How to Optimize Hubspot Features

Just built a deceptively simple—but powerful—HubSpot workflow to improve our pipeline reporting. We've been struggling to understand where Closed Lost deals actually fall out of the funnel and personally — I hate HubSpot's funnel reports. The challenge is that once a deal moves to Closed Lost, HubSpot doesn’t inherently preserve the last meaningful stage it passed through—and that makes reporting murky. So I built an elegant little workflow to fix that. 😄 How it works 🔶 We trigger the workflow whenever the 'Latest Stage Date' property changes. 🔶 This ensures deals re-enroll automatically every time their stage updates, allowing us to capture each deal’s progression. 🔶 From there, the workflow runs down a structured series of branches. At each checkpoint, we check whether the date entered for a specific pipeline stage is known 🔶 Each branch simply asks: “Has the deal entered this stage yet?” —> If yes, we update the Latest Deal Stage field accordingly and the workflow moves on. 📊 Why this matters By continually stamping the highest pipeline stage the deal has reached, we gain a precise record of its journey—even if it later moves to Closed Lost. This means we can finally answer questions like: ❓Where are deals truly getting stuck? ❓Which deal stages produce the most Closed Lost outcomes? ❓How far are prospects progressing before falling out of the funnel? For our reporting, forecasting, and pipeline optimization, this is a huge win. Here’s a snapshot of the structure for anyone curious about the mechanics 👇

When was the last time you gave your HubSpot instance a health check? Most companies treat their HubSpot portal like a kitchen appliance - set up once and ignored until something breaks. This approach creates compounding issues, costing you big in the long run. The problem isn't HubSpot - it's a lack of ownership. When everyone can change anything, but no one maintains the system, you create data silos and broken automation. What your portal needs isn't more paid add-ons - it's consistent care. Companies with regular HubSpot maintenance routines see higher adoption rates and better ROI on their investment. Here are five quick HubSpot maintenance tips that can transform your instance from a cost center to a revenue driver: • 𝗖𝗿𝗲𝗮𝘁𝗲 𝗮 𝗱𝗮𝘁𝗮 𝗵𝗲𝗮𝗹𝘁𝗵 𝗱𝗮𝘀𝗵𝗯𝗼𝗮𝗿𝗱: Build a custom dashboard in HubSpot to monitor your data quality metrics. Include reports highlighting contacts/companies without owners, deals that haven't been updated in 30+ days, duplicate records, and email bounce rates. This visibility turns data hygiene from an occasional project to an ongoing priority.    • 𝗜𝗺𝗽𝗹𝗲𝗺𝗲𝗻𝘁 𝘂𝘀𝗲𝗿 𝗮𝗰𝗰𝗲𝘀𝘀 𝗿𝗲𝘃𝗶𝗲𝘄𝘀: Regular permission audits in HubSpot aren't just about security - they're about efficiency. Schedule quarterly reviews with team leaders to align access with current roles, preventing the "too many super admins" problem that plagues most portals.    • 𝗖𝗼𝗻𝗱𝘂𝗰𝘁 𝗾𝘂𝗮𝗿𝘁𝗲𝗿𝗹𝘆 𝘁𝗲𝗰𝗵 𝘀𝘁𝗮𝗰𝗸 𝗮𝘀𝘀𝗲𝘀𝘀𝗺𝗲𝗻𝘁𝘀: Document which integrations and tools connect to your HubSpot instance. Evaluate which ones are actively used and which are redundant. Pay special attention to upcoming renewals of connected tools - this prevents "surprise" expenses and gives you leverage during renewal negotiations.    • 𝗥𝗲𝗳𝗿𝗲𝘀𝗵 𝘆𝗼𝘂𝗿 𝗱𝗼𝗰𝘂𝗺𝗲𝗻𝘁𝗮𝘁𝗶𝗼𝗻 𝗮𝗻𝗱 𝘁𝗿𝗮𝗶𝗻𝗶𝗻𝗴: Monthly update your HubSpot process documentation and training materials. Create a structured training calendar with feedback mechanisms to measure completion, actual adoption, and satisfaction with the portal.    • 𝗗𝗼𝗰𝘂𝗺𝗲𝗻𝘁 𝘀𝘆𝘀𝘁𝗲𝗺 𝗰𝗵𝗮𝗻𝗴𝗲���: Track all HubSpot customizations, workflow changes, and property updates in a central location. This creates institutional memory that prevents the "why did we set this property up this way?" confusion that plagues most organizations. What's your current HubSpot maintenance routine? I would love to hear how others are handling this. #hubspot #data #crm  

