Hubspot CRM

Hubspot CRM

IF you want to keep track of everything for your business or even your personal tasks.

Than you need a centralized space so where you can track of your business.so we are going talk about a CRM and it’s role in growing any business.

What is a CRM? (Customer relationship Managment)

A system from managing relantionships

A CRM, Or a Customer Relationship Management is a system for managing relationships .

This can be a relationship with customers, users leads, and even prospects.

Any relationship that you company engaging with and tracking can be capture and stored in your CRM .

This means that your CRM plays a very important role in your inbound business.

As your business grow,your CRM becomes the central place where all your information lives.

The Value of Your CRM

Your CRM becomes the one source of truth for everyone in your business and connetcs each peice of your business.

Before importing your data into HubSpot, do an audit of the properties that you use or want to use moving forward, and create the custom properties in HubSpot.

Flywheel

A machine that stores rational energy

When you add energy to flywheel, it star to spin. If you add more energy to it,it spins faster.

In your flywheel, You have markeeting, sales, and service. And in the middle of this , You have your customers. And where are your customer stored.you got it,Your CRM.

As your company grows , and your flywheels spins faster,You CRM will be the place where you continue to sotre your data to help arm everyone at your company with the information they need to continue to move your flywheel.

So while your CRM helps your flywheel spin it also support your growth and helps you organize your business. Use it to organized the area that helps you do what you need to do for your business, while being and helpful.

Organizing you CRM

Use your CRM to store contacts, companies, deals, tickets coming into your customer sucess team.

Your business’s human and helpful qualities will shine in every interaction across all channels you use to communicate.

And lastly, Your CRM equipa you team tih the contacts they need to provide personlized and relevant outreach every time. With your CRM as the one location for all the details of your leads and customers, it’s easy for everyone in your organization to gain insight into that state of your business and the status of every relationship .

Your CRM is the foundation of everything happening in your hubspot account.

How does importing data into Hubspot?

Your data is what will help you create human, helpful, and persolized exprience for your contacts.

So how do you get information into your CRM?

Outside of contacts filling out the forms on your website or being created through APIs, you’ll bringing your data into your CRM via importing.

While importing your data will occur during your initial CRM setup, you’ll continuously use this data for as long as you use the HubSpot CRM.. Much like automation in the world of inbound, importing is not a set it and forget it task. You’ll use importing to get the right data into your CRM so that you can consistently provide a human and helpful experience for your contacts.

So how does an import work with HubSpot?

There are three easy steps involved when getting your data into the CRM:

Step one, organize the data that’s outside of your CRM in an Excel spreadsheet that’s saved as a CSV file.

Step two, use the HubSpot import flow to get the data uploaded into HubSpot.

And step three, start using that data to personalize your interactions.

Once your data is imported, you’ll be able to track that data and thus your contacts’ movements throughout your business. From deal stages to the individual contact records, you’ll be able to customize your CRM to your business needs.

But it all starts here with importing your data easily into your HubSpot CRM.

How do you organize your data for import?

Before you import your data , You’ll need to prepare your data. This means organizing your data outside of Hubspot before begining the import process.

To make sure this process runs smoothly , you’ll have a pre-import checklist with the following items:

Prepare your import file,

Match your properties,

Review custom properties,

Review properties with record types,

and lastly, remove the blank space on your spreadsheet.

Let’s walk through each step of your pre-import checklist to get your data ready for impot.

First,Prepare your import file. To import your data into Hubspot, you will need to convert your data into a CSV file.

When importing, make sure that every peice if information has its own unique column in that import file.

To do this in your import file, include a header row in your file and match each column header with a property. You can include values for any of the default HubSpot properties or any custom properties you’ve created. A HubSpot property stores information about a contact, company, deal, or ticket.

Introduction for Admins

Welcome to Managing Your HubSpot Account as an Admin. This course is designed to help you set up your HubSpot account and perform the necessary administrative tasks so that your team can use HubSpot most effectively.

This course will cover how to:

• configure your HubSpot account

• set up users and teams

• protect your data

• create dashboards

• set up asset partitioning

• integrate third-party apps into HubSpot

• deduplicating data

As you may feel comfortable with some of these tasks already, feel free to pick and choose the lessons that are most relevant to you. If you're hoping to understand more about a particular topic, there are additional resources linked under each lesson.

Please note that this course focuses on administrative tasks that aren't tied to a particular hub. If you're interested in getting the most out of individual hubs, check out the resources section for links to the certification courses for each hub.

