: If HubSpot contact data changes, should it update Piano?

[ ] Yes, automatically
[ ] Yes, but only certain fields
[ ] No
[ ] Don't know

Q4.4: What happens if sync fails?

[ ] Retry automatically
[ ] Log error and alert admin
[ ] Show error to user
[ ] Other: ___________________
[ ] Don't know - recommend best practice

Section 5: Existing Application Details

5.1 Technology Stack

Q5.1: What is your frontend technology?

[ ] React.js (version: _____)
[ ] Next.js
[ ] Vue.js
[ ] Angular
[ ] Plain JavaScript/HTML
[ ] Other: ___________________

Q5.2: What is your backend technology?

[ ] Node.js (Express/Nest.js/Other: _____)
[ ] Python (Django/Flask/FastAPI/Other: _____)
[ ] PHP (Laravel/Symfony/Other: _____)
[ ] Java (Spring/Other: _____)
[ ] .NET/C#
[ ] Ruby on Rails
[ ] Other: ___________________
[ ] No backend (frontend only)

Q5.3: What database are you using?

[ ] PostgreSQL
[ ] MySQL
[ ] MongoDB
[ ] Firebase
[ ] Other: ___________________
[ ] None

Q5.4: Do you have a user authentication system already?

[ ] Yes, fully functional (technology: _______)
[ ] Yes, but replacing with Piano
[ ] Yes, and Piano will be additional option
[ ] No, Piano will be the first auth system

Q5.5: State management library (if React/Vue):

[ ] Redux
[ ] Context API
[ ] MobX
[ ] Zustand
[ ] None
[ ] Other: ___________________

5.2 Access & Environment

Q5.6: Can you provide access to:

[ ] Source code repository (GitHub/GitLab/Bitbucket)
[ ] Development environment
[ ] Staging environment
[ ] Production environment (read-only)
[ ] API documentation
[ ] Database schema

Q5.7: Do you have separate environments?

[ ] Development
[ ] Staging/QA
[ ] Production
[ ] Only production

Q5.8: Where is the application hosted?

[ ] AWS
[ ] Google Cloud
[ ] Azure
[ ] Vercel
[ ] Netlify
[ ] Heroku
[ ] Other: ___________________
[ ] On-premise servers

Q5.9: Who will handle deployment?

[ ] Your team
[ ] Our team (us - the developers)
[ ] DevOps/Third party
[ ] Don't know yet

Section 6: Security & Compliance

Q6.1: Do you need to comply with data protection regulations?

[ ] GDPR (Europe)
[ ] CCPA (California)
[ ] HIPAA (Healthcare)
[ ] Other: ___________________
[ ] Not sure
[ ] No specific requirements

Q6.2: Do you need cookie consent management?

[ ] Yes, for GDPR compliance
[ ] Yes, for other reasons
[ ] No
[ ] Not sure

Q6.3: What data privacy features are needed?

[ ] Cookie consent banner
[ ] Privacy policy link
[ ] Terms of service acceptance
[ ] Right to deletion (delete account)
[ ] Data export (download user data)
[ ] Opt-out of tracking
[ ] Other: ___________________

Q6.4: Do you have existing security requirements?

[ ] SSL/HTTPS only
[ ] Two-factor authentication
[ ] Password complexity rules
[ ] Session encryption
[ ] IP whitelisting
[ ] Rate limiting
[ ] Other: ___________________

Q6.5: Are there any compliance audits or certifications needed?

[ ] SOC 2
[ ] ISO 27001
[ ] PCI DSS (if handling payments)
[ ] Other: ___________________
[ ] No

Q6.6: Do you need security penetration testing?

[ ] Yes, by our team
[ ] Yes, by third party
[ ] No
[ ] Don't know

Section 7: User Experience & Design

Q7.1: Do you have design mockups/wireframes for:

[ ] Login page
[ ] Signup page
[ ] Profile page
[ ] Password reset flow
[ ] Loading states
[ ] Error states
[ ] None - we need designs created

Q7.2: Should the Piano iframe match your application's design?

[ ] Yes, must look seamless (provide brand guidelines)
[ ] Yes, basic matching
[ ] No, Piano's default design is fine
[ ] Not sure if this is possible

Q7.3: Do you have brand guidelines to follow?