One of the first things an Ops person should do in a new HubSpot org? 👉 Fix the default Contact, Company, and Deal layouts. Here's my go-to playbook: (1) Add a custom 24-property Card to the middle section and put it at the top with your most essential fields in it. If you're unsure where to start, find widely used reports and dashboards to gain insight into the fields that people are most interested in. If you're questioning a field, check its "Usage" tab in setup to get a sense of the fill rate without needing to build reports. You can also click "Review" to do some data exploration and verify whether newer records have values. (2) Although we can't customize the left panel much, placing fields that should always be top of mind, such as Owner or customer status, at the top makes sense for context, especially as users scroll through the middle section. (3) Remove all of the many default related objects that you don't use from the middle and right panels. (4) I'm a fan of the Breeze AI record summary, but find that it takes up too much vertical space at the top of the right panel, especially since not everyone uses it. It's a better fit in the middle section below your new main Card. Then you can feature more dense information that people want to scan --- for example, on the Company record, that's usually Deals and Contacts. (5) As you become more advanced, you can create dynamic team-based layouts. It's pretty slick and easy to do, but for most companies, I suggest holding off as long as possible. There's something to be said about giving your whole GTM team the same layout and user experience. You're also less likely to forget to add new fields or remove outdated ones when the other team's layouts are out of sight and out of mind.

