Comprehensive Guide to Using HubSpot: BS LLC Training Knowledge Base

Master HubSpot CRM, Marketing, Automation, and More

Table of Contents

• Introduction and Overview
• CRM
  • Contacts
    • Default Contact Properties
    • Custom Contact Properties
    • Managing Contacts
  • Lists
    • Types of Lists
    • How to Use Lists
  • Deals
    • Deal Stages
    • Managing Deals
• Marketing
  • Campaigns
  • Ads
  • Social
  • Forms
  • Email
• Automation
  • Workflows
• Library
  • Templates
  • Snippets
• Integration with Other Tools
• Security and Compliance
• User Roles and Permissions
• Continuous Learning and Support

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Introduction and Overview

Introduction

Welcome to BS LLC's HubSpot Training Knowledge Base. This article provides comprehensive guidance on utilizing HubSpot’s tools for marketing, sales, and customer service.

Overview of HubSpot

HubSpot is a CRM platform that integrates various tools to manage customer relationships, marketing campaigns, and sales processes.

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CRM

Contacts

Manage individual contacts and companies in HubSpot CRM. View interactions and data for each contact and company.

Default Contact Properties

Essential information includes:

• First name
• Last name
• Email
• Phone number
• Company
• Industry
• Website URL
• Lead Status
• Lifecycle Stage

Custom Contact Properties

Add personalized fields to contact and company records.

How to Create and Define Custom Properties:

1. Go to Settings > Data Management > Properties > Create Property.
2. Define Properties:
   • Label: Name of the property.
   • Internal Name: Auto-generated for internal use.
   • Description: Optional explanation.
   • Group: Organize property.
   • Field type: Text, number, dropdown, etc.
3. Examples of Custom Properties
   • Dining Preferences (drop-down select): Vegetarian, Vegan, Gluten-Free, Dairy-Free, etc.
   • Dietary Restrictions (multi-line text box): Elaborate on an individuals allergies
   • Loyalty Member (boolean): Indicates whether a contact is a member of the loyalty member to enroll them into marketing communications.

Managing Contacts

Access and manage contact information and interactions.

Key Actions:

• Edit: Update contact information.
• Add Activity: Email, calls, tasks, meetings.
• Associate Records: Companies, deals, tickets, workflows, documents, forms.

Import and Export Contacts:

• Import: Contacts > Import > Start an Import. Select a file from your computer, usually in the form of CSV. Map the the columns of your spreadsheet to HubSpot properties.
• Export: Select contacts, click More > Export.

Merge Duplicate Contacts:

• Go to Contacts > Manage Duplicates.
• Confirm merges.

Note: Some features require a paid Sales Hub or Marketing Hub subscription.

FAQs:

• How to import contacts?
  • Navigate to Contacts > Import > Start an Import and follow the prompts.
• How to merge duplicates?
  • Go to Contacts > Manage Duplicates and confirm merges.

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Lists

Organize and segment contacts with lists.

Types of Lists

• • • Active Lists: Automatically update based on criteria.
      • Product Interest Segmentation: contacts with an interest in a specific product category based on website behavior or form. Send targeted marketing campaigns highlighting the product's features, promotions, and benefits.
      • Loyalty Program Members: contacts who are your loyalty program members (by filling a form). Send exclusive offers and rewards to your loyal customers.
      • Customer Lifestage: contacts in a particular lifestage (MQL, SQL, Cold Leads, Customers, Disqualified) to send specific follow-up marketing materials to further nurture.

• • • Static Lists: Fixed lists, manually updated.
      • Event Invitations: a static list of contacts who attended a specific event in the past to send a new invitation or send special offers.
      • Holiday Greetings: a specific list of clients you want to send personalized holiday gifts or greetings to.

• • Define Properties:
    • Label: Name of the property.
    • Internal Name: Auto-generated for internal use.
    • Description: Optional explanation.
    • Group: Organize property.
    • Field type: Text, number, dropdown, etc.

Note: Advanced list features may require a higher-tier Marketing Hub subscription.

FAQs:

• How to create an active list?
  • Go to CRM > Lists > Create List, select "Active List", name it, and set criteria.
• How to use lists in workflows?
  • Enroll lists in workflows from the workflow setup page.

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Deals

Track revenue opportunities in your sales process.

Deal Stages

Customize deal stages to fit your sales process.

