🕶️ Super Admin Fall 2025 Bootcamp – Week 2: Enter the HubSpot Matrix 🕶️

[MuseDebbie]

Welcome back, Super Admins😎!

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.)

[KWest99]

Wins - I was able to start the MASSIVE audit I've been putting off

Hidden Gems - The duplicates center, small but mighty and incredibly helpful

Potholes - I wish when I was merging contacts, it kept both emails rather than only saving one. I had to go into each profile after merging and adding the additional email

[MSkrajner]

Win: Cleaned up some inactive users from our account

Pot Hole: We have a lot of people creating workflows with out consulting the ones that already existing, resulting in some unintended actions or some workflows not working properly. 

AI Prompt: I'm no expert coder, and AI has helped me add some much needed formatting and functionality to my blog posts. Simple prompts like "Make all headers this color" or "write the HTML code add a button to the end of the blog post" have saved me tons of time already for tedious but still necessary tasks. 

[RSA]

Week 2

🏆 Leveraging my latest knowledge on user governance, permissions, and custom record settings, I developed a small documentation framework for our HubSpot client base. This guide is key to configuring accounts for maximum adoption and sustained long-term success.
🕳 I haven't yet been able to fully launch Breeze with clients. I need to prioritize establishing a clear phased implementation roadmap (from initial setup to complete adoption), as the lack of this structure is currently hindering effective product promotion.

[SLahl9]

🏆Wins: I finally managed to estalblish an AI chatbot for our blog based on Hubspot's Customer Agent! 🚀 Can’t wait to see how people will interact with it and what kind of questions will come in: Medientage München - Blog

💎Hidden Gems: Not a new discovery, but one I keep coming back to: Contact views.
For many small tasks, they’re just so much quicker and cleaner than building a list every time.

🕳Potholes: Workflows... still tricky, even after years of experience 😅 My takeaway this week: Always double-check every detail — from forms to landing pages to workflows. It saves a lot of debugging time later.

[FannyG]

🏆Wins: I presented the lead object for our IT sales team who recently has been a bit sceptical to it since thy already do this kind of work but in the deals pipeline instead. But many of them were more positive and we are now moving towards a better understanding of each others needs.
💎Hidden Gems: I learnt how to better customize the contact card thanks to the loom video
🕳Pothole: Understanding that individuals in our sales team work with prospecting in the deals pipeline, and they only see it as an unnecessary extra step to use the lead object for this.
💡Reflection: I started working in the marketing department, and quickly got introduced to building reports, analyzing data and so on. We have been lacking someone with full CRM responsibility and needed someone to dive deeper and understanding the full infrastructure, and it made sense I would take that role. I hope I can make HubSpot better for my company and get people to actually understand why we should add all data into HubSpot and utilize it for making our sales more efficient.

[KDT2025]

Wins – I finally understand the difference between Teams, Permission Sets, and Seats.

Hidden Gem – There are so many ways to customize a Contact record, I love all the options.

Pothole – It was interesting to hear that adding middlewear integrations adds cost to the process, and that its better to use Data Hub to implement workflows and webhooks.

Reflection – Why did I want to be a SuperAdmin? Because I am used to knowing the innerworkings of the systems I engage in, and I see the possibility of helping other businesses improve their use of HubSpot too.

[CAltindas]

🕶️ Super Admin Fall 2025 Bootcamp – Week 2: Enter the HubSpot Matrix 🕶️

WIN
When someone says, “I didn’t do that!” — yes, you did! 😉
With the Audit Log, you can track user actions, filter by activity, and review login history to monitor user behavior.
Use Analytics to see whether your portal is being actively used or quietly ignored.

💎 HIDDEN GEM
There’s a great feature that lets you customize object views — you can choose between table or board views, and even adjust the table layout with row height options or zebra striping for easier readability.

POTHOLE
No one likes getting flooded with notifications — it’s the quickest way to start ignoring them!
Remember, HubSpot Notifications are your digital agents.

Ask yourself: are you paying attention to the notifications you send and receive?
You can also manage these through a Slack channel — make it fun! Add emojis and personalize it.
Most importantly, talk with your team so they can tell you what kind of notifications actually matter to them.

As a Super Admin, I realized I don’t regularly perform User Audits — but I plan to start doing them more often and keep our settings consistently updated.

🪞 REFLECTION
What first inspired me to become a Super Admin was my curiosity about how everything in HubSpot connects behind the scenes.

