This week, you're taking the orange pill (with a dash of red) as we continue to GrOw inside the HubSpot Matrix.
Helping Your Team Love HubSpot is the key to sustainable growth and success. It’s time to master it the way Neo mastered the code—bending HubSpot to your will and guiding your crew to see it not just as software, but as their digital ally 🤖
💭“I can only show you the door. You’re the one that has to walk through it.” – Morpheus
You’ve already taken that first step. Now… let’s plug in ⚡
👉For Week 2, share in the comments below:
🏆Wins – What’s something you accomplished or finally figured out this week? Big or small, it all counts. 💎Hidden Gems – Which HubSpot feature, workflow, or AI insight surprised you or made your life easier? 🕳Potholes – Where did you hit resistance or confusion that others can learn from?
💡[BONUS] Reflection – What first inspired you to become a Super Admin? What moment made you realize you wanted to “see the code” in your portal?
💬 Remember, even The One needed a crew. Great Admins don’t work in silos—when we share our experiences, we strengthen the whole system.
🙌 As your instructors @ChrisBabelquest , @AlisonSchwanke, and I @MuseDebbie , we’re here to help you navigate the HubSpot Matrix and unlock your next level of Super Admin mastery.
Ready to connect? Plug in and drop your Week 2 reflections or questions below ⬇️
(This is the Week 2 thread. Look out for a new post each week so we can keep our insights organized and easy to find.)
🏆Wins– Creating teams and standardizing permissions! 💎Hidden Gems– Card customization! You can do so much, i've set up meetings with department leads to understand what is important to them so that i can create views. So excited about this! 🕳Potholes– Trying to identify how to create deals associated with companies and tickets to get the proper reporting we need. We need to change the way people are used to working and getting lots of pushback.
🏆Wins– I realized how much thoughtful planning is needed around users, teams, permissions, and record customizations to ensure long-term adoption and success.
💎Hidden Gems– Auto enroll into workflow cards and the power it can bring to the team. 🕳Potholes– Nothing really here.
🏆Wins– What’s something you accomplished or finally figured out this week? Big or small, it all counts.
Card Customization. Our cards were set up and customized when we first bought HubSpot, but have not gone in and adjusted/added since. It will be great to see where we can customize further now after seeing some of the additonal options we have to help make it easier with the sales team to use HubSpot. 💎Hidden Gems– Which HubSpot feature, workflow, or AI insight surprised you or made your life easier? Not really a hidden Gem, but going back to the Card Customization and adding more features - I feel like it will be less overwhelming to the sales team now that they have the hang of HubSpot. 🕳Potholes– Where did you hit resistance or confusion that others can learn from? Nothing at the moment, I am not using HubSpot on the daily.
💡Reflection– What first inspired you to become a Super Admin? What moment made you realize you wanted to“see the code”in your portal? I became the Salesforce admin when we had Salesforce just because I was interested and we did not have anyone officially in the role. Once we moved to HubSpot, an offiical admin was given the role (not me). I wanted to learn to keep my skills up, so I have been completing certifications in HubSpot and felt I was ready for the Super Admin class.
🏆Wins– This week I FINALLY figured out that adding too many Objects to a Report forces the report to count the Objects in a unique count (when I wanted to see the Contacts that had Tasks assigned, the report was counting all Contacts with Tasks assigned once, then counting all Tasks again), and I needed to restrict Reports to a singple Primary Object so I could get an accurate count (Tasks). Weird. 💎Hidden Gems– Content Approvals will be a game-changing for my Email Ops client! 🕳Potholes– Reports and utilizing custom formulas. There is literally NO WAY I could have figured it out, because in the formulas screen you insert a function and the function is "DIV0" Well, if you're just wanting to divide one number by another you don't use DIV0 -> you just use / !!! How could I have known that? Where is the documentation? Ughhhghgh I spent hours messing about with Reports and HubSpot's AI formula builder that kept putting DIV0 in there. I feel so dumb.
💡Reflection– I had to become the Super Admin to figure out why the VP of Sales couldn't see the number of Leads Marketing was driving, reported on by the system. Needed to pull history logs to figure out where the Leads were coming from historically. Turns out they hadn't even had the concept of the MQL introduced to them...even though they're had a Marketing Manager for 4 years prior to me!! 🫠 So that was why there was no reporting available, they hadn't delineated hand-raisers at all.
Wins: Got a lot of cleanup done properties -- Did some retraining with our sales team.
Hidden Gems: I really loved what was shared on the call about non-users and how to handle those. We have been dealing with this and it will help.
Pot Holes: Every week so far i'm learning about new tools we are not utilizing that would make our CRM and user experience better. We had alot of this set up prior to launch with our partner but alot of it wasn't really explained so we weren't invovled in the naming converentions or groups and I know find that alot of them could be better.
Wins– What’s something you accomplished or finally figured out this week? Big or small, it all counts.