Basic Pipeline:

• Appointment Scheduled
• Qualified to Buy
• Presentation Scheduled
• Decision Maker Bought In
• Contract Sent
• Closed Won
• Closed Lost

Managing Deals

Set up properties and automation for deal management.

Key Actions:

• Notifications: Alert team members.
• Customize Deal Properties: Capture sales information.
• Use Required Properties: Ensure data entry consistency.
• Leverage Automation: Move deals through stages.

Associating Deals:

• Link to contacts and companies.
• Personalize sales approach.
• View interaction history.
• Identify decision-makers.

Reporting: Track deal performance and forecast revenue.

Revenue Analytics Report:

• Track projected deal values.
• Understand renewals, upgrades, downgrades, churns.
• Monitor revenue trends.

Note: Advanced deal features may require a higher-tier Sales Hub subscription.

FAQs:

• How to customize deal stages?
  • Go to Settings > Objects > Deals > Deal Stages and customize stages.
• How to track deal performance?
  • Use the revenue analytics report for detailed insights.

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Marketing

Campaigns

Organize and track marketing efforts.

Creating a Campaign:

1. Go to Marketing > Campaigns > Create Campaign.
2. Name your campaign, set dates.
3. Define goals and objectives.

Adding Assets:

• Emails
• Landing pages
• Forms
• CTAs
• Social Media
• Blog Posts

Campaign Forecasting: Track performance and forecast revenue.

Revenue Analytics Report:

• Analyze deal amounts.
• Understand renewals and churns.
• Monitor revenue.

Note: Advanced campaign features may require a higher-tier Marketing Hub subscription.

FAQs:

• How to create a campaign?
  • Go to Marketing > Campaigns > Create Campaign, set up, and add assets.
• How to forecast campaign revenue?
  • Use the revenue analytics report.

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Ads

Connect and manage ad campaigns.

Connecting Ad Accounts + Creating Ads:

1. Go to Marketing > Ads > Connect Account.
2. Integrate Google, Facebook, and LinkedIn.
3. Go to Marketing > Ads > Create Ad Campaign.
4. Choose a platform and set an objective.
5. Define audience, budget, and schedule.
6. Create ad creative.
7. Publish campaign.

Managing Ad Campaigns:

• Dashboard: Monitor ads.
• Performance Tracking: Track impressions, clicks, conversions, and ROI.
• Budget Management: Adjust budgets based on performance.

Note: Advanced ad features may require a higher-tier Marketing Hub subscription.

FAQs:

• How do you connect ad accounts?
  • Go to Marketing > Ads > Connect Account and follow prompts.
• How do you track ad performance?
  • Use the ads dashboard for detailed metrics.

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Social

Manage social media content from HubSpot.

Connecting Accounts + Creating Posts:

1. Go to Marketing > Social > Connect Account.
2. Integrate Facebook, Twitter, Instagram, and LinkedIn.
3. Go to Marketing > Social > Create a Social Post.
4. Select accounts, create posts, and schedule/publish.

Managing Social Media Campaigns:

• Calendar: Organize posting schedule.
• Monitoring: Track engagement.
• Reporting: Analyze campaign performance.

Note: Advanced social media features may require a higher-tier Marketing Hub subscription.

FAQs:

• How do you connect social media accounts?
  • Go to Marketing > Social > Connect Account and follow prompts.
• How do you schedule social posts?
  • Use the social media calendar to organize and schedule posts.

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Forms

Capture information with HubSpot forms.

Creating & Customizing Forms:

1. Go to Marketing > Forms > Create Form.
2. Choose from type, template, or start from scratch.
3. Use the drag-and-drop editor to add fields.
4. Customize field labels and placeholders.
5. Configure form options (notifications, follow-up emails, redirects).
6. Style forms to fit your brand.

Embedding and Publishing Forms:

1. Click Publish to make the form live.
2. Copy the embed code and paste it into the website HTML.

Automation:

• Set up workflows triggered by form submissions.
• Enroll contacts in sequences, assign tasks, and update CRM properties.

Note: Advanced form features may require a higher-tier Marketing Hub subscription.

FAQs:

• How to create a form?
  • Go to Marketing > Forms > Create Form and follow the steps.
• How to embed a form on a website?
  • Copy the embed code from the form settings and paste it into your website’s HTML.

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Email

Engage contacts with HubSpot email marketing.

