Ask Me Anything About CRM Management Training

[DavidChaves]

Are you looking to take your HubSpot CRM knowledge to the next level? We are here to help!

We are Serena and David and we work as Customer Training Specialists on the Classroom Training team at HubSpot. We deliver face-to-face training courses on different topics to HubSpot customers.

For the next two weeks, we’ll be collecting questions about our CRM Management training and we’ll be posting the answers on June 12 from 2 to 3 pm GMT. The questions we’ll be answering can be about our course agenda, the tools we cover, the format of the training… you name it. Some great question examples are:

• ‘How does HubSpot CRM help me remain GDPR-compliant?’
• ‘How can I use HubSpot CRM to map my sales cycle?’
• ‘What is the difference between lifecycle stages and lead status? How can they be used effectively?’
• ‘What is the value of joining this in-person CRM training?’

We want for our responses to be helpful to as many users as possible, so if you have more technical questions about your CRM set up, we suggest that you open a Technical Support Ticket or start a thread in the community.

You can post your questions on the comment section from June 3 to June 12, and we’ll be posting the answers on June 12 from 2 to 3 pm GMT.

We look forward to hearing from you!

Serena & David,

Customer Training Specialists at HubSpot

This AMA is now closed. If you have any questions, please post them in the Community.

[PranaySSI]

Hi, 

Is there a way to autosuggest a text form field based on previous entries in that contact property? For example, we have the form field "Company Name" and some of our leads enter different versions of their company name (short forms, spell errors etc) though they are from the same company. Is there an easy way to autosuggest the compnay name after entering the first few letters, based on previous enteries in the "Company name" contact property? 

Thanks! 

[SerenaPol]

Hi,

Is there a way to autosuggest a text form field based on previous entries in that contact property? For example, we have the form field "Company Name" and some of our leads enter different versions of their company name (short forms, spell errors etc) though they are from the same company. Is there an easy way to autosuggest the compnay name after entering the first few letters, based on previous enteries in the "Company name" contact property? 

Thanks! 

Hi @PranaySSI,

While it’s not possible to control or autosuggest what new contacts type in on a form, you can manage this for returning users by enabling the Pre-populate fields with known values feature from the Options tab on your form (see image below).

This will pre-populate any field with the known value of each property that you have stored in your CRM. This means that returning users will see the information they provided previously there so they won’t have to type it in again, thus minimizing the risk of typos.

If the email address your contacts have provided is their corporate address, you could ensure consistency and fix any misspellings by setting up a workflow. You’d need to enroll by email domain (e.g. @company.com) and choose the actions Set contact property value and Set company property value. You would then just need to select Company name and type in the correct company name that corresponds to that email domain. By doing this, you’ll be automatically bulk-updating that field for all enrolled contacts.

Best,

Serena

[Bettinarf]

this would be greta!

[HGeo]

Hi there,

Since I made my account on hubspot I was asking myself this question. How can I manage all my conversations if I`m not able to integrate LinkedIn. Not sure about the others but that`s where a big part of my communications are going even if i`m not af fan of LinkedIn.

Please provide me a solution or a workaround, thanks!

[SerenaPol]

Hi there,

Since I made my account on hubspot I was asking myself this question. How can I manage all my conversations if I`m not able to integrate LinkedIn. Not sure about the others but that`s where a big part of my communications are going even if i`m not af fan of LinkedIn.

Please provide me a solution or a workaround, thanks!

Hi @HGeo,

This is actually possible if you enable the LinkedIn Sales Navigator integration with HubSpot. This will help you view LinkedIn insights on your HubSpot contact and company records and send InMails directly from HubSpot. You can find more information about this in this Knowledge Base article.

Best,

Serena

[johnelmer]

@HGeo, @SerenaPol, Just to clarify, you have to have the Team or Enterprise version of LinkedIn Sales Navigator to integrate it with HubSpot.

[toni10]

Hi !

1) How do you set up automatically a task to receive a notification email 5 business days after you send an email to a customer?

My goal is to remember myself to follow up on the customers... and right now, after every time I send an email, I manually create a task for the customer to get that email notification 5 business days later...

PS: I use the Hubspot plugin on Gmail.

2) Is it possible to set up an automatic email that gets back to selected customers after a certain time, let's say 6 months, to know if everything's fine and ask for their new projects for example?

Thanks!

Toni

[SerenaPol]

Hi !

1) How do you set up automatically a task to receive a notification email 5 business days after you send an email to a customer?

My goal is to remember myself to follow up on the customers... and right now, after every time I send an email, I manually create a task for the customer to get that email notification 5 business days later... PS: I use the Hubspot plugin on Gmail.

2) Is it possible to set up an automatic email that gets back to selected customers after a certain time, let's say 6 months, to know if everything's fine and ask for their new projects for example?

Thanks!

Toni

Hi @toni10 

See below our replies to your questions:

1. You can create a task every time you send an email to a contact to ensure you are reminded to follow up with them. You can do this either from your HubSpot Sales Extension for Gmail, where you’ll find the Task tool option under the contact whose email address you’re sending your email to; or else from the email feature in HubSpot CRM, where you’ll find the task option as a checkbox at the bottom (see images below):

2. Yes, you can enrol your contacts in a sequence, which will help you send a series of targeted, timed email templates to nurture contacts over time. When contacts reply to the email or book a meeting, they will automatically unenroll from the sequence. Sequences use a mix of personalized, well-timed emails and follow-up task reminders to automate your communication with your leads. Please note that sequences can only be scheduled for a maximum of three months into the future and can include up to 5 scheduled emails.

