🕶️ 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.)

[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.

[KOrtizCCS]

🧠 Week 2: Data Hygiene & The Power of Breeze AI 🧠

 🏆 Win:

Turned off auto-associations for now and building out ICP/buyer personas. 

 💎 Hidden Gem:

Not really a Hidden Gem but I've been loving the audit checklist on the homework! It's been helping keep me organized through this process and helping me see what I've missed. 

️🕳️ Pothole:
Honestly, still the same. Cleaning up a mess of a database; manually deduplicating contacts and companies, trying to build an SOP and figuring out how to keep up with it all. 

[ThLi]

Wins – permission-copying and comparison when new interns came in

Hidden Gems – Breeze Assistant works realy good and guides you fast to the relevant help sites

Potholes – dublicates are a pain and it is hard to get people to go to the data quality view and use the tool to clean up

[DKim70]

Wins – I was finally able to get a channel set up to feed directly into a newly made pipeline to streamline the way we handle class rescheduling. Hopefully it works!
Hidden Gems – Built in workflows to move tickets through our pipeline based on simple parameters will save us a lot of time.
Potholes – Just learning everything I can is taking a lot of time.

[MDornelly]

Week 2 - 

🏆Wins - Successfully convinced my Manager of the company to move into Helpdesk and utilize its features. 

💎Hidden Gems - Discovered hoe is possible to associate multiple tickets to share same data through workflows.

🕳 Potholes - Struggled figuring out how to create the perfect view for every single object.

🤖AI Prompts - Highlighting words/phrases/emails etc. would allow for an AI prompt to assist with tone, grammar, expansion, etc.

💡Reflection - I actually pursued being a Super Admin because when HubSpot was introduced to our company at Grow Resources, I saw it as an opportunity to stand out in the company and to gain some well needed experience.

[ISahni1]

🧠 Super Admin Fall 2025 Bootcamp – Week 2: Data Hygiene & The Power of Breeze AI 🧠

 🏆 Win:

Created and implemented permission matrices and team structures to better organise users in HubSpot. It’s already bringing much-needed clarity to roles and responsibilities, helping establish consistent QA processes and improving accountability across teams.

 💎 Hidden Gem:

Discovered the new “Validate and format phone number” feature, such a time saver! I replaced our old manual setup (which involved checking for +44 prefixes, blanks, and dashes, then reformatting numbers) with this native HubSpot feature. It’s cleaner, faster, and far more reliable for maintaining consistent data quality.

️🕳️ Pothole:
Honestly, keeping up with the 200+ HubSpot updates is a challenge. I’m struggling to track which changes are relevant and which ones could have the biggest impact for us. Trying to find a system or process to stay on top of them without feeling overwhelmed!

💡Reflection:

I’ve always loved building architectural solutions and optimising systems for efficiency. Early on, I realised that to truly shape HubSpot into the perfect solution for our business, I needed deeper visibility and control, that’s where being a Super Admin came in.

[XEscudero]

🧠 Super Admin Fall 2025 Bootcamp – Week 2: Data Hygiene & The Power of Breeze AI 🧠

🏆 Win:
I customized our record views to highlight the most relevant information for our team, such as key custom object associations and recent activity. This has made navigation faster, and the information they need is easier to find.

💎 Hidden Gem:
I started exploring Breeze AI, and it’s clear that clean CRM data is what makes its insights shine. With updated records, Breeze can surface accurate trends, suggest follow-ups, and help visualize where deals might stall.

🕳️ Pothole:
While cleaning up, I realized many of the workarounds we built when starting with hub can be redone much more cleanly with its new features and integrations. Rebuilding those the right way is time-consuming, but totally worth it for long-term clarity and better automation performance.

[tcboeira]

 Wins – Have the approval to change the Deal default amount property value to one that suits our business, instead of just using the HubSpot default.

 Hidden Gems – Workflow cards. I've just found out that we can add workflow cards to our records customisation! So clever and easier than training the team on which specific properties they need to change in order to run a workflow.

 Potholes – I'm having issues accepting that Lead status refers to SQL and not to MQL as well. 

 Reflection – What first inspired you to become a Super Admin? What moment made you realise you wanted to “see the code” in your portal? That was when I joined the Revene team and noticed the tool was severely underused and the team needed it so much!