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All plans are 30% OFF for the first month! with the code WELCOME303
HubSpot's customer relationship management (CRM) software allows you to manage contacts, deals, tickets, and other items for every aspect of your business. In this article we'll show you how to get started creating new contacts or updating existing ones using HubSpot's intuitive drag-and-drop interface.
We're assuming that you've already installed the free version of HubSpot CRM on your computer, which includes all these features. If not, visit https://www.hubspot.com/pricing/free-trial to sign up for an account and download it onto your PC.
In order to use HubSpot CRM, however, you will need to have at least one active user license purchased through HubSpot. For more info about licenses, see our guide here.
If you don't yet own HubSpot CRM, be sure to check out its best practices page [No Longer Available] before making any purchasing decisions. You can also try HubSpot CRM free for 30 days without paying anything!
So let's begin by looking at how to add a new contact record into HubSpot CRM. We'll then explain what each section means as we go along.
Click Add Contact Record " + New. This opens a panel where you can enter details for your new contact such as their name, email address, phone number, street address, city, state, zip code, website URL, birthday, gender, notes, etc. The form fields are arranged according to type, so you won't need to scroll far if you want to change something later.
Each field has a text box labeled Field Name followed by a dropdown menu titled Choose Field Type, plus some basic icons like image uploads. You can choose multiple types per field, but note that there may only be three options available depending upon whether the field contains a file attachment, photo, video, or link. You can select different options within individual fields too. So for example, you could attach photos to both personal and professional contacts.
When adding a contact record, you must first set their status to Active unless they were created manually by someone else during setup. To do this, click Status & Preferences... under Settings. Then make sure that the radio button next to Create Manually is selected. Otherwise, you'll end up with duplicate entries in your database. When you're done setting them all up, hit Save Changes.
At this point, you should also take care to fill in the fields marked Important. These include things like date of birth, anniversary year, eSignature preferences, mobile numbers, home addresses, email addresses, social media profiles, billing methods, and payment terms. Also ensure that you pick unique names for your primary labels. It helps to give each label a meaningful title, even though customers might never look at those titles. Finally, pay attention to capitalization when entering data.
As mentioned earlier, you cannot delete a saved contact record once it exists in HubSpot CRM because doing so would break links between related accounts. However, you can edit and modify a contact record just fine. Just keep in mind that most changes made to a person's profile affect future interactions, including emails sent and calls placed.
A contact record is similar to a contact card in HubSpot CRM. But instead of being limited to four sections, as discussed below, it can contain many more rows or columns. And unlike HubSpot, it doesn't come preloaded with default values for various fields. Instead, you will need to populate everything yourself.
You can access sales cloud via either its web app or desktop client. Once logged in, click Contacts & Accounts. Under Account Relationships, double-click the icon representing the current account. Next, expand People and then select Contacts. Now find the entry representing the contact whose record you wish to open. Click Edit Details.
This lets you review the entire history of conversations between you and your contact, starting back when they joined your list. You can also view their full biography, including their job description and education background. On top of this, you can adjust a few settings such as changing their password or enabling two-factor authentication (2FA).
To save changes, simply close the window. Note that while editing a single contact record, you can switch between tabs named Home, History, Notes, and Messages. Each tab shows additional information relevant to certain tasks, including recent messages, calendar events, shared documents, etc.
Under View Options, you can further customize the display of your contact record. Here you can decide which column headers appear across the top of the screen. By default, the Top 5 header displays five key metrics: Email Address, Phone Number, Mobile Number, Birthdate, and Gender. Below this, the Social Profiles header lists Twitter, LinkedIn, Facebook, Google+, Instagram, Snapchat, Pinterest, and WhatsApp. Lastly, the bottom row displays the Last Activity indicator and Message count.
Once again, you can toggle between tabs whenever needed. Meanwhile, the right pane shows the contents of each respective tab. There you can see who recently contacted you, viewed a shared document, or liked one of your posts on Facebook.
The left sidebar offers quick shortcuts to navigate around your contact manager. Hover over any item to reveal a small popout showing the relevant actions associated with it. For instance, clicking Recent Conversations reveals a timeline grid displaying recent communications between you and your contact. Similarly, viewing Shared Documents gives you several ways to interact with files uploaded by others.
Finally, the Notifications area provides a convenient way to stay updated on contact activity. You can enable notifications for incoming messages, scheduled meetings, follow ups, etc., and configure exactly which alerts you'd like to receive.
For easy reference, you can pin important contacts to the Favorites bar. Doing this adds a Pinned icon next to their name. Likewise, you can highlight people with whom you frequently communicate by marking them with a star.