I got permission to do a number of updates to account info for fields that were discovered during the audit I completed for this bootcamp.
Hidden Gems– Which HubSpot feature, workflow, or AI insight surprised you or made your life easier?
The customization of records has just gotten so much better. Additional tabs and conditional logic in every section of a record view is an absolute game changer for us.
Potholes– Where did you hit resistance or confusion that others can learn from?
I've had 2 requests this week to build workflows based on email activity, and I can't figure out how to make either work - apparently email activity is very restricted as a trigger, and even if you can get it to work properly, re-enrollment can't be based on email activities.
Reflection– What first inspired you to become a Super Admin? What moment made you realize you wanted to“see the code”in your portal?
I wasn't really inspired so much as offered the role to save my job. However, now that I am a Super Admin, I'm the only person who knows how to use the program (especially customizations), so I'm feeling a little better about job security...
🏆Wins– What’s something you accomplished or finally figured out this week? Big or small, it all counts. I've learned how to audit for users and security 💎Hidden Gems– Which HubSpot feature, workflow, or AI insight surprised you or made your life easier? I think TEAMS for users will be helpful. I also want to set up custom permission sets. This would make my life easier, rather than editing everyones permissions individually. 🕳Potholes– Where did you hit resistance or confusion that others can learn from? I feel like I'm learning a lot and realizing we have access to a lot of tools we are not using but the hard part is getting everyone else to jump on board.
💡Reflection– What first inspired you to become a Super Admin? What moment made you realize you wanted to“see the code”in your portal? What Inspired me was the desire to want to learn something new and I like to organize
Wins – I thought I was using presets well, but I realised some of my team had different settings... I audited my user permissions, and they were all slightly different! So I've gone away and tidied them up.
Hidden Gems – My colleague kept forgetting their HubSpot tasks, but now they have them showing up in their Google calendar so they have more visibility! Now she's no longer creating two tasks.
Potholes – We use the breeze chat agent in one specific chatflow and as an option that our customers can choose. That means it doesn't show as being "deployed" anywhere and we've had a lot of issues with this recently (which we're still figuring out). For example we couldn't work out where credits where being used from, because it doesn't show as source that's "deployed" on the custom agent page. Now, although we have enough credits, the bot is handing over immediately to humans, which defeats the point. Trying to get help from support but it looks like they don't know why this is happening either!
🏆 Wins This week, I was able to pilot a few emails for a workflow with my team and work out some of the kinks before we plug them into our automated lifecycle campaigns. It was great to see the workflow start coming together in real time!
💎 Hidden Gems No new HubSpot “aha” moments this week—but I’m hopeful I’ll uncover some helpful features or shortcuts next week as we continue building things out.
🕳 Potholes We’re still running into some data integration issues between our internal system and HubSpot. Thankfully, we have a partner in IT helping us troubleshoot and streamline the connection so everything syncs properly.
💡 Reflection Since I’ll be supporting clients with email campaigns, I want to understand how everything works behind the scenes—from setup to automation. Becoming a Super Admin feels like the best way to “see the code” and fully understand how all the pieces fit together.
Wins – I created a custom report that shows me the number of landing page visitors for a specific category. We’ll use this information to create a targeted campaign.
Hidden Gems – Just noticed HubSpot launched an email “Unsubscribe Reason” survey, and the metrics can be viewed in the performance tab of an email. We’re excited to see these new insights!
Potholes – Per HubSpot Support, our Orders object cannot be added to our data model at this time. We have a workaround, but it will be more complicated and require more steps to complete. ☹️
Wins– This week I helped the service team for my client with a workflow. It was reopening all tickets if an email was sent out to the contact on the account, and they didn't want that to happen for their churned accounts that were just getting the churn notification email. I adjusted the workflow, and so far, it seems to be helping.
Hidden Gems– My current experience with Hubspot has really just been troubleshooting a Salesforce/Hubspot integration when I was a Salesforce admin and then helping my current client with Sales Hub/Deal requests. I haven't had to dig into security/permissions much, so finding out about things like presets, the compare permissions option, the audit log, and the permissions tab in the Security menu really felt like hidden gems to me!
Potholes– My current client has 12 Super Admins out of 27 total users. They typically only respond to messaging around requests that they have directly asked of me, so I am not sure if they will be open to my suggestion of a review, but I think they might want to do a deep dive into what permissions each type of user needs and then adjust down as necessary.
Why do I want to be a Super Admin?
I am trying to get a full time job again as either a Salesforce or Hubspot admin (or combo) and I really wanted to upskill in Hubspot to be a better resource for those that need my help. I have spent years studying and working in Salesforce but still feel relatively new to Hubspot, so I am constantly searching for more training, courses, and certifications to get up to speed. I want to be the best I can be!
🚀 Growing Better with HubSpot: Lessons from This Week
This week’s Super Admin session was a game changer. It reminded me that HubSpot isn’t just about managing data — it’s about managing trust.
