HubSpot’s ease of use is one of its biggest strengths and surely its main competitive advantage.
Accordingly, setting up your HubSpot portal is as simple as following the bouncing ball.
Your company likely purchased HubSpot to implement across multiple teams - marketing, sales, customer service, and/or operations. Therefore, you’ll require input from each team in order to ensure a successful portal setup.
To successfully set up your HubSpot portal, you must first assign an internal point of contact for all things HubSpot across your organization. This person is responsible for recruiting teammates during the setup process. Oftentimes, this person comes from the marketing department.
Once you’ve selected your internal point of contact, you'll identify and document the resources required to set up your HubSpot portal:
Whom You Will Require Input from and By When
Outside Web Design firm or Digital Agency
IT
Sales
Customer Service
Product Engineers
C-Suite
Legal
Write Out Project Plan
Hold Kickoff Meeting
Adjust Plan in Conjunction with Kickoff Meeting
Get Rolling!
Following your kickoff meeting, you'll add users to the portal while granting them their respective permissions.
It is recommended that you make each user a super admin, allowing them to access the entire HubSpot portal. However, they wouldn't have the authority to purchase addons, nor would they have the power to make costly mistakes within the portal.
Once your team members are set up in your HubSpot portal, you’ll want to connect your company website to it.
Your portal has a unique tracking code, which you should give to the person who manages your company website. They can then implement the tracking code to receive step-by-step prompts for completing the connection process. Once complete, your company website analytics will begin displaying in your HubSpot portal.
Next, you'll want to connect your company domain, subdomain, and email service provider to your HubSpot portal. This can surely be handled by the same person who connected your company website to your portal.
Also, if you’re hosting your website elsewhere, you can set up a subdomain for landing pages and your blog, such as learn.insertcompanynamehere.com or blog.insertcompanynamehere.com.
One of HubSpot’s greatest strengths is its unmatched lead intelligence, which is gained by funneling users into your portal:
Organize your contacts within your current CRM or spreadsheet while remaining GDPR Compliant
Import organized contacts into your HubSpot portal
Within your company website, replace all existing forms with HubSpot forms
If you’re not hosting your company website on HubSpot, you can create separate forms and use embed code to implement them into your company website
HubSpot makes the marketing and sales process run more efficiently. Accordingly, you'll use automation and lead segmentation to their fullest potential by setting up active lists for each HubSpot form on your website.
It's also wise to establish a workflow for identifying specific categories for various leads. For example, if a user self-identifies as a contact in a specific industry, or downloads a piece of gated content, that user should be categorized as a certain persona. This type of workflow allows you to personalize your marketing efforts while simplifying the process for future marketing campaigns.
For in-depth guidance on this step, free to refer to our How to Set Up Your HubSpot CRM blog post. Or, if you'd prefer a concise breakdown, refer to the steps below:
Define your customer persona
Know your buyer’s journey
Customize lifecycle stages
Customize deal stages
Set up your pipeline
Customize your contact properties
Automate follow-up processes using workflows
Make sales process more efficient using sequences
Connect your email inbox to your HubSpot account
Make necessary integrations (Salesforce, etc.)
Social media is a major component of any marketing strategy.
HubSpot allows you to schedule your social media posts up to three years in advance. Therefore, once you've connected all your accounts, you can schedule your posts accordingly.
As a final step in the HubSpot portal setup process, you'll want to customize your dashboards and reporting features. Specifically, your marketing and sales teams should be able to quickly find imperative features and resources upon logging into your HubSpot portal.
With the reporting feature being highly customizable, you can identify which stakeholders want to be notified re: reporting. Furthermore, you can customize each report to include metrics relevant to the respective stakeholders. Such reports will be automatically delivered to the stakeholders’ inboxes. However, it’s not a bad idea to manually add some of your insights to the monthly reports as well.
Download the HubSpot Mobile CRM App in order to manage your HubSpot portal on the go. It'll prove especially convenient during meetings!
Check out HubSpot Academy, as you won't find a more robust end-user academy elsewhere. It features educational materials and certifications for various positions and experience levels.
At Miller Creek Marketing, we eat, sleep, and breathe HubSpot. We're always onboarding new clients while helping them make the most of their HubSpot portals. We’d love to help you and your team grow better!
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