🦇 Super Admin Fall 2025 Bootcamp Week 3: One Tool, One Team #NoHubs 🦇

[MuseDebbie]

Welcome to Week 3, Dark Knights of HubSpot! 🖤

This week, we leave behind the silos of Gotham’s shadows and step into the light of One Tool, One Team, No Hubs. It’s time to rethink what it means to be a Super Admin, not as someone who guards a single hub, but as a strategist who unites every hub, every team, and every mission.

Like Batman’s utility belt, every HubSpot feature is a tool powerful on its own, but unstoppable when used together. 🦸‍♀️

💭 "It's not who I am underneath, but what I do that defines me." ~ Batman

Your mission this week is to bridge divides, build connections, and help your teams see HubSpot not as Marketing Hub, Sales Hub, or Service Hub, but as one living, breathing system designed to help everyone grow better together.

🦇 For Week 3, share in the comments below:
🏆 Wins – What’s one thing you or your team achieved this week that made you feel like the hero of your HubSpot portal?

💎 Hidden Gems – Which feature, workflow, or AI tool helped you work smarter, not harder?

🕳 Potholes – What challenges or “villains” did you face this week, and how did you tackle them?

💬 Remember: Great Admins don’t work in silos. Even heroes need allies. When we share our experiences, we strengthen your entire HubSpot Justice League that includes your instructors @ChrisBabelquest , @AliSchwanke , and I @MuseDebbie , your cohort members, other SuperAdmins and HubSpotters.

We’re all here for you on this mission to unify your HubSpot world.

So… are you ready to step into your Batcave and show us how you’re using your tools to unite your team? Drop your Week 3 reflections or questions below ⬇️

(This is the Week 3 thread. Look out for a new post each week so we can keep our insights organized and easy to find.)

[SGovindarajan]

Super Admin Fall 2025 Bootcamp Week 3: One Tool, One Team

Win - Set up one shared inbox for the whole team  no more bouncing between tools! Everyone’s finally on the same page (and my notifications are way happier).

Hidden Gem:

Discovered that you can use Inbox saved replies + personalization tokens together — feels like magic when you can answer fast and keep it personal.

Pothole:

Our chatbot went rogue and started creating duplicate contacts again (classic). Fixed it by adding a quick “verify email” step lesson learned

[BMcDonald54]

Win:

This week I finally tackled a long-standing mess: I built a consistent naming convention across our assets (workflows, properties) so everyone – not just me – knows what things are. That tiny bit of structure already feels like a win.

Hidden Gem:

Discovered how powerful the audit logs can be. Spent a while digging through “who changed what when” and removed outdated templates + sequences that were just cluttering our system. Feels cleaner.

Pothole:

Still hitting resistance when it comes to aligning teams. I tried to roll out a cross-department snippet set for sales + service folks and got push-back because “that’s how we already do it.” Connecting everything into one tool & one team isn’t just a tech shift — it’s a culture shift.

Reflection:

It’s pretty cool to see how shifting from siloed hubs to one unified system changes how you think. Instead of “Marketing Hub does this” or “Service Hub handles that,” I’m beginning to see it as “Our tool” and “Our team” — one flow. I’m still learning the rhythm of making that real.

[XEscudero]

🦇 Super Admin Fall 2025 Bootcamp Week 3: One Tool, One Team #NoHubs 🦇

🏆 Win:
This week, I explored Service Hub and created my first workflow using Tickets! It was exciting to see how we can automate more of our client success department with Help Desk.

💎 Hidden Gem:
I also experimented with creating a chatbot directly in HubSpot. It was simpler than expected and a great way to provide quick client support and route inquiries automatically. It's definitely something I want to build on further.

🕳️ Pothole:
I realized we rely more on Templates than Snippets, and they’re not very organized. Cleaning and standardizing those will be a big focus next, so our team can communicate more efficiently.

[AJoseph2]

Wins – Figured out how to update Workflows to allow for email responses from anyone copied on an email to change ticket status to waiting on us.