[ ] Yes (can provide)
[ ] No

Q7.4: What should happen during loading?

[ ] Show loading spinner
[ ] Show skeleton UI
[ ] Show custom animation
[ ] Nothing special
[ ] Other: ___________________

Q7.5: How should errors be displayed?

[ ] Inline error messages
[ ] Toast/notification messages
[ ] Modal popups
[ ] Dedicated error page
[ ] Other: ___________________

Q7.6: Mobile responsiveness required?

[ ] Yes, must work on all devices
[ ] Desktop only
[ ] Don't know

Q7.7: Accessibility requirements (WCAG)?

[ ] WCAG 2.1 Level A
[ ] WCAG 2.1 Level AA
[ ] WCAG 2.1 Level AAA
[ ] No specific requirements
[ ] Don't know what this means

Section 8: Testing & Quality Assurance

Q8.1: What level of testing is required?

[ ] Unit tests
[ ] Integration tests
[ ] End-to-end tests
[ ] Manual testing only
[ ] No testing required (not recommended)

Q8.2: What browsers must be supported?

[ ] Chrome (latest)
[ ] Firefox (latest)
[ ] Safari (latest)
[ ] Edge (latest)
[ ] Internet Explorer 11 (legacy)
[ ] Mobile browsers (iOS Safari, Chrome Mobile)
[ ] All modern browsers

Q8.3: Who will perform QA testing?

[ ] Your QA team
[ ] Our team
[ ] Third party
[ ] No formal QA

Q8.4: Do you need a testing environment?

[ ] Yes, separate staging server
[ ] Yes, can use production with test accounts
[ ] No

Q8.5: What is your User Acceptance Testing (UAT) process?

Describe: _________________________________
OR
[ ] No formal UAT process

Section 9: Documentation & Training

Q9.1: What documentation do you need?

[ ] Technical documentation for developers
[ ] API documentation
[ ] User guide/manual
[ ] Admin guide
[ ] Deployment guide
[ ] Troubleshooting guide
[ ] Code comments only
[ ] No documentation needed

Q9.2: Do you need training for your team?

[ ] Yes, for developers
[ ] Yes, for admins
[ ] Yes, for end users
[ ] No training needed

Q9.3: Documentation format preference:

[ ] Markdown files
[ ] PDF documents
[ ] Video tutorials
[ ] Wiki/Confluence
[ ] In-code comments only
[ ] No preference

Section 10: Project Scope & Timeline

Q10.1: What is NOT included in this project? (Out of scope)

List features/tasks that are explicitly NOT part of this project:
_________________________________
_________________________________
_________________________________

Q10.2: What features are "Must Have" (cannot launch without)?

List critical features:
1. _________________________________
2. _________________________________
3. _________________________________

Q10.3: What features are "Nice to Have" (can be added later)?

List optional features:
1. _________________________________
2. _________________________________
3. _________________________________

Q10.4: When do you need this project completed?

Target deadline: _________________________________
Is this deadline flexible? [ ] Yes [ ] No

Q10.5: Are there any hard deadlines we must meet?

Example: Product launch date, compliance deadline, etc.
_________________________________

Q10.6: How many developers will work on this from your side?

[ ] 0 (only external team)
[ ] 1 developer
[ ] 2-3 developers
[ ] More than 3
[ ] Don't know yet

Section 11: Support & Maintenance

Q11.1: After launch, who will maintain the integration?

[ ] Your in-house team
[ ] Our team (ongoing contract)
[ ] Third party
[ ] To be decided

Q11.2: Do you need post-launch support?

[ ] Yes, X months: _____
[ ] Yes, ongoing monthly retainer
[ ] No, handoff after completion
[ ] To be decided

Q11.3: Do you need monitoring/alerting setup?

[ ] Yes, for errors
[ ] Yes, for performance
[ ] Yes, for security
[ ] No
[ ] Don't know

Q11.4: How should critical issues be handled post-launch?

Contact method: _________________________________
Response time expectation: _________________________________

Section 12: Budget & Priorities

Q12.1: What is your budget for this project?

