Challenges with Hubspot notifications

Smart CRM & Sales Hub Outlook Sales Extension
1

Hi,

I am experiencing challenges related to account ownership and HubSpot notifications in my Outlook, prompting me to reach out with a few questions.

Situation:

In HubSpot, I serve as the account owner for several companies. Even if I’m not the account owner, I often follow the account and am frequently the contact owner.

Different teams in my workplace target various contacts from the same accounts for different purposes. Being the account owner, I am receiving notifications for all activities on the account,

Pros: Being an account owner or follower allows me to receive notifications for various activities, such as deal creation or emails to contacts.

Cons: I receive notifications when someone from my organisation adds imports a new contact to the account. This is causing a significant volume of notifications I am receiving in my Outlook mailbox.

I therefore need to understand how to select and control how notifications are triggered and where notifications are sent (HubSpot or Outlook).

Ideally, I would like to receive all ‘‘deals’’ notification and emails sent to the contact in the account I own, in my Outlook but not in HubSpot, and the ‘‘added / Imported contact’’ notifications in HubSpot but not in Outlook.

The most important for me to address being obviously the ‘‘added / imported contacts’’ notifications, as currently, if I do own or follow 10 accounts and that someone is importing 25 contact on each of these accounts, I will receive 250 notifications in my Outlook. I let you imagine the figure I am currently experiencing when 4 colleagues are importing hundreds of contacts on 20, 40, more accounts, sometimes several time per week..

I’ve explored HubSpot notification’s settings and sought assistance internally but haven’t found a solution.

Questions:

  1. Am I correct in understanding that taking ownership of an account automatically makes me a follower of that account?
  2. If someone else becomes the account owner after I’ve been the owner, it seems I still remain the account follower. Is this correct? If yes, is there a way to automate the process so that the new account owner also becomes the follower?
  3. When being the account owner or follower, is it possible to receive notifications for significant activities (e.g., new deal created, existing deal closed) but not notifications when someone else adds a new contact to the account (At least not in my Outlook) ?

The goal, as you would have understand by now, is at the account level, to have no notifications at all in my Outlook mail box when new contacts are added to an account I own or follow while retaining other notifications to come in, as I do still want to oen and follow these accounts..

Hoping the above makes sense I am looking forward to anyone’s response.

Thank you for your understanding and precious assistance.

Kind regards,

Alexis

2

Hi @AMoinon, happy to help with your questions about HubSpot notifications.

By default, many of the notifications are automatically turned on, but you can opt to turn them off on a per account basis.

This knowledge base article walks through the different notification types and which you might want to turn off depending on your involvement in the account.

To answer your questions specifically:

1. There’s no such thing as account follower, it has to do with notification settings regardless of whether you’re the owner

2. Again, if you retain access, you’d still have to update the notification settings if someone else becomes super admin. if your permissions change and you don’t have access to certain things, the notifications would be disabled for those things automatically.

3. You can choose what type of notifications (email, app, activity feed, browser, etc.) based on the notifications which will help reduce the clutter in your outlook.

Hope this helps you get your notification settings sorted!