Just in the process of setting up data management befoe importing.
I have professional licence-
As part of my data i need to record Licences that we sell.
Can i create a total number of licence as a parent field and then have child field which would hold all associated licences?
I have up to 20 licences per customer and need to record licence details- trying to avoid creating 20 diffeernt fields in my overall view.
Second that this- each licence will have an expiry date- If a licence expires can i have a pop up or block that will block that company in the service module (also professional) to avoid staff providing support outside of contract.
The general recommendation here would be to create a custom object for licenses – which would allow you to associate licenses with customers. You could edit information on those associated license records. However, custom objects are an Enterprise feature: Custom Objects | Tailor HubSpot to Your Business Needs
One of the workarounds you already mentioned: Creating multiple fields per license. One for the name of the license, one for the start date, one for the expiration date. This would mean up to 60 fields, if I understood you correctly. This can work, it’s simply not ideal as we’re trying to map a one-to-many relationship within one object.
Alternatively, if you’re not using the ticket object yet, you could tickets for license. Each ticket would be license and you could maintain information about the license type, start date, expiration date on a ticket, then associate the ticket with a customer. If you’re already using tickets, this would however become a bit messy.
Unfortunately, the only clean solution requires an Upgrade to Enterprise; custom objects.
Regarding your question of whether activity can be blocked after an expiry date, HubSpot does not have any native features for that. You would have to make sure that expiration dates are shown prominently on in the places where it matters (association cards, left sidebar, saved filtered views etc).
Thank you very much. The idea about using tickets could work- hoever- once we are set up (not live yet) we were planning to use tickets to provide support for licence holders when issues occur-. Im not familiar with tickets yet as im set to set up the Service module- but would it work to use tickets for both or would it clog up the system?
From my experience, you could definitely use a parent-child field structure for your licenses. That way, you don’t have to create 20 different fields for each customer. I’ve used something similar before, and it worked out great for organizing data without cluttering the view.
As for the expiry dates, I know FIELDBOSS has some pretty neat automation features. You can set up triggers for expired licenses, so it’ll block any support requests automatically if a license is no longer valid. I had a similar situation where I used it to prevent issues like this, and it really helped streamline things and reduce mistakes.