Learnings From Kyle Jepson Session Day 2! 𝐎𝐩𝐭𝐢𝐦𝐢𝐳𝐢𝐧𝐠 𝐇𝐮𝐛𝐒𝐩𝐨𝐭 𝐰𝐢𝐭𝐡 𝐊𝐲𝐥𝐞 𝐉𝐞𝐩𝐬𝐨𝐧! 🚀 - 🗂️ 𝐃𝐚𝐭𝐚 𝐌𝐨𝐝𝐞𝐥 𝐎𝐯𝐞𝐫𝐯𝐢𝐞𝐰: Quick view of all records by objects! Includes limits of records by each object—a great tool for larger organizations. - 🔍 𝐂𝐮𝐬𝐭𝐨𝐦 𝐏𝐫𝐨𝐩𝐞𝐫𝐭𝐢𝐞𝐬: No more need to manually check HubSpot native vs. total properties—hit your limits and stay ahead! - 📊 𝐃𝐚𝐭𝐚 𝐀𝐧𝐚𝐥𝐲𝐬𝐢𝐬: What used to need Ops Hub is now native! You can see daily updates and trends, plus identify spikes in your data. - 🔄 𝐂𝐫𝐨𝐬𝐬-𝐎𝐛𝐣𝐞𝐜𝐭 𝐅𝐢𝐥𝐭𝐞𝐫𝐢𝐧𝐠: Want to see all Contacts associated with a specific Company or Deal? Done! - 🎯 𝐐𝐮𝐢𝐜𝐤 𝐅𝐢𝐥𝐭𝐞𝐫𝐬: Personalize views and drive adoption with Quick Filters—it's all view-specific. - 🛠️ 𝐀𝐝𝐦𝐢𝐧 𝐀𝐜𝐜𝐞𝐬𝐬: Admins can now jump into private views and make necessary edits or fixes. - 📝 𝐈𝐧𝐥𝐢𝐧𝐞 𝐄𝐝𝐢𝐭𝐢𝐧𝐠: Update multiple records and fields directly from the Contact record with the Associations table. - ⏳ 𝐏𝐫𝐨𝐩𝐞𝐫𝐭𝐲 𝐃𝐚𝐭𝐞 𝐓𝐫𝐚𝐜𝐤𝐞𝐫: Track time between two dates—perfect for contract expiration visualizations or renewals! - 🔄 𝐀𝐥𝐥𝐛𝐨𝐮𝐧𝐝 𝐓𝐢𝐦𝐞𝐥𝐢𝐧𝐞: See a full engagement view by splitting inbound vs. outbound activity. - 📦𝐏𝐫𝐨𝐝𝐮𝐜𝐭 𝐇𝐢𝐬𝐭𝐨𝐫𝐲:Track all items a contact has purchased and pull line items from Deals or Orders objects. - 🖼️ 𝐃𝐞𝐟𝐚𝐮𝐥𝐭 𝐕𝐢𝐞𝐰𝐬: Edit and customize the full page layout of object records with conditional views—i.e., customer info shows when Lifecycle Stage = Customer. - 🌍 𝐂𝐨𝐧𝐝𝐢𝐭𝐢𝐨𝐧𝐚𝐥 𝐋𝐨𝐠𝐢𝐜 𝐰𝐢𝐭𝐡 𝐏𝐫𝐨𝐩𝐞𝐫𝐭𝐢𝐞𝐬: Set up fields like State/Province based on the country selected. This helps simplify drop-downs and ensures clean data entry. 🔄 𝐖𝐨𝐫𝐤𝐟𝐥𝐨𝐰𝐬: - New tabs allow sorting flows into list views and comparing performance of two workflows side by side. - Automatically turn off workflows after an event, or set workflows to only run at specific times. 𝐂𝐨𝐫𝐞 𝐇𝐮𝐛𝐬 𝐇𝐢𝐠𝐡𝐥𝐢𝐠𝐡𝐭𝐬: - 🎯 𝐌𝐚𝐫𝐤𝐞𝐭𝐢𝐧𝐠: Lead Scoring now allows for Fit or Engagement scoring! You can also manage multiple scoring fields and apply scores to targeted lists. - 📉 **𝐒𝐚𝐥𝐞𝐬:** Pipeline management just got a lot better with customizations, approval processes, and deal tags. - 🔄 **𝐃𝐲𝐧𝐚𝐦𝐢𝐜 𝐒𝐞𝐪𝐮𝐞𝐧𝐜𝐞𝐬:** Automate engagement rules for when to move from automated to manual steps—absolute game changer. - 🛠️ **𝐎𝐩𝐞𝐫𝐚𝐭𝐢𝐨𝐧𝐬 𝐇𝐮𝐛:** Data Quality Command Center will make audits smoother and more efficient. A lot to take in, but super excited to see how these updates can be put into action! 💪 #INBOUND24 #Inboundcorrespondent24

Data Hub (ops pro 4 lyfe) is one of the most slept on Hubs on HubSpot. Example: HubSpot campaigns can be tough to report on. Especially when you need to know the last campaign a contact interacted with. One of our clients asked us to solve this. We weren't sure how at first. Here's what we built using Data Hub: We pushed a contact through a coded action that: 1. Checks what asset they last interacted with 2. Fetches which campaign that asset belongs to 3. Grabs the campaign ID and name 4. Updates it back to the contact record Now they can segment, report, and build workflows based on actual campaign interaction data. Data Hub is probably the most powerful hub in HubSpot right now. I just wish it was more flashy (ifykyk). It lets you build outside the system to make what's inside actually work the way you need it to. Most people think HubSpot's limitations are final. They're not. You just need to know when to push data out, do the heavy lifting elsewhere, and bring it back in. That's where the real power lives. If you're hitting walls with native HubSpot functionality, stop trying to force it. Start thinking about what you can build around it instead. Also, we do that ^.

