🕶️ 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.)

[MarkKnowles]

Win – Turned on Breeze AI for our users!

Hidden Gem – Teams can save valuable administration time and new user onboarding.

Pothole – It’s still true… data matters. Data hygiene is critical for Breeze AI to provide valuable insights.

[BMostert]

Win: Nailed auditing users and security in HubSpot - it's easy to skip, but digging in gives killer control and clarity on access. Huge aha moment!
Hidden gem: the workbook packed with handy links.

[DRamirez87]

🏆 Win: I finally wrapped my head around how teams, permissions, and access all tie together. It clicked in a way it hadn’t before.
💎Hidden Gem: Partitioning. I didn’t realize how helpful it can be for keeping things clean and less overwhelming for different groups.
🕳Pothole: Deciding what should be a custom property vs something that already exists. Easy to overthink.
🤖AI Prompt: “Explain the difference between creating a new custom property and repurposing an existing one, and when each makes sense.” It helped me slow down and make better decisions.

[ErinKing]

🏆 Win Getting a new subdomain connected for a new brand launch. This area used to be a black hole for me, but I’m finally starting to understand how domains and Content work together.

💎 Hidden Gem Just the clarity around the Domain Manager. The process of connecting the subdomain made the lightbulb go off on how to support different brands in the portal.

🕳 Pothole I can't figure out where some marketing email settings live. We went through a brand update and I changed the Brand Kit, but there are still places pulling in old colors and headers. I'm currently stuck updating them email-by-email because I can't find the global setting.

[MFEspinal10]

👉 For Week 2, share in the comments below:

🏆 Wins – Views/card customizations -- getting us all on the same page!
💎 Hidden Gems – Using groups to organize property type, haven't used this before.
🕳 Potholes – Marketing contacts and unengaged contacts continue to mystify me. I'm not sure how to approahc best practices, what kindve workflows I should have to keep these things clear or moving consistently.

💡 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 tired of piecing together things through courses and articles, and wanted more real-life application learning. My role also required super admin bootcamp, so it's a part of my onboarding.

[evalerio]

Hello Everyone, Hope you had a good week

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

* I learned about customizing views that work with each team.

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

*Breeze Agent helped make subject title more engaging

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

* I'm confused about workflows and can I edit once the workflow is live. 

[Lisa_HernGuti]

Week 2 Win: We started investigating why and how one of our key integrations broke. We've made good progress toward fixing it! Hidden Gem: Permission settings!! I've started exploring how those can be best customized and leveraged in HubSpot. Pothole: There was an issue identifying one particular Deal across pipelines because the deposit name didn't match the Deal and Company association so this required some internal back and forth. AI Prompt: What are some best practices to ensure my HubSpot data remains safe through app integrations?

[DHamlett33]

• Win: Conducted a full audit of User security settings which resulted in standerized naming conventions on permissions and teams, and cleaned up permssion access. 
• Hidden Gems: Finally got to use the compare access tool in a real scenario and it allowed me to confirm data access granted to the correct users/teams. 
• Potholes: time management. I have had an extremely heavy workload dealing with request as well as trying to get these class assignments completed. 

[rmalenda]

Super Admin Fall 2025 Bootcamp - Week 2

• Win: Audit of Teams and permissions indicates that users are currently set up appropriately for what they need based on their roles.
• Hidden Gem: I have been underutilizing segments.  Last year I set them up mainly for Contacts, but I've started using them for some of our custom objects which has not only provided additional data trends but makes ticket tracking easier for the team.
• Pothole: Actual workflow issues are getting lost within the number of notifications for users with non-marketing status, and duplicates are frequently picking up two contacts with similar names who are indeed two different people.
• Pothole: 

[EternalW]

Super Admin Fall 2025 Bootcamp - Week 2
Wins – I effectively set up permissions for an 8-brand team that don't want to or need to see what the other brands are doing (without the brand add-on). 

Hidden Gems – Nested Teams...  

Potholes – Based on Week 2, I need to up the security in our portal. 
Reflection – Inspired is a strong word here. 😂 When you're a partner at a small agency, it's going to be an executive's job. It's me. 😃

[NBraun1]

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

Wins: Set up new notification profiles to make sure important information won't be missed.