[HTaylor1]

 Wins – Not 100% HubSpot related, but close to. I have been trying make a custom code block in a workflow. I've coding experience, but not in the languages HubSpot uses. What I'm doing is pretty deep in the language too. This week I reached out to one of our internal devs to ask for help and... well... long story short, I now have an internal coding buddy who is willing to help me with my code struggles! He learns about HubSpot. I learn more coding practices. Its a win for us both.

 Hidden Gems – Meeting buffer time setting. I just discovered this today while on a call with one of our sales team. Its great space between meetings can be set.

 Potholes – My company is international. The whole thing is run from 1 instance of HubSpot. This means our Ireland team can see the US side of the database as well (contacts, companies, etc.) including activity log, etc. I feel this is a huge security risk. I need to see if there's a way to restrict access to geographical locations.

[StarrF]

Holy-Moly! What a Week! 

Wins - This week I deepened my understanding of the Breeze Assistant, exploring its features and boundaries. I learned how it leverages 100% of CRM data for contextual conversations, conducts comprehensive research and analysis of complex questions, and works seamlessly across the CRM for fully informed responses.

Hidden Gems - In my “Breeze Deep Dive,” I discovered Breeze Agents — specialized modules for focused tasks. I’m particularly interested in exploring the Prospecting and Data Agents, as they could significantly accelerate lead research and improve data hygiene.

Potholes - While collaborating on the setup of a new Line-of-Business CRM within HubSpot, I ran into an important lesson: during seat assignment, we miscounted user access.

Reflection - I was Tasked with becoming a Super Admin due to some of my initial responsibilities, but it quickly became a need once I saw the data quality of our previous CRM. Additionally, I saw an opportunity to provide value in an operational capacity.

[FPalmisano]

WIN - I have continued auditing our account, reviewing the security section and the recommendations provided in the data quality portal.

HIDDEN GEM - There’s a useful feature to customize object views and choose the preferred table or board view for each, plus options to adjust table views with row heights or zebra striping.
POTHOLE - I’m looking into ways to make the best out of the data enrichment functionality for existing contacts and companies, as many are missing key details like domain names.

REFLECTION - As a user, I was often critical of certain CRM features or automations, such as the arrangement of properties or cards. Now, I’m eager to understand the needs of different teams and users and adapt accordingly.

[AKorestashova]

Hi Community!


Wins: Getting positive feedback from the team on the improvements suggested for Object view!

Hidden gem: new Gannt chart view for Deals - just starting to dive deeper, but very excited! 

Pothole:There needs to be a serious audit for our segments and workflows, many seem out of date and with some errors too.

💡I started as a Sales team member and HubSpot immediately became my passion, I was always on the search for new ways to make things easier and more clear. With the team and tools stack growing, our HubSPot operations needed more and more support and I realised I am much more fond of operations (and specifically HubSpot) than sales. When offered an opportunity to manage HubSpot portal, I ook it with excitement.

[MNumazu]

Wins – What’s something you accomplished or finally figured out this week? Big or small, it all counts.

• I've been working on a lot of reporting lately for all of our marketing events and so I created a new property and workflow that allows us to better track our marketing event attribution than the standard campaign attribution, which was a huge win for the marketing team.

Hidden Gems – Which HubSpot feature, workflow, or AI insight surprised you or made your life easier?

• Found the "Manage Associations in Bulk" beta that is super helpful for cleaning up our data connections.

Potholes – Where did you hit resistance or confusion that others can learn from?

•  Finding out that there's a lot of overlap between the Sales and Customer Service team for new properties they want added to the system, and hitting a wall as I try to identify whether we truly need all of them and if we do, then how do we make sure they're maintained and not lost in the abyss?

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 was given the role when I was hired so I never had much choice haha. If I did have a choice though, I would still want to be a Super Admin so that I can put my organizational skills to full use and work towards optimizing our system.

[RWeese]

This is wonderful! Would you mind sharing what types of reports you built for your marketing events? Also, thank you for sharing that you found the manage associations beta. I will have to check that out!

[RWeese]

Wins – I have begun the property clean up process. It is daunting, but I was pleasanty surprised that they aren't as bad as I thought they would be. 
Hidden Gems – I am using Chatgpt to analyze a lot of the clean up process, and it truly makes everything make more sense. 
Potholes – One of my biggest potholes is my leadership team is not very tech-savvy, and they are for quantity over quality when it comes to adding data into our system. I've won half of the battle by being the gatekeeper for importing data, but I am still struggling to help them see why we don't want to add EVERYTHING. 