And speaking of stars, did you know that you can rate contacts based on how helpful they've been to you? Simply hover over anyone's thumbnail and a popup appears giving you three choices—Excellent, Good, or Poor.
Lastly, you can share your contact record with colleagues by copying it directly to Microsoft Outlook, Gmail, or another supported service. Or copy it to a portable device running Windows 10 Mobile, Android, iOS, Blackberry OS, or Kindle Fire devices.
However, since sharing is strictly optional, you shouldn't feel compelled to send it to everyone except coworkers. Remember that keeping sensitive data private makes your life easier down the road.
After assigning a specific contact record to a particular lead, you can start interacting with them immediately using automated tools. Alternatively, if you prefer manual input, head back to the main screen and double-click the icon representing your contact. A dialog box pops up asking you to accept or reject the assignment. Select Accept to continue.
Alternatively, you can assign leads to existing contacts by selecting Assign Person From Existing Contact instead. Either option puts the contact into your workflow queue automatically. While this sounds great, remember that it creates a one-to-many relationship whereby you now have two copies of the same contact record in your system.
That said, having duplicates isn't necessarily bad. HubSpot CRM takes care of syncing them so that you always have accurate information. As long as none of your leads ever request to transfer ownership to someone else, it shouldn't cause problems.
There are two ways to perform routine updates to a contact record:
Use the Quick Update feature. First, locate the contact you wish to modify. Right-click on his or her thumbnail and select Quick Update. This brings up a simple window allowing you to change the contact's first name, last name, nickname, username, phone number, email address, language preference, birthday, anniversary year, country, industry, tags, notes, bio, location, notes, privacy, security question, time zone, 2fa secret phrase, and avatar picture.
By default, the Change All Other Fields option is checked. Uncheck it if you want to leave some of the irrelevant fields unchanged. Hit OK after confirming your choice.
Update a contact record using the standard UI. After locating the desired contact, right-click on him or her and select Update. This opens a window containing a table listing every detail included in the original creation process. Use the filters on the left side to sort data according to category. Toggling the Auto Update Flag determines whether the changes happen immediately or after saving the record.
From here you can tweak any field you wish. At any time, return to the previous screen by hitting Backspace until the cursor returns to the search bar.
Remember that you can automate much of the above process by leveraging HubSpot's built-in integration with Zapier. With Zaps, you can define triggers and conditions that execute automation rules accordingly.
When you're first creating your business or customer relationship management (CRM) system, it can be difficult to understand all the different parts of your database that are available for use. One of these is contacts.
In this article we'll explain how to retrieve data about customers, prospects, deals, tickets, and other entities within your HubSpot account. We will also show you how to add new entries into those fields and then export them as CSV files so they can easily be imported by third-party applications such as MailChimp or SalesForce.
These instructions assume some familiarity with basic HTML code. If not, check out our beginner's guide to learning CSS and JavaScript before continuing further.
HubSpot has three ways to access information related to contacts: using the form editor tool, editing existing templates, and adding pages manually. This tutorial focuses on accessing contact information via the second method, which involves editing an existing template.
To get started, open up any given page where you want to make changes to your contact details. You should see two columns at the top: Form Editor & Template Gallery. The Form Editor column contains links to editable forms. The Template Gallery shows preconfigured layouts for various types of content including events, appointments, meetings, newsletters, etc.
Click on Edit Layout " Contact Information. A new window opens up displaying several options for contacting you. Make sure you select Web Forms under Type and click Continue. Next, enter a name for your contact field.
The next step allows you to choose whether people who visit your website can send emails directly to you through their email address. It's important to set this option correctly because if left unchecked, anyone could just fill in the email field when submitting comments on your blog or forum posts without having to register themselves first. By checking this box, only users who have registered themselves properly with your site can submit comments. Once again, continue clicking until you reach Finish Editing.
Afterwards, you may notice a small section labeled Show Advanced Settings below your main menu bar. Clicking on this link reveals more configuration options for your contact layout. These include things like changing the number of rows displayed per page, hiding certain sections from public view, adjusting the widths of each column, and even setting up multiple phone numbers.
If you'd rather skip ahead to specific steps, there's also a tabbed interface showing every component individually. To change anything here, simply double-click on one item in turn. Afterward, hit Save Changes and your changes will take effect immediately!
Now let's move onto what happens after someone submits something called a lead capture.
Lead Capture - This feature helps bring visitors back to your website. When a visitor fills out a web form to request additional information, he becomes known as a Lead. Leads can also provide feedback on products or services, sign up for updates or special offers, opt-in to receive e-mails regarding your offerings, or purchase goods and services online.
