There are a series of administrative tasks all new HubSpot users must complete before being fully operational in the CRM. This includes integrating your personal email inboxes, calendars, phones and more.
All new users on your team should follow this checklist.
One thing that makes HubSpot such an effective tool is how easily it integrates with existing work processes. You are constantly sending emails, making phone calls, scheduling meetings, managing tasks and more. Any user on your account can connect HubSpot to your existing tools so that activities can be created or logged automatically in HubSpot when they happen.
Watch this overview video if you are so inclined:
![[HubSpot Training] Overview of Individual Settings and New User Playbook](https://cdn.vidyard.com/thumbnails/38468267/RNmMRCcgE2yPtAjZa2XdDQq8YNe9ifYZ.gif)
Here is a basic new user checklist:
- Connect your personal email (Gmail or Outlook)
- Customize your email signature
- Connect your personal calendar (Gmail or Outlook)
- Create your first meeting (calendar) link
- Connect your phone number(s)
- Customize your individual user profile
- Customize your notification settings
- Upload any important documents
Connect your personal email
Connect a personal email account to HubSpot to send one-to-one emails from the CRM, log email replies to the CRM, send sequences emails, and install HubSpot Sales to access the sales tools in your inbox.
Every user should do this. Once connected, any emails sent from Gmail or Outlook can automatically be logged and tracked in HubSpot. Also, users can email their contacts right out of HubSpot and it will be virtually the same as if they emailed out of Gmail or Outlook.
This email account should be unique to your user and not used by anyone else on your team. It should be the email address you typically use to send emails to your contacts, such as your company email address. By connecting your personal email account, you give HubSpot permission to send emails to your contacts using your company’s email servers. Some HubSpot tools require a personal email connection. You can connect multiple personal emails to HubSpot that your user can use to send emails.
Read the full tutorial from HubSpot's Knowledge Base here.
Watch our homemade video tutorial
This example uses Gmail as an example (since we use Gmail internally, not Outlook), but the process is virtually the same for Outlook as well.
Customize your email signature in HubSpot
Add your email signature to HubSpot. That way if you decide to email someone right out of the CRM (as opposed to toggling back to your Gmail or Outlook), it maintains the branding and professionalism of your traditional email.
This only impacts users who want to also send emails out of HubSpot (in addition to Gmail or Outlook). Rather than constantly switching back and forth between browser tabs, you can quickly send an email to a contact when you are viewing their record in HubSpot. So updating your email signature will ensure your professional branding looks the same, no matter where you are emailing from.
- In your HubSpot account, click the settings settings icon in the main navigation bar.
- In the left sidebar menu, navigate to General.
- Click the Email tab.
- In the Configure section, click Edit email signature.
- Enter your signature in the text box. In the Simple editor, use the icons to format the text, insert a link, or insert an image. Or, click HTML and edit the HTML of your signature.
Read the full tutorial from HubSpot's Knowledge Base here.
Connect your personal calendar
The Google Calendar and Outlook Calendar sync with HubSpot allows you to simultaneously log a meeting in your CRM, create a calendar event for that meeting, and send invites to meeting guests. Additionally, if you create a meeting event in Google Calendar or in Outlook Calendar with a HubSpot contact, the event will appear on their contact record timeline.
Connecting your calendar to HubSpot allows meetings to automatically populate to activity reports. And it also allows reps to create meeting links which allow prospects and customers to schedule meetings based on calendar availability.
- In your HubSpot account, click the marketplace Marketplace icon in the main navigation bar, then select App Marketplace.
- Search for the Google or Outlook Calendar integration, and select Google Calendar or Outlook Calendar in the results. In the top right, click Connect app.
- You'll be redirected to [Google or Office 365] to sign in or choose an account if you have multiple accounts.
- You will then be prompted to review and approve the requested permissions.
Read the full tutorial from HubSpot's Knowledge Base here.