If you want to automate multiple different sales and marketing actions and business processes for a list of contacts, or run this for a period of time that extends over three months, we suggest that you use a workflow instead.

Best,

Serena

[Aortic_Warriors]

This question is probably too basic for most readers here. Our organization doesn't have a way to track client registration, sales, and contact results. My guess is this is what CRM is suppose to do. We currently keep our Registration on email. Sales history on Google Sheets. Manual inputting inventory. And no contact tracking.  Very primitive way to run a start-up non-profit organization.  There's no way to do any query like in a database.  If Hubspot CRM can help our organization accomplish these tasks on one platform, and can sync with portals such as Stripe, Square and PayPal, this is definitely something our organization need to do!

[SSSau]

Also will you be recording this session for us to view at another time, as I am based in Sydney Australia and the time isnt great for me. 

[DavidChaves]

Also will you be recording this session for us to view at another time, as I am based in Sydney Australia and the time isnt great for me. 

Hi @SSSau,

We’re posting our answers here so you can have a look when it’s most convenient for you. The Classroom Training team is actually going to be in Sydney the week of 19-23 August to offer three different courses, including the CRM Management class. We’re also planning to offer the same three trainings the week after (26-30 August) in a different city in Australia, soon to be confirmed. If you’d like to sign up, you can do so through our website or get in touch with customertraining@hubspot.com for more info.

[SSSau]

Would love to know where I need to go to change a clients lead status?

As a brand new user I'd love to know where the best resources are on using Hubspot?  And if I had to only access 3 whic ones you'd recommend. 

[DavidChaves]

Would love to know where I need to go to change a clients lead status? As a brand new user I'd love to know where the best resources are on using Hubspot?  And if I had to only access 3 whic ones you'd recommend. 

Hi @SSSau,

Depending on your subscription level, there are several ways to change one of your contacts’ lead status:

• Manually → You can update this manually from each individual contact record. You simply need to access the contact record and browse for the lead status property in the contact’s About this contact section.
• Import → You can also import to update this property in a group of contacts all at once.
• Workflow → You can create a workflow to automate this change in bulk. In this case, you would set up your enrollment criteria to enroll your contacts and then choose the action Set contact property value. You would need to choose the lead status property and then select the desired lead status you’d like to update these contacts to.
• Hidden field on a form → Another option would be to add this property as a hidden field on a form and pre-select the desired value. You would then need to make sure your contacts fill out that form on your website to have the lead status property updated with your chosen value.

You can find more information and detailed steps into each of the above in this Knowledge Base article.

[jennysowyrda]

I wanted to pull in a few users who this might be of interest to: 

@gux, @emarie, @Dan1, @dleitch, @louischausse1, @jason13, @lucasfmsarmento, @ben_r, @rachelatscorr

If you have any questions, please share them here!

Thanks,

Jenny

[Nzilani_Glass]

We've been using Hubspot to optimize how we can interact with past and potential clients, mostly churches and arts insitutions in our area. 

We recently ran into some issues when exporting our contact/companies list to an an .xls file in preparation for sending out a promotional pamphlet. Ideally when exporting the addresses/phone numbers/etc from Companies list, we would also have the ability to include the names of the associated contacts, but the column only shows us the number of contacts, not the names. 

We tried creating another .xls from the Contacts tab, but then we are running into the opposite problem, not being able to filter the contatcs by the description column, which is how we had been organizing the contacts. 

Is there something obvious I'm missing? Or any way to easily integrate contact names, company names, addresses and phone numbers into a simple spreadsheet?

Thanks!

[DavidChaves]

We've been using Hubspot to optimize how we can interact with past and potential clients, mostly churches and arts insitutions in our area. 

We recently ran into some issues when exporting our contact/companies list to an an .xls file in preparation for sending out a promotional pamphlet. Ideally when exporting the addresses/phone numbers/etc from Companies list, we would also have the ability to include the names of the associated contacts, but the column only shows us the number of contacts, not the names. 

We tried creating another .xls from the Contacts tab, but then we are running into the opposite problem, not being able to filter the contatcs by the description column, which is how we had been organizing the contacts. 

Is there something obvious I'm missing? Or any way to easily integrate contact names, company names, addresses and phone numbers into a simple spreadsheet.

Thanks!

Hi @Nzilani_Glass,

You are right, at the moment the property associated contacts only shows the total number of contacts associated with a company but not their names. However, from your contacts’ database you can create a saved filter which includes a column for associated company and export the data in .xsl format. From there, you can then filter by company name to see all contacts associated with a specific company.

[Bettinarf]

@DavidChaves : You can combine information from contacts and companies creating a list. 

The result is always a list of contacts that have a company assigned (companies without contacts will not appear in this list).

[Bettinarf]

we ran into the same problem, we solved it by using lists. There you can combine contact properties and company properties.

Nevertheless it would be really desirable to have the possibility to combine contact an company properties throught the entire HS software.

REgards, 

Bettina

[DavidChaves]

We ran into the same problem, we solved it by using lists. There you can combine contact properties and company properties. Nevertheless it would be really desirable to have the possibility to combine contact an company properties throught the entire HS software.

Hi @Bettinarf,

That’s correct. You can combine contact and company properties with the list tool in HubSpot. Alternatively, you can also consider the option with saved filters as suggested in our reply to Nzilani.

[coolnicekid673]

what is this all about