Finally, if you have any feedback, don't be shy — let us know in the survey at the end of this course.

Creating Custom Properties

Every objects in Hubspot has properties. These properties hold information that can be used to fillter and segment your records, automate your processes, and report on your progress. Each objects has it’s own list of properties, but you can add to that list by creating custoner by creating custom properties.

To create a custom property. Go up to main navigation and click on the gear shaped icon. That Brings you to setting page. From here find properties in the list on the left,and you will come to your property setting.This is property setting page.

Notice these tabs up here at the top of the page. Right now we are on properties tap,but there is also a groupa tab, where you can view and create property group, and the record customization tab, where you can customize the way records appear.

Here on properties tab ,you can filter the list of properties, by object, group, field type,and creator.

A nd you can also search to find specific properties.

To create a new property, click on the create property button .

That opens a sidebar where you’ll actually create your property.

Firat select the object this property will appear on and assign it to a property group . If you need more groups than ones you see here, you can create them in the group tab we saw earlier. Next, you need to give your property a label,which is just its name.

You can also give a description so anyone else in youe account who might come accross this property can know what is for. When you have done all click on the NEXT >

And now comes perhaps the most important step in creating a property, and that’s setting its field type. This controls the sort if information you can store in this property, as well as how can you search and filter using it.

In the field type there are toomanu option here to walk through all of them. So let’s just take a look at a few key types.

First two kinds of next fields, sinngle line text and multi-line text. These will hold any value that you want to put in them.

The only diffrence betweeen the two Is that muti-line text properties allow for line braks, while single line text do not. They also appears slightly diffrently on forms if you use them their.

Text properties are great, because you can put anything in there. It doesn’t matter if you are working with an internatiional audience that uses a different alphabet than what you’re used to.

But in general , i recommend avoiding teat properties, beacuse you can only search them for exact matches.

That’s fine for things like names and addresses, but for the most of the properties you’ll create, one of these other field types work better.

For example, Date picker :- it allows you to store data values for any date that you might want to use, such as an expiration or when a certain event occurred. And then you’ll be able to filter your records based on certain time periods, or before or after or on a date.

Number fields, unsurprisingly, store numbers. And then when you can filter, you can choose to look for records that are above or below or certain number, or within a certain range.

There are also a calculation and score properties, which will display a number based on information held in other properties there are also field types where you can define a set list of options for your user to choose from.

A multiple checkbox property allows fo rmore than one option to be selected while dropdown swlwct and radio select are require you to choos e a single option.

The last field type i want to mention in Hubspot user.

These properties can’t be used on forms, but they can be used internlly if you want to attach certain HubSpot

user to records.There is a default hubspot owner property that actually assigns the record to a person, but if you need to attached other team members to a record for any reason, you can create other HubSpot user Properties. That allow you to do that Familiarize yourself with all of the field types to make sure the custom properties you create can do their jobs as well as possible.

How to import single object into HubSpot ?

In your top HubSpot top navigation menu, select the setting gear icon.

From th left sidebar, select Import and Export. In the upper right hand corner, click on Go to Import. Once on your Import screen, select Start an Import.

Select file from computer after selecting what you’d like to import, navigate to the buttom right hand corner and click next. after that you’ll get below screen

S elect the number of file you want to import. You can import multiple files at a time to associate your diffrent records, such as contacts with their associated companies.

Click on the number of files and then select NEXT .

Now select the objects you are importing. Objects are the collective groups of reocrds in your CRM, Such as contacts, or deals.

If you’re only importing one type of record, such as contacts, you will select one object and click Next.

Then choose the type of object you want to import.

For this example, click contacts, then in the bottom right, click Next.

C lick choose a File. In the dilog box, select the Import File From Your Device.

Check the box If you are using the object ID to deduplicate your contact, company, deal, or ticket records.

On the map screen HubSpot will automatically match the columns in your files to your contact properties.

Name feild to enter a name for your import.

If you turned in general data protection regulation or GDPR functionally in you account, use the sets of legal basis for Processing a contact’s Data dropdown menu to select a lawful basis of processing.

Once you’ve set the options for your import, navigate to the bottom right and click Finish Import. After the imports begins, you’ll be taken back to the imports dashboard. If you want a list of your recently imported contacts, you can create a list from the imports dashboard.

However the name of the contact to import. Clcik the more dropdown menu and select New contacts list topen the list Builder.