[ ] Fixed budget: $_____
[ ] Hourly rate: $_____ (max hours: _____)
[ ] Flexible, need estimate
[ ] Prefer not to disclose

Q12.2: What is more important to you? Rank 1-3 (1=most important):

[ ] Cost (staying within budget)
[ ] Speed (fast delivery)
[ ] Quality (best practices, testing, security)

Q12.3: If we exceed the timeline, would you prefer:

[ ] Extend deadline to maintain quality
[ ] Reduce scope to meet deadline
[ ] Increase budget for more resources
[ ] To be decided when needed

Q12.4: Are there any cost constraints we should know about?

Answer: _________________________________

Section 13: Communication & Workflow

Q13.1: How often do you want progress updates?

[ ] Daily
[ ] Every 2-3 days
[ ] Weekly
[ ] Bi-weekly
[ ] Only at milestones

Q13.2: Preferred communication channel:

[ ] Email
[ ] Slack
[ ] Microsoft Teams
[ ] Phone calls
[ ] Video meetings
[ ] Project management tool: ___________________

Q13.3: Who is the primary point of contact?

Name: _________________________________
Role: _________________________________
Email: _________________________________
Availability: _________________________________

Q13.4: Who are the decision makers for:

Technical decisions: _________________________________
Design decisions: _________________________________
Budget decisions: _________________________________
Timeline decisions: _________________________________

Q13.5: How should we handle change requests during development?

[ ] Pause work and re-estimate
[ ] Document and handle after initial scope
[ ] Add to backlog for Phase 2
[ ] Discuss case-by-case
[ ] Other: ___________________

Q13.6: Do you use project management tools?

[ ] Jira
[ ] Asana
[ ] Trello
[ ] Monday.com
[ ] GitHub Projects
[ ] Other: ___________________
[ ] No, prefer email/Slack

Section 14: Risks & Constraints

Q14.1: Are there any technical constraints we should know about?

Examples: Legacy code, old frameworks, specific libraries to use, etc.
_________________________________

Q14.2: Are there any business constraints?

Examples: Seasonal traffic, upcoming campaigns, regulatory deadlines, etc.
_________________________________

Q14.3: What are the biggest risks you see for this project?

Your concerns:
1. _________________________________
2. _________________________________
3. _________________________________

Q14.4: Have you had similar integration projects before?

[ ] Yes, successful
[ ] Yes, had issues (describe): ___________________
[ ] No, first time

Q14.5: Is there anything else we should know?

Any other important information:
_________________________________
_________________________________
_________________________________

Section 15: Sign-Off & Agreement

Q15.1: Who needs to approve:

Technical specifications: _________________________________
Design mockups: _________________________________
Final deliverable: _________________________________

Q15.2: What defines "project completion"?

[ ] All features working on production
[ ] Successful UAT
[ ] Passed security audit
[ ] Documentation delivered
[ ] Training completed
[ ] X weeks of stable operation
[ ] Other: ___________________

Q15.3: How will we handle disagreements about requirements?

[ ] Client has final say
[ ] Developer recommends, client decides
[ ] Escalate to project manager
[ ] Other: ___________________

📝 Next Steps After Completing This Questionnaire

Review Answers Together
- Schedule call to discuss answers
- Clarify any unclear responses
- Identify gaps in requirements
Create Detailed Specification Document
- Based on your answers
- With technical architecture
- Including timeline and cost estimate
Define Statement of Work (SOW)
- Clear deliverables
- Timeline with milestones
- Payment terms
- Change request process
Get Written Approval
- Sign-off on specifications
- Agree on timeline
- Approve budget
Begin Development
- With clear scope
- No surprises
- Regular communication

⚠️ Important Notes

"I don't know" is a valid answer - We'll help you figure it out, but it may affect timeline/cost
Be specific - Vague answers like "make it work" or "the usual" can lead to misunderstandings
Think about the future - Consider what might be needed in 6-12 months
Prioritize ruthlessly - Not everything can be "high priority"
Budget reality - More features = more time = higher cost

Document Prepared By: _________________________________
Date: _________________________________
Client Name: _________________________________
Project Name: Piano + HubSpot Integration

📧 Submission

Please complete this questionnaire and send to:

Email: your-email@company.com
Deadline: _________________________________

If you have questions while filling this out, contact:

Name: _________________________________
Email: _________________________________
Phone: _________________________________

Thank you for your time in completing this questionnaire!
This will ensure a smooth, successful project with no surprises.

Client Questions: Piano Analytics and HubSpot Integration Discovery