A great way to increase conversion rates is with Landing Pages. With HubSpot landing pages, you can design highly targeted messages to entice potential clients to give you their personal information. HubSpot makes designing professional landing pages easy thanks to its intuitive drag and drop tools. Simply type in text, images, videos, buttons, menus, and more to customize your message exactly as you wish. Then preview how your page looks live on desktop devices and mobile apps. Finally, test drive your new sales funnel by sharing leads with colleagues, friends, family members, partners, or prospective clients.
Another benefit to HubSpot's lead capture functionality is that it allows you to build follow-up sequences based on previous interactions. For example, if a user filled out a form but later opted out of receiving future e-mail communications, you might want him to know his submission was successful. Otherwise, he wouldn't hear about it. In addition, once you've captured a lead, it's possible to automatically forward them to another person whose job it is to handle that segment of the process.
Let's say you own a local Italian restaurant and you need help managing reservations. Your current reservation software doesn't allow you to track walk-ins, meaning many patrons end up waiting outside indefinitely while others call your staff repeatedly hoping to secure last minute tables. However, most restaurants don't keep detailed notes about why guests cancel or reschedule. That means it takes longer than necessary to rebook parties. And worse yet, you probably aren't aware of cancellations unless you receive notification calls.
Fortunately, HubSpot's Reservation Management solution provides a complete dashboard containing vital statistics and operational reports. Using features like automatic confirmation emails and reminders, it lets you manage both reservations and table bookings seamlessly. Plus, since it integrates with popular platforms like Google Calendar, TripIt, Expensify, PayPal, Zendesk, and Microsoft Office 365, you can rest assured that your team won't miss a beat no matter which device they prefer.
Next time you're looking to attract more customers, consider making the switch to HubSpot!
Once you've finished configuring your form, you can save it locally by clicking Publish. Alternatively, you can publish the form to a dedicated URL, allowing interested individuals to download the file and import it elsewhere. Just go to File " Export " Download. Here you can choose between downloading the entire form, individual items, or nothing at all. Choose whichever suits best for your needs. Now that you've exported your lead capture, let's look at how to actually insert new entries into your contact records.
First off, if you haven't already done so, you must enable the ability to update your entries. On the right side panel, navigate over to Administer " Database Connections. Select Contacts and toggle on Allow Users to Update Entries.
Then head back to the lead capture page you created earlier. Scroll down past the initial greeting area and find the button labelled Add New Entry. Upon clicking it, a pop-up window will appear asking "Do you really want to delete the selected entry?" Click Yes. Another window titled Enter Details will now display. Fill in everything you can recall about the intended recipient. Don't forget to include their full name, title, role, date, and location. Hit Submit when you finish.
You can repeat the above procedure to create additional entries as long as you still have room in the grid. Keep in mind that you cannot remove duplicate values. So if you try to search for someone twice, you'll run into issues.
For large companies or businesses with lots of employees, HubSpot offers group administration capabilities. Groups consist of sets of similar contacts that share common attributes like department, office, gender, birthday, language preferences, and interests. They provide administrators with greater control over privacy settings.
Here's how to create a Group: Go to Administration " Groups " Manage " +Add Group. Name it whatever you would like, then proceed to add Members. Afterwards, decide if you'd like to assign roles to your groups. Lastly, specify your desired permissions by choosing whether editors can modify, managers can approve, authors can write, and admins can configure.
HubSpot provides the ability for you or your team members to manage contacts using HubSpot CRM (customer relationship management). In this article we will walk through creating an account, adding it to your Contact List, and then setting up fields within that specific Account/Contact so users can fill out their own data. We'll also discuss what these different types of objects are used for.
This guide assumes some familiarity with working with HubSpot's built-in features as well as standard HTML forms. If not, check out our beginner’s guide to HubSpot first before continuing further.
If you have any questions about anything mentioned here please feel free to reach out to us at support@mosslabs.com. We're happy to help!
Once logged into your HubSpot instance go to Admin " Users & Roles where under “User Management” click on Manage User Accounts. From there select Add New user by clicking Add new button. Name your profile something relevant like Customer Service Representative and hit Save Profile. You may need to assign permissions based on department or role if applicable.
Now when you log into your hubspot admin panel, you should see all of your newly created accounts listed at the top left corner of the screen. Select one of them to view more details. This will open a form similar to the following but with additional options.