Reflection: I became the super admin of our account because I fought for it. There were many before me that "managed" our HubSpot and it spent 3 years being made a mess. Our company pays so much for it, and I was determined to make it work for our team. I am still working on cleaning up the mess that I walked in to, but it has already improved tremendously. 

[EloiseFrancis]

🏆 We already use groups to manage our properties, keeping them nice and tidy!

💎 Property data quality is super handy, really helped see where we can cut down on useless properties (though we're still at 999 out of 1000 custom properties used!)

🕳️ We had 7 super admins, 2 of which really didn't need this so it's been handy to check and manage these users.

💡I didn't choose to become a super admin... I was the chosen one! The team needed someone to do it, so I switched roles and I'm the full-time CRM and email marketing manager now for the whole business 😎

[Becol]

Super Admin Fall 2025 Bootcamp – Week 2: Enter the HubSpot Matrix 

️

Wins: Testing out some integrations to support a process that is creating a lot of support tickets in our pipeline.

Hidden Gems: record customization, wow, all the capabilities I just had no idea about. Really excited to begin using these more.

Potholes: So many workflows that are used as a one off from our team that we can now use as a schedule, to go off at specific times so the team doesn't have to manually go in and turn it on and off every time they want it to run.

[ElenaElena]

🕶️ Super Admin Fall 2025 Bootcamp – Week 2: Enter the HubSpot Matrix 🕶️

🏆Wins This week, I finally fixed the issue where some blog posts weren’t showing on the homepage due to tag errors. ✨ After correcting the tags, I also started planning alternative ways to surface posts more reliably.

💎Hidden Gems Using the Campaign tool as a centralized storage for all event-related emails. It’s simple, but having everything in one place makes managing outreach so much smoother. 🗄

🕳Potholes Some of our CRM automations are barely holding together. They technically work, but errors pop up at the worst times, which means a full cleanup is coming. ⚠️

💡 Reflection  I realized I wanted to become a Super Admin when I saw how much potential HubSpot has to make teams’ lives easier. 🤓 I wanted to “see the code” in our portal and transform chaos into a smooth, reliable system.

[HKitchen]

Wins - This week, I realized that I actually do know a lot more than I thought I did haha. I was working on a website map with a coworker and when looking at it, I was so nervous about messing it up, but then I ended up doing a pretty good job on it and we are working on the actual website next!

Hidden Gems - I've been using the merge duplicates tool like it's my job this week. Almost 2000 duplicates in one account.

Potholes - Just navigating the entire audit is a bit overwhelming right now

[KHerskovitz]

My win for this week is having another email marketing sequence 0 unsubscribes!  A hidden gem is when reveiwing my account security, we don't have any users with critical permissions.  My pot hole is that I want to move our blog to be hosted on HubSpot, but I'm getting pushback.

[Julia-W]

Just because you can doesnt mean you should - liked this insight from this weeks video!

Wins: Started standardizing naming conventions and sorting properties into groups!

Hidden Gems: Saw under product updates that the lead object has been updated. It is similar to other objects such as contact for instance and board view is available. This could potentially be quite interesting to further optimize processes across business units (since lifecycle stage is somewhat limited in that regard for us).

Potholes: Team views are great but need alignment - everytime a global property is being updated it needs to be factored into account for every team view acrosse every object. It is easy to miss something and can get tricky fast! We simplified teams as much as possible. 

Reflection: After some years of experience in marketing and working on different projects (ranging from sales, marketing to GTM) this now helps me to identify and implement relevant use cases for our departments. Coupled with PM background and know-how on how to structure data it feels like everything falls into place and I can work to the best of my abilites. 

[Claire-Raymond]

 Wins – FInally winning over one of my toughest Sales Account Managers... by demonstating the benefits to him of the possible automations if he can help us segment his customers properly. It was brilliant to see the 'ah hah' moment!

 Hidden Gems – Using board view on CRM objects to create a visual representation of companies by lead status. Then applying rules like we would in deal stages.

 Potholes – Lots of difficulties with Sales Performance and Sales Workspace. Limited functionality and issues with dashboard filters not applying. Gave feedback and have been contacted by the product team already. Encourage others to do the same. HubSpot is listening!

Reflection – Nothing inspired me. I own the Enablement function within my organisation, and HubSpot is at the heart of everything we do. So it's my responsibility to stay up to date and lead with knowledge and confidence.