Create your first meeting (calendar) link
Create one-on-one scheduling pages so contacts can book meetings with you. If you have an assigned Sales Hub or Service Hub paid seat, you can also create a team scheduling page so contacts can book time with multiple users. Your contacts can access these scheduling pages using a meeting link. If you connect your Gmail of Office 365 calendar, scheduled meetings will sync with your connected calendar so your appointments will always be up-to-date.
"You mean like Calendly?" Yes. This is yet another feature that's built into HubSpot, even on free plans. Create your first scheduling page and use it to make it easier for people to book meetings with you. Anyone with a paid seat can create multiple meeting links and/or meeting links with multiple users. You can also embed these on website pages. Highly recommended for any HubSpot user.
Super admins with assigned Sales Hub or Service Hub paid seats can also create and edit scheduling pages for other users by selecting the other user as the meeting organizer.
If you do not have a paid seat, you can only customize one scheduling page with default HubSpot branding. Paid seats can create up to 1,000 individual scheduling pages. Learn more about your subscription limits in HubSpot’s Product & Services catalog.
Read the full tutorial from HubSpot's Knowledge Base here.
Watch our homemade video tutorial
This example uses Gmail as an example (since we use Gmail internally, not Outlook), but the process is virtually the same for Outlook as well.
Connect your phone number(s).
Connecting your phone to HubSpot allows reps to place calls to contacts right from the CRM on both desktop and mobile. When calls are placed from the CRM, they automatically count toward activity totals so reps don't need to take the additional manual step of "logging" a call. Additionally, we have the option of recording phone calls to help managers coach their reps. Any user can connect multiple phones.
Similar to integrating your email inbox, users can place calls directly from HubSpot. Those activities are then automatically logged, so gone are the days of doing the activity and then manually logging the activity. Plus, you can set up call tracking and even call transcription for Enterprise subscriptions.
To make calls in HubSpot, you can either use a HubSpot provided phone number, register an outbound phone number, or integrate with a third-party calling provider.
Read the full tutorial from HubSpot's Knowledge Base here.
Customize your individual user profile
In settings, you can manage your personal account preferences, such as your language, default home page, and CRM communication settings. These settings will only affect your user.
Every user should upload a profile picture, since that will show up on any meeting links (scheduling pages) they create. Also, a personal cell phone number should be listed in case any users decide to receive text notifications. Users can also customize their language preferences, preferred home page and more.
The profile image, first name, and last name associated with a HubSpot user can only be changed by the user themselves, or a super admin who logs in as the user only if that user is on one HubSpot account. Otherwise, users cannot make edits to other users' names, even if they have the Add and edit users permission.
Read the full tutorial from HubSpot's Knowledge Base here.
Customize individual notification settings
User notifications alert you when various actions or activities occur in your account. You can set up and control the notifications you receive from HubSpot.
Every user should customize their notification settings to the best of their ability. It controls what they get notified for and how they get notified (email, desktop, in app, etc.). All users should receive notifications when a contact is assigned to them or when another team member mentions them on an internal note. But there are a variety of other triggers that users may want to receive notifications about.
Notifications are very easy to configure in an individual's settings.
Read the full tutorial from HubSpot's Knowledge Base here.
Upload documents
With the documents tool, you can build a library of content for your entire team to upload and share documents with your contacts. HubSpot will automatically apply tracking when you share a document, which will show you if/when your contact views the document. You can also require recipients to enter their email address before viewing the content.
In this step, just have your team upload the most important documents they use the most. In future trainings, we can teach them how to use and track documents effectively.
- In your HubSpot account, navigate to Sales > Documents.
- Click Upload document, then select the import source for your file. Your file format must be .pptx, .pdf, .docx, or .xlsx.
Once the document is uploaded, it will appear in your documents dashboard.
Please note: free users can access the first five documents uploaded in an account. If a free user is added to an account where five or more documents have already been uploaded, that free user can view and share only the first five documents that were uploaded in that account. If no documents have been added to the account, the free user can upload up to five documents.