Hidden Gems: The Data Studio! I still need to find my way into it but it will for sure simplify some of our working processes.

Pothole: I'm still getting used to all the new updates and learn how to get the best out of new features efficiently (segments etc.).

[LimeSeltzer]

WIN: Leveraging the data model to do an object audit and plan/develop some new object-to-object associations to more precisely map out complex processes for richer insights. 

GEM: Leveraging of custom permission sets - locking down critical properties or objects so that users cannot inadvertently change sensitive fields by creating custom permission sets such as for 'view only' users and 'view, edit, delete users' on opposite ends of cross-collaborating within the same objects to help maintain data integrity and reduce the need for constant corrections. Nomenclature is key. It would be nice to be able to stack permission sets on top of core permission sets so we can track who has additional skill sets at a glance.

POTHOLE: There is some technical debt incurred with having to clean up legacy properties, workflows, and etc. created with inconsistent standards. This can make building new automations or reporting unclear and accessing reliable data more difficult and time-consuming due to having limitations on editing bulk records. One way to avoid this is to do a full business process analysis for new processes, and to review aging or legacy processes regularly.

[JoyM]

Wins – Increased familiarity with the inner workings of HubSpot based on viewing user permission levels.  It helps to see who has what access and where things should be restricted.

Hidden Gems – The security center gives a quick view of which users don't have 2FA activated.  They will be getting reminders to do so and a firm date for when it needs to be completed.

Potholes – There were several app installations that were done by team members who have left the company.  No process was in place to authorize or verify any changes that may have been made to HubSpot before installing.

[amber_brooks]

🏆 Wins – Created custom Companies, Contacts, and custom object record views thanks to Chris's Loom ideas! Winningggg!
💎 Hidden Gems – Breeze assistant definitely helped cut some portal audit time down a good amount, so this was a new use case for it! 
🕳 Potholes – change is hard.... still getting used to Segments and where some things live now. And new things that pop up in HubSpot!

💡 Reflection – All of our account strategists are Super Admins for our clients, but it definitely makes it easier to diagnose and fix things that would otherwise go unseen!

[HannahM96]

Wins + Potholes – Found the function to compare two permissions, but it is also a pothole, as I wanted to compare more than two permissions at he same time.

Hidden Gems – Using the permission "no touching"

[TAllen3]

Wins – Found the rules for classifying unengaged contacts for marketing emails. Followed by an internal conversation about whether we need to adjust it.

Hidden Gems – Learning to use the report section to give greater insight into our email marketing campaigns.

Potholes – A fellow super admin requesting a report for an object that we don’t have created.

[BMcDonald54]

Win:

Finally figured out how to properly audit users and security in HubSpot! It’s one of those things that’s easy to put off, but once you dig into it, you realize how much control and clarity it gives you. Feels good to know exactly who has access to what.

Hidden Gem:

The biggest “ah-ha” moment for me was learning about Teams and custom permission sets. I’ve definitely been that person manually updating permissions one by one… and now I feel like I’ve been doing it the hard way for way too long. Total game-changer.

Pothole:

Still finding it tricky to get everyone else to actually use all the tools we have access to. The tech itself isn’t the problem — it’s getting buy-in from the team and making sure the cool stuff doesn’t just sit there unused.

Reflection:

What I love about this bootcamp is how it pulls back the blinds a bit. I’ve always liked figuring out how things work behind the scenes, so getting to “see the code” in HubSpot just clicks for me. Every week I’m learning something that helps me make our setup cleaner and smarter.

[AJoseph2]

Wins—Providing all users with the right permissions and right seats.

Gems—Breeze Assistant, definitely a gem, has all the stuff I need and more to give me insight and a solution to whatever issue pops up.

Potholes—not having an enterprise subscription; it seems like stuff is much easier.

[NPasha]

Wins – Succefully managed a project with data hydration from a data warehouse

Gems – Having Data Studio to now bring in data warehoue data. 
Potholes – Things are harder when clients do not have the right subscription.

[paddie]

🏆 Wins – Cleaned out some old and unused properties

💎 Hidden Gems – The "Review automation issues" section in workflows. This is really helpful to see in one place which workflows have issues and to fix them.

🕳 Potholes – Too many legacy workflows and lists (segments) which need to be cleaned.