You will now be able to edit those settings which include First name, Last Name, Email address, Phone number, Username, Password, etc. Once finished, click save changes and confirm email confirmation sent to you. You’ll receive another email once verification has taken place. Now you can access your Contact Manager page via https://app.hubspot.com/contacts/.
In addition to viewing existing contacts, you can manually enter contacts into your system by searching for people already in your database or selecting People tab and hitting Search People. When entering a person click + Create Person and follow steps 1 - 5 above. The process is exactly the same whether it is manual entry or pulled from your current contact base.
One thing to note is that if you use Chrome browser on Windows 8.1, 9, 10, 11, 12, 13 or Android 4.4+, Safari 6+ or Firefox 14+ you might notice a bug where after logging in you get redirected back to login instead of landing on the main dashboard. To fix this issue simply close Chrome or other browsers and reopen them again. It usually works right away without having to restart everything. Afterward you should be good to go.
Once you've added a contact you can begin populating information such as Company, Deals, Tickets, Customers, etc... By default, each contact type creates its own unique set of tabs on the sidebar called Tasks, Communications, Projects, etc... These tabs allow you to quickly navigate between screens and pull up pertinent documents and information based on your needs. Clicking on one opens up a small window showing the full history of that particular field. For example, clicking on Contracts would bring up all contracts entered under that customer.
When pulling up individual customers, you can choose to display only certain fields based upon the business rule defined. So say you want to see just basic information about someone who made a purchase from you, but don't care about things like Notes or Documents. Simply change the filter criteria to show Only Active Records matching search text. A great way to learn more filters is to run a search for yourself as described below. Then when you look at your results, hover over the column headings to reveal the dropdown menu located next to each heading. Choose Filter Criteria and make adjustments accordingly.
To find a specific customer click Find All Customers and then pick the customer you wish to review. On the resulting page scroll down until you see the Filters section. There are three sections labeled Basic Information, Advanced Info, and Custom Fields. Pick whichever suits your purpose best. As you adjust the various filtering parameters you’ll start seeing icons appear along the side of each field revealing what kind of content they contain.
Depending on what you decide to put in each of these boxes, you could end up with multiple copies of the same piece of information depending on how many times you’ve populated it previously. That is why it’s important to keep track of which ones you’re going to populate and which ones aren't. Just remember whenever doing this sort of mass action to try to avoid duplicating entries unless absolutely necessary.
For example, let’s say you wanted to import customer emails into HubSpot. Instead of importing every single customer, you might consider making a macro that pulls all customers who purchased something from you during a given time frame. Doing so ensures that no duplicate addresses are imported while still allowing you to easily narrow down to just those customers later on.
Another option is to create a macro that imports deals, tickets, and opportunities you’ve sold to customers throughout the year. This allows you to consolidate sales activity across departments and even years. Creating macros isn't difficult—if you know VBA programming language. However, if you prefer learning by watching videos rather than reading, take a peek at Microsoft Office Labs' Macro Training Series.
Here's a quick video tutorial explaining the basics:
http://screencast.com/t/hW2x7BvZa
After completing a few macros, you may realize the power behind automation tools available in Excel. With Excel being integrated directly into Outlook, you’d never have to worry about forgetting to send invoices ever again. Check out these tips and tricks from our friends over at Invoiceable. They offer plenty of useful advice worth exploring.
Sales Cloud customers can utilize the functionality offered by HubSpot CRM by connecting HubSpot with SalesForce Data Sync tool. Using this integration, you can automatically update both systems simultaneously providing greater efficiency and accuracy.
The synchronization feature does require a license key, however. If you haven't received one yet, please visit www.salescloud.com/sync_request to request one.
A contact record consists of several pieces of information including primary phone numbers, secondary phone numbers, faxes, mobile phones, mailing addresses, e-mail addresses, web pages, social media profiles, notes, attachments, tasks, files, calendar events, and so much more. Each contact record contains a variety of fields grouped together in separate tabs per category. Within each tab, there are subcategories of fields organized alphabetically.
As stated earlier, each tab displays the complete history of the associated content. For example, clicking on a specific contract would bring up the entire contractual history related to that customer. Also, because each tab is displayed independently, you can toggle between tabs to pinpoint the exact content you’re looking for.
So, if you were to drill down deeper into a certain topic within Emails, you’d see all communication messages pertaining to that particular subject matter. Meanwhile, if you went to Tasks, you'd see each individual task broken down by priority level and status.
While navigating around each tab, you can also filter content by date range, title, keywords, labels, status, owner, due date, recipient, attachment size, and document type. And when you're ready to delete items, you can either drag them onto Trash icon or press Delete button.
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