I’m thinking this is an easy one, but I’m not sure what the best practice is and I am setting up our system from scratch and want to get it right. We have about 30 employees, and they’re all Hubspot CRM users.
Do I ALSO create a Hubspot Company for my company, and Hubspot Contacts for each of my users under the Company for the sake of the CRM? Or do we not need to create contacts for employees of our company that already have Hubspot user accounts? Meaning - when I’m sending emails that include people in my company - will they automatically tag their user account? Or do I need to create them as contacts as well - and would there then be TWO of them? One as a contact and one as a User?
Opinions vary on this one, I’m in the camp “internal users do not need to be contacts”, neither does your own company.
When you say “I’m sending emails that include people in my company - will they automatically tag their user account?” - what do you mean by that? If someone is included in an email they get that email in their inbox - what does “tagging them in the CRM” accomplish?
Generally, your employees do not have to have a corresponding HubSpot contact – unless you’re planning on including them on marketing email sends.
If you do create contacts, make sure that your HR or legal team is onboard. In some countries, tracking employees is not permitted.
An alternative could be creating a contact record with an email address that is a shared inbox or alias including all employees. Instead of adding individual employee contacts to a marketing email, you could just add this one alias, e.g. all-employees@acme.com
You’re mentioning the creation of a company – companies themselves cannot receive emails in HubSpot, only contacts can.
If you want to create a list of all employees, then: Create segments
Click Add filter
Select Contact properties
Find Email domain
Specify 'Email domain is equal to any of [your domain, e.g. acme.com]
If the above does not answer your questions, please specify a bit further what you mean.
Hi @TMwd,
Yes, it’s best to create a Company record for your own business in HubSpot (marked as internal) for tracking and testing purposes. However, you do not need to create Contact records for employees just because they have HubSpot user accounts users and contacts are separate.
Only create Contact records for employees if you want their communications tracked in the CRM (to track internal activities). If you do this, there will be two entries for them: one as a HubSpot user and one as a contact. HubSpot will not automatically log emails to a user’s profile unless they also exist as a contact. To avoid clutter, keep any internal contacts in a separate list so they don’t appear in sales or marketing reports.