In the upper left corner, click the pencil icon and give you list a name.Click Andor click Or to add more criteria to your list. When you are done, navigate to the upper right hand corner and click save.

Connect your Primary domain to Hubspot.

Before diving in to that , here are few things to consider.

First,connecting your domain is a technical process to help you through it,

we have a comprehensive knowledge-based article. As you are going through this process, have this article open, as well as your DNS provider, user name, and password handy. If you don’t know this information, consult your IT deparment or use the website

whoishostingthis.com.

Second, HubSpot can only host subdomains, not root domains.

A subdomain is an extension of a regular domain name like www.hubspot.com or help.hubspot.com subdomains are used to devide the web content into distinct sections. A root domain is a site name. It’s the over-arching structure that contains the subdomains as well as every folder that belongs to what website.

For instance, hubspot.com is a root domain. If you’re looking for redirect your root domains, you’ll need to work with your DNS provider.

And lastly, if you’re moving your site off a diffrent host, once you update your CNAMES, your old will be replaced with your HubSpot content. Make sure you have done a migration and everything in HubSpot is how you want folks to see it. There is nothing worse than shipping contents that’s not ready. If you need further clarification, used-this knowledge-based article. Once your domain provisioning is complete, SSL will enabled automatically, it usually takes about 10 minutes, but can take up to 24 hours.

Users and Teams for Hubspot Admins

Invite Team Members

To add users to your HubSpot account, go to the main navigation and clcik on the setting button. On the left side of the screen , clicks on Users &Teams. T here you can see a list of all the existing user in your portal. You can add new user by clicking Create user. You can add users individually by entering their email addresses or you can import multiple at one time using a spreadsheet. Click Next. After clicking on next , you can edit user permissions for these users.you can control what they have access to.

And also you can assign them to a team. When you’re done, click Next. Finally, when you are ready, click the send button to send an email to this user. They will receive an email that gives them instruction on how to access and set up their new account.

The Importance of Teams (Using Team In HubSpot)

There’a growing need for your software to match how you organizational structure is set up.

Givign all functional groups the same data access can a cause cintent errors.

Teams

Gives you ability to group HubSpot user into team by region or division to match internal organizational structure.

Team are useful for three resons:

Accesss : segment out data and tool so that only certain team have access to them.

Routing: ensure even distribution of leads, meetings, notification and conversations.

Reporting : ensure your dashboards are showing you the preperly segmented reports.

Pro Tip:- When thinking through how to structure your teams, we recommend one of two ways:geographically – for example, the North American team, or fucntionally – for example, sale reps.

How do you structure you teams?

Ask yourself the following questions?

How do I want to segment reports?

How do I want to segment out who can view which contacts ?

How do I wants to routes leads, meeting link, conversaions, and notification ?

In contacts access you can allow visitors to view, communicate, and edit contacts, deal, and tickets, by user, team members, or everything in the database.

Roles

Permission set to assign to users.

Routing your meetings, notification, conversations, and leads to the appropriate teams will ensure the right people are taking on the right tasks.

Once you have created your teams, you can view or segment an enitre dashboard by team , or teams.

Practical task : Here’s the order of operations

1. Add users to your HubSpot account

2. Create teams

3. Add users to teams

4. Set permissions

5. Create a conversations inbox,meeting links, or content you want to partition.

Multiple Teams In HubSpot

With HubSpot, you have the abiliy to assign users to multiple teams.

Pending

Data Protection in HubSpot

On average, acyber attack occurs every 39 seconds.

As a customer-first company, You have a duty to protect your customer’s imformation. Not only is it the inbound thing to do, but if don’t prioritize data security, your company can face server consequences. Downtime, legal flees, a general lack of trust from your customers, just a name a few. Since you choose HubSpot to store your data, We have duty to make it easy for you to employ the proper data security procedures.

In this topic we will get throught best practices to protect your data.

1. Choose a complex password or a strong passphrase

2. Use a password manager

3. Sign up for email notifications on haveIbeenpwned.com.

4. Check your HubSpot users and teams every few weeks.

5. Be mindful of how you’re using your HubSpot API key.

6. Use Two-Factor Authentication.

7. Use Single Sign On.

Data Protection is an important topic that all business need to prioritize. By following these step , you are mitigating the risk of a security breach.

And therefore acting in the best interest of your customers.

Using two factor authentication

turning on two-factor authentication or 2FA provides a second layer of login protection making it incredibly difficults for bad actors to access your account.

There are generally two type of verification that two-factor authentication uses; knowledge-base challenges and device-based.