Creating + Customizing Emails:

1. Go to Marketing > Email > Create Email.
2. Choose the type: regular, automated, or blog/RSS.
3. Use a drag-and-drop editor for content.
4. Add personalization tokens.

Sending Emails:

1. Review content and settings.
2. Select recipient list(s).
3. Send now or schedule.

Management Features:

• A/B Testing: Test different email versions.
• Analytics and Reporting: Track open, click-through, and conversion rates.
• Automated Emails: Use workflows for drip campaigns and follow-ups.

Note: Advanced email features may require a higher-tier Marketing Hub subscription.

FAQs:

• How to create an email campaign?
  • Go to Marketing > Email > Create Email and follow the steps.
• How to track email performance?
  • Use email analytics for detailed metrics.

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Automation

Workflows

Automate tasks with HubSpot workflows.

Creating Workflows:

1. Go to Automation > Workflows > Create Workflow.
2. Choose type: Standard, Contact-based, Company-based, Deal-based, Ticket-based, Custom.
3. Select a template or start from scratch.

Building Workflows:

• Triggers: Set enrollment triggers (e.g., form submission, property change).
• Actions: Define actions (e.g., send email, set property, create task).
• Delays and Conditions: Add delays, if/then branches for logic.

Note: Advanced workflow features may require a higher-tier Marketing Hub or Sales Hub subscription.

FAQs:

• How to create a workflow?
  • Go to Automation > Workflows > Create Workflow and follow the steps.
• How to add conditions to workflows?
  • Use if/then branches in the workflow editor.

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Library

Templates

Maintain consistency with pre-designed templates.

Creating Templates:

1. Go to Library > Templates > New Template.
2. Set name and subject, and write copy.
3. Add personalization tokens.

FAQs:

• How do you think you could create an email template?
  • Go to Library > Templates > New Template and follow the steps.
• How do you use personalization tokens?
  • Insert tokens to customize emails based on CRM properties.

Snippets

Streamline communication with reusable text blocks.

Creating Snippets:

1. Go to Library > Snippets > Create Snippet.
2. Name snippet, define shortcut.
3. Enter content and use personalization tokens.

Using Snippets:

• Type #shortcut_name in emails, notes, or chats to insert snippets.

Note: Access to full library features may require a higher-tier Sales Hub or Service Hub subscription.

FAQs:

• How to create a snippet?
  • Go to Library > Snippets > Create Snippet and follow the steps.
• How to use snippets in emails?
  • Type #shortcut_name to insert the snippet.

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Integration with Other Tools

Enhance HubSpot with integrations.

Examples of Integrations:

• Slack: Team communication.
• Salesforce: CRM and sales management.
• Shopify: E-commerce data sync.

Setting Up Integrations:

1. Go to Settings > Integrations > Connected Apps.
2. Search and connect the desired app.

Note: Some integrations may require a paid subscription or specific HubSpot plan.

FAQs:

• How do you integrate with Slack?
  • Go to Settings > Integrations > Connected Apps and follow the prompts.
• How to sync Shopify data with HubSpot?
  • Search for Shopify in Connected Apps and follow the steps.

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Security and Compliance

Ensure data security and compliance in HubSpot.

Best Practices:

• User Permissions: Assign roles to limit access.
• Data Encryption: Encrypt data in transit and at rest.
• GDPR Compliance: Follow GDPR practices for data handling.

FAQs:

• How do you assign user roles?
  • Go to Settings > Users & Teams > Roles and assign permissions.
• How do we ensure GDPR compliance?
  • Implement data handling practices that comply with GDPR.

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User Roles and Permissions

Manage user roles and permissions for data security.

Creating Roles:

1. Go to Settings > Users & Teams > Roles.
2. Create a new role and assign permissions.

Assigning Permissions:

• Read/Write Access: View or edit data.
• Feature Access: Control access to tools.

Note: Advanced user management features may require a higher-tier HubSpot subscription.

FAQs:

• How do you create user roles?
  • Go to Settings > Users & Teams > Roles and create a new role.
• How do I assign permissions?
  • Assign read/write or feature access based on responsibilities.

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Continuous Learning and Support

HubSpot offers resources and support for ongoing learning.

• • • HubSpot Academy: Free online courses and certifications.
    • Community Forums: Engage with other users and experts.
    • Customer Support: Access technical assistance.