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How to Set Up Your HubSpot Sales CRM Platform

Woohoo! You've taken the first step toward streamlining your marketing and sales initiatives and have signed on to use the HubSpot Sales Platform and CRM for your company.

Here at Bluleadz (BZ), we’ve had more and more clients moving over to the HubSpot Sales Platform, so we’ve had a chance to learn the ins and outs of the system and really push its capabilities.

One question that seems to come up with each new account is, "where do I start?" This should be pretty simple: get a new software and utilize HubSpot’s great online learning documents to understand how to set it up. But, there is more to it than simply setting up the technicals of a new software.

Developing Your Sales Process

What I have found is before you get into the system to set everything up, a full review of your company's current sales process is essential. Ask your team the following questions:

  • How will the handoff between marketing and sales work?
  • Are we working primarily with contacts or companies? Are we associating our contacts with companies currently?
  • What information do we really need to have about our prospects to qualify them?
  • Should we have multiple deal pipelines? (Possibly by service or product offering.)
  • “What are our deal stages now? Are they currently working?

Developing and having your entire team on the same page about your sales process is key to setting up HubSpot Sales successfully.

These are the questions I ask new clients who are getting set up, that way they are customizing the sales platform to work for THEIR business.

Setting Up Your HubSpot CRM

While the aforementioned article goes into full detail on how to do this, I will summarize it here as well. My only recommendation is to swap the order of steps three and four in HubSpot's article.I’ll explain why below.

The admin responsible for setting up the HubSpot CRM should go through all of these setup tasks and then add team members. I have outlined the steps that individual team members should perform as well once the initial setup is complete. 

Initial Administrator Setup

1. Connect to HubSpot Sales

This is an easy one! For new users, HubSpot Sales and the HubSpot CRM will be integrated immediately! Login to your HubSpot account, navigate to the top left dropdown and select "Sales." That will bring you to the Sales Dashboard and your CRM. You will see the navigation at the top of the page allows you to switch from the Marketing navigation to the Sales navigation.  

You can edit your individual HubSpot user settings as needed by going to Settings > Users & Teams and setting the level of sales access you want each HubSpot user to have. 

2. Install the HubSpot Sales Extension and Connect Your Email Inbox

This next step is essential. The HubSpot Sales Extension allows you to track and log emails from your inbox, while then giving you real-time notifications on when your contacts are interacting with your website or your emails. These tools work for Google Apps or Office 365 inboxes. 

The following article shows you the difference between tracking and logging emails with the HubSpot Sales Chrome extension so that you can make sure you're tracking and logging the proper information. 

3. Create Custom Properties to Store Your Data

The HubSpot CRM comes equipped with several standard properties or “fields,” such as company name, email, and phone number. However, every business needs to capture their own set of information that is specific to their business.

This is your opportunity to create those properties on either a contact, company, or deal level. It is important to add in these properties now because it is much easier to upload your list of contacts, companies, or deals with this information already filled in rather than having to go back and manually select them one-by-one later.

4. Import Your Contacts, Companies, and Deals

To start populating your CRM, you will need to import your existing data. To import your data, simply use the Import Manager and upload a CSV document. You can then map the columns in your CSV to the properties in the CRM. A few key things to note:

  • HubSpot deduplicates contacts in the CRM using the email address.
  • HubSpot deduplicates companies in the CRM using the company domain name property (the website domain of the company).
  • Before importing data, you’ll need to decide how you want to associate contacts with companies. If you want to save time in this process, you can let HubSpot do this for you by turning on the automatic association of companies feature. This setting looks at the email address on the contact and the company domain name on the company to automatically associate the two.

5. Create Custom Deal Stages

This is why I asked in the beginning of the post to identify what you’re sales process looks like. It is now time to create those deal stages in HubSpot so your team can accurately move their deals through the appropriate process for your business.

With the HubSpot Sales Professional option, you have the ability to add multiple pipelines as well. This could be helpful if you have several different business segments with different deal stages as it allows you to segment your pipelines more efficiently. You also can assign a probability to each deal stage to indicate the likelihood of closing deals within that stage.

6. Create Saved Filters

Saved filters can be created on the contacts, companies, deals and task pages. The benefit is being able to filter by what is most important to you.