Here’s what stood out:
🧭 Clarity beats access. Not everyone needs Super Admin rights. The more intentional you are with permissions, the safer and cleaner your CRM becomes.
🔒Security isn’t scary — it’s empowering. The HubSpot Security Health Center helped me catch inactive users and outdated integrations that could’ve caused issues later.
🔄Integrations need love too. Just because an app is connected doesn’t mean it’s still serving your goals. A regular audit can save you money and protect your data.
💡AI can be a partner, not a replacement. I used ChatGPT to review user permissions and it surfaced smart ways to standardize roles while keeping workflows intact.
Sometimes “growing better” means slowing down long enough to audit, adjust, and secure what’s already working — so the whole system (and team) can perform at its best.
I finally created a user permissions matrix in HubSpot that clearly maps each role’s access level. What used to be a guessing game for who had “Super Admin” rights is now documented and justified. It’s already making onboarding faster and cleaner.
💎Hidden Gem
The HubSpot Security Health Center — I hadn’t spent much time there before, but it’s an absolute gem. Seeing security recommendations (like inactive users or weak 2FA coverage) all in one place makes tightening up access control so much easier.
🕳️ Pothole
Realizing how many unused connected apps were still live in our portal. Some hadn’t synced in months, but were still pulling API tokens. It’s a good reminder that integrations aren’t “set it and forget it” — they need regular review and cleanup.
🤖AI Prompt of the Week
“You are a HubSpot Super Admin coach. Review this user permissions list and suggest where access could be reduced or standardized without breaking existing workflows.”
Wins: This week, I've been working on a user team revamp and this week's session was right on time for me to learn best tips and tricks!
Hidden Gems: This week, i learned about the default permissions sets that allowed me to tailor segmentation faster and easier!
Potholes: When looking at permission sets I discovered we had a lot of overlap or unnecessary sets assigned to unnecessary teams. It was a good exercise to go through and clean up'
Reflection: Our initial setup has drastically changed from today's instance. It's important to validate often as simple changes can get lost in the shuffle. I now have a calamderized reminder to go through and validate each quarter!
🕶️ Super Admin Fall 2025 Bootcamp – Week 2: Enter the HubSpot Matrix 🕶️
Wins– Really happy to build 3 emial nurture workflows in a week with detail documentation!
Hidden Gems– I love using record IDs when building table reports because it redirects users to the company/contact profiles immediately when they click it.
Potholes– I learned about autoresponders can bypass the reply-to in email because our CEO got bombarded with OOO emails and apparently we have no control when autoresponders reply directly using the FROM
Automated email replies, such as out-of-office responders, will still go to the original From address for most email providers.
Reflection– I think being an admin has been a huge growth for me because I started working as a data specialist for SFDC then marketing automation specialist for email nurtures in HubSpot and now a full time admin who just loves to train and share my skills with users. Who knew being so maticulous with data and training everyone on data maintenance and tool usage will turn me into an admin.
Wins: This week, I finished a recent work goal of mine, which was updating user permissions so they are all correct and accurate. Very timely for this bootcamp!
Hidden Gems: This week, I used the new HS AI-generated "Create Property" functionality. It worked really well and saved me time!
Potholes: When adjusting user permissions, I discovered that assigned someone to a "team", can remove their Sales/Service hub permissions. Oops! That was a learning mistake when I accidently took away some users permissions.
Reflection: The day I started at my current company, nearly eight years ago, was the day they began implementing HubSpot. I've loved HubSpot since then and with my knowledge and background, I am able to incorporate best practices and share the HubSpot wealth 🙂
We love HubSpot so much that we're very eager to transition away from external tools, and utilize HubSpot's native features. COVID realignment inspired me to become the company SME for HubSpot. 5+ years now
Wins– What’s something you accomplished or finally figured out this week? Big or small, it all counts.
We just migrated our website into HubSpot with a completely refreshed design and updated content. I've been setting up custom events for key web engagements, and I think I've finally cracked the code on the best way to set up the events so we can segment and report to all levels of stakeholders.
Hidden Gems– Which HubSpot feature, workflow, or AI insight surprised you or made your life easier?
Custom events for sure - and not needing any coding experience to set them up. They're so powerful and very easy to set up.
Potholes– Where did you hit resistance or confusion that others can learn from?
I didn't realize that you couldn't report on multiple custom events in one report (you're limited to just one custom event). That resulted in some rework needed and some innovative thinking on the best way to create and name our custom events to get the reporting to be what we need.
Reflection– What first inspired you to become a Super Admin? What moment made you realize you wanted to“see the code”in your portal?
When we onboarded HubSpot, I was barely into my role and got to watch our portal come to life from the beginning. Once I was finally able to get into the platform, I quickly fell in love with how easy HubSpot was to learn and over the course of the last 10 years I've taken on more and more responsibility, becoming our super admin a few years ago. HubSpot is magic, and I love being able to make an impact.