A knowledge based challenge is a form of authenticationwhere user verify their where answering challenges question.Based on presonal information information about the user.

This look like you loging into an aacount and the system ask you for mother maiden name

A device based challenge, whar HubSpot uses, is a form of authentication where user verify their identities, by providibg by they have another one of their device ib them such as cellpone.

Before you turn on 2FA in HubSpot, there are couple of things you need to consider.

1. Only admin can require 2FA for all users. This ia highly recommended.

2. HubSpot offers two methods of 2FA verification : through sms and google authentication.

3. If you loose your device which enables your logins, submit a 2FA reset support ticket.

2FA can be set up by any user for themselves,but admin can reqire 2FA for all users.

Admin can make sure it that 2FA is enable for everyone.

Your User will need to set it up with 24 hours.

The set up takes up leass than three minutes.

HubSpot offers two

methods of 2FA Verification : Through SMS & Google Authenticator

SMS	Google Authenticator
Dosen’t require smartphone	Requires smartphone
Don’t need to add an app to phone	All code are in a central location
Need cell phone service	Available when phone is offline
Less secure

It mean that after you put in your HubSpot credentials, Your identity will either be verified through a text message or throuh an app called Google Authenticator.

People generally choose SMS if they don’t have smartphone or if they don’t want to add another app to their phones. If you do choose SMS, konw that this is less secure of two options. You’ll also need cell service whenever you try to log in to HubSpot.

On th eother hand , google authenticator is a free app . The code will update every 30 seconds or so for security resaons. All you need to do is input the code with you login information and you’re in.

Benifits of Google authenticator includes all your codes being in a central location and the code are available to you even if your phone is offline. Even if you lack service, Google authenticator provides you with 10 backups codes you can use to access your account at any time.They wil provides you some codes (Backup Verification Codes) as soon as you set up it. So make sure to save these backup codes in a secure location.

If you loose your device that enables your login, submit a 2FA support ticket. To do this, click the lost my authentication device to do this, click the lost my authentication device that appears when you try to log in. HubSpot will then email you alink to a form you can fill out to get help. Once that’s submitted, the support team will work with you to verify your identity and get you back up and running. Enabling 2FA is One of the best things you can do to keep your account secure. By taking a few minutes to set it up now, you could be saving yourself from security breaches down the line.

Using Single Sign On in HubSpot:

Single Sign-on, Or SSO is a session in user authentication service that permits a user to use one set of login credentials to access multiple applications.

If you have a HubSpot Enterprise account and SSO set up for your business, you can require users to log into Hubspot using their SSO credentials. SSO uses SAML 2.0, Which is a way to authenticate web apps. When you enable SSO, You are essentially saying that you trust your SSO app to verify your identity for HubSpot.

HubSpot then asks your SSO app for a shared key or a certificate to prove that verification is legitimate. Here’s how it looks in action.

Single Sign On In Action

1. when you try to login to HubSpot, the SSO app will redirect you to a company login page.

2. Login with your credentials

3. After you successfully login on that page, you SSO aap will redirect you back to HubSpot where you’re granted access.

When you require SSO , We automatically add you to your SSO exclusions list.

An exclusions list is list of people who will not use SSO when login into HubSpot.

We recommend that you keep at least one super admin on this list. This way, if your SSO provider goes down, the super admin will still be able to access HubSpot. The super admin can then turn off the SSO requirementso all other users can access it as well.

We do recommend you require two-factor authentication for users on that exclusion list,

as this way they still have added protection. Otherwise, the people who have SSO enabled will not be challenged for HubSpot two-factor authentication.

SSO not only saves your team time but gives you added protection in your Hubspot Enterprise account.

Setting up Two Factor Authentication in HubSpot

To enable two factor authentication in your HubSpot account, click your account name in the top-right corner, then click “Profile and Preferences.”

In the left-sidebar menu, click “Security.”

In the two-step verification section, click “Set up primary method” and follow the on-screen instructions. You’ll need access to the device you intend to use as your other login method.

Once two-factor authentication is set up, you’ll be prompted to enter a code that is delivered to your second device.

After setting up your primary method, click “Set up secondary method” and follow the on-screen instructions.

You now have two-factor authentication set up in your HubSpot account.

Set up single sign-on (SSO)

Single sign-on (SSO) allows you to give your team members one account for all of the systems your business uses. If you have a HubSpot Enterprise account and have SSO set up for your business, you can require users to log in to HubSpot using their SSO credentials.