For example, common filters you can sort by include sales rep, lifecycle stage, location, or service type. This allows you to work your leads efficiently.

You can add multiple filters on one view as well by just continuing to click the "add filter" option. You can then save these filters so they are easy to access. You can save them as a shared filter or private, depending on whom on your team you want to have access to them. There also is an option to export your filtered data as well.

7. Configure your HubSpot CRM Settings

I encourage you to explore the setting options within the CRM. You can manage or change many of the settings, including:

  • Properties your team sees on a contact record;
  • Properties seen when creating new contacts,
  • Your time zone;
  • Currency.
Make sure your settings are configured to what is best for your business.

8. Add your Sales Team Users in HubSpot

There you have it! You've successfully set up your HubSpot CRM. Now, it's time to add your team members to the party. To add or manage your users, navigate to Settings > Users & Teams — this is where you can add your sales team and edit their permissions.

Individual Team Member Setup

As the account administrator, you now have set up your CRM and add your team members. The next question you’ll have is going to come from your team: “Now what do I do?!”

Below are a few of the steps that you should send to your sales team so they can get set up and comfortable navigating within the CRM as well. The instructions on how to do so were all listed above.

  1. Connect to HubSpot Sales.
  2. Install the HubSpot Sales Extension and Connect Inbox.
  3. Import Contacts, Companies and Deals.
  4. Create their Personal Saved Filters.
  5. Customize their “About” sections on contact records to see the info that is important to them during the sales process at a quick glance. This article shows you how.

Some Tips and Tricks

Although a few of these things were already mentioned, here is a list of a few things I highly recommend implementing when getting started with the HubSpot CRM.

Automatically Associate Companies to Contacts

When importing contacts, companies, or deals, make sure a HubSpot Owner is assigned — this way all leads going into your CRM are accounted for. This article shows you how to turn on this setting.

Set Up Your Saved Filter Views

Each company wants to easily see their hot leads, deal pipelines, and projected revenue at quick glance. By creating these filtered views, you have the option of quickly viewing contacts who are segmented by sales rep, lead status (specifically hot leads!), or product/service of interest and the list goes on.

Set these up for what is most important to you and you'll save a lot of time having to constantly filter down the line.

Utilize the HubSpot Meetings Tool

The HubSpot meetings tool is a very cool feature that allows you to link your calendar to the tool so that prospects can easily book a meeting with you.

It eliminates the need of going back and forth to choose a time that works, as they can just choose from what is available on your calendar. You also can use this as a feature for when someone fills out a form on your website.

Here at Bluleadz, after a contact fills out a bottom-of-the-funnel (BOFU) offer, the thank you page gives them the option to schedule a meeting with our sales rep immediately, making it quick and easy for the end user as well as less work for your sales reps to coordinate. 

HubSpot Documents Tool

The HubSpot documents tool allows you to build a library of sales content for your entire team that is housed in one place. You can then share documents right from your Gmail or Outlook inbox and see which content closes deals.

You also can even receive a notification the second a prospect opens a document so that you know they saw and engaged with your information

Sales Reporting Tools

While I didn’t touch on a bunch of the reporting features in this post, it is important to note that from a sales manager perspective, you can monitor the activity your team as well as overall sales performance metrics within the Sales platform. 

You can implement team activity reports, which enables you to see calls, meetings and emails completed by sales reps within the HubSpot platform. This allows you to have a handle on your team's performance.

You also can set up various reports based on your sales pipeline, sales performance, deals created, contacts lifecycle pipeline, revenue generation, and more. 

While this may seem like a daunting task, HubSpot has made it a very simple seven-step process that gets you up and running quickly and effectively.

Again, I highly suggest that you review my initial questions at the beginning of this post before setting up your CRM to ensure you have your entire organization on board with how you will classify, segment, and work your contacts and deals. By doing this in advance, it will allow for a much simpler setup. 

Do you have additional questions on the HubSpot Sales Platform? Feel free to ask them in our comments section and I'll be happy to help as best I can. Or, contact Bluleadz to set up a time to chat!

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Brittany Balog

Brittany Balog

Brittany is an Inbound Marketing Consultant for BluLeadz who enjoys traveling, live music, the beach and Steelers football.