Product usage data is one of the best signals available to GTM teams today. 🚩 Problem: Your data is trapped in analytics tools while your go-to-market teams are flying blind in HubSpot. → Marketing sees email metrics but has no insight into what drives user engagement. → Sales spots expansion opportunities too late. → CS identifies churn risks after companies have already switched to an alternative. Product analytics tools are great for understanding what users do. But are useless if your go to market teams can’t act on those insights. That’s where integrating product data captured in Amplitude with custom events in HubSpot becomes a powerful combination. → Product teams use Amplitude to identify predictive user behavior → GTM teams can use HubSpot to build lifecycle campaigns to influence that behavior Let’s use a practical example that identifies accounts ready for team expansion (PQL) based on behavioral signals and proactively loops in the sales or AM team. 💡 Adding custom events to HubSpot health scores is a great way to make them more visible in account records. Here’s how it to works: 1. Define your core product events in Amplitude → Created Project → Invited Collaborator → Integrated Slack 2. Map your product data to an active list in HubSpot using custom events from Amplitude as filters. → List Name: Product Qualified Leads ⚡️ → Filters: Users who created 5+ projects in first 14 days → AND invited 3+ collaborators → AND integrated with Slack/MS Teams → Within accounts < 10 seats (assuming team plan > 10 seats) 💡 This behavior pattern indicates a power user who would benefit from a team plan. 3. Create a contact based workflow in HubSpot ⚡️ Trigger Criteria: Is member of list → List is Product Qualified Leads ⚡️ 4. 🤖 Action 1: Send Slack notification → Channel: expansion-opps → Message: 💰 New PQL identified {{ company name }} → Properties to include: ARR, Health Score, Renewal Date 5. ✅ Action 2: Create task (if AM assigned) → Name: Send upgrade notification → Type: Email → Associate to: Deal & Contact records → Assign to: Existing sales owner 5a. Automate upgrade email (for low touch accounts → Use a template with HubSpot personalization tokens → Send to associated account contacts → Association labels: Account admin/billing contact 6. 📊 Track your results back in Amplitude → Conversion rate from PQL to expansion → Time to conversion → Revenue impact → Cohort retention post-expansion If you’re looking for ways to more deeply segment your product users to send more effective emails, definitely give Amplitude a look. https://hubs.la/Q02X3fP50 Ultimately, the tools individually are great but alignment between teams is what drives results. Give everyone access to the same data and watch your metrics improve. Fun story - Yes, I’m posting this as part of a paid partnership with HubSpot, but I remember first using Amplitude way back in 2014 as a PM - cool to be leveraging it today in a GTM context.

𝗛𝘂𝗯𝗦𝗽𝗼𝘁 𝗧𝗶𝗽𝘀 𝗮𝗻𝗱 𝗧𝗿𝗶𝗰𝗸𝘀 𝘁𝗼 𝗕𝗼𝗼𝘀𝘁 𝗬𝗼𝘂𝗿 𝗠𝗮𝗿𝗸𝗲𝘁𝗶𝗻𝗴💡 Here are actionable tips to help you streamline your HubSpot processes and boost your efforts: Utilize Snippets for Quick Responses: Store your frequently used messages with Snippets! Just type the # symbol and select your snippet for faster responses in chats or emails. Automate Notes with the "Create Note" Workflow Action: Use this workflow action to automatically add notes with valuable data to your records. This ensures key context is captured and keeps your records enriched without manual effort. Bulk Edit with "Remove" Action: Need to make mass updates? The "Remove" action for bulk edits lets you efficiently remove property values from multiple checkbox properties in one go, saving you time. Stay on Top with Android Notifications: Get real-time notifications for custom objects and activities directly on your Android device, ensuring you never miss an update and can take timely action. Implement these shortcuts today to save time, increase productivity, and keep your marketing efforts on track!