Hidden Gems – Breeze Assistant is always a gem that helps me out when I am stuck and need assistance, lol!

Potholes – We had issues with users being unable to view the helpdesk section, but it turned out that a permission was turned off for their seat, which was resolved after this was realised.

[Becol]

Wins – What’s one thing you or your team achieved this week that made you feel like the hero of your HubSpot portal?
I know this seems really small, but we configured a very simple enquiry routing automation based on the location, the enquiry type, and if they currently have an active deal or lead in our system. This has already made a big impact on the team.

Hidden Gems – Which feature, workflow, or AI tool helped you work smarter, not harder?
I am so stoked about this one, you can now automatically associate leads to deals in HubSpot workflows from a contact based workflow. This must have been a recent release because I tried doing this a couple months ago and it was impossible. So I'm stoked to see this now!

Potholes – What challenges or “villains” did you face this week, and how did you tackle them?

I built this new process map for a new sales pipeline (an application process) and now am configuring it in the system. I am just finding it challenging to figure out the best way to configure some of the automation. I.e. if it should be contact based, association based, property based, etc. it goes back to really the possibilities are endless. And it usually comes out at some point along the journey of building but then requires rework. So how to minimize that as much as possible and anticipate the best trigger from the start. 

[KOrtizCCS]

🏆 Wins – Cleared out all duplicate companies and created some data clean-up workflows.

💎 Hidden Gems – Trying to incorporate folders more to organize workflows and segments. 

🕳 Potholes – Juggling multiple projects at once and shifting priorities. It's a slow process. 

[NPasha]

Wins – Figured out how to embed a Looker Studio report without people being able to right click on it and open it up elsewhere. I used a CSS code.

Hidden Gems – Late to the party, but just learned about Fix Formating Issues feature for data clean up.

Potholes – Associating deal revenue data with an individual contact based on a marketing event. Had issues with this since they didn't have the right subscription.

[Claire-Raymond]

Wins – Setting up snippets to help our Sales Account Managers gather all the company information they need to be able to prepare for meetings. This pulled from various properties into the one place for easy access.

Hidden Gems – Using a workflow to trigger company enrichment actions, when a new customer account is created.

Potholes – The Knowledge Base agent going haywire and creating articles from single ticket sources. Also creating multiple articles called "Error - unable to answer question". I raised the issue and provided detailed feedback via the BETA feedback feature, and looped in our SAM. Also turned off the BETA for our portal.

[paddie]

🏆 Wins – I was able to delete more than 30K contacts over the last few weeks. The majority of them were duplications or really old contacts with no activity in 4 years.

💎 Hidden Gems – The option to label contacts/companies natively via workflows. In the past I had to create a custom code action for labeling.

🕳 Potholes – Definitely using all the agent and breeze options Hubspot provides. We're on a good way but could definitely adopt them much faster.

[Jrucks1]

🦇 Super Admin Fall 2025 Bootcamp Week 3: One Tool, One Team #NoHubs 🦇

🦇 For Week 3, share in the comments below:

🏆 Wins – What’s one thing you or your team achieved this week that made you feel like the hero of your HubSpot portal? Rellaying diriving in to content Analytics  and finding out where we can win more and where we're losing in our communication

💎 Hidden Gems – Which feature, workflow, or AI tool helped you work smarter, not harder? Customer assistance and getting more comfortable with them really unlocks some super fast wins.

🕳 Potholes – What challenges or “villains” did you face this week, and how did you tackle them? Cleaning up Template and sequence folders getting more organized on that front

[FannyG]

🏆Wins - I have been stting in lots of workshops with the sales managers and business developers in order to set new target goals for the amount of leads, SQL and deals we should aim for this fiscal year. I have been looking at win rates in funnel reports, but found out how to build a custom report visualizing win rate over time, divided by business area, so we can see how efficient we are each month in converting leads to deals. 

💎Gems - This week I learnt a lot about both snippets and chatflows, which I guess everyone who attended last weeks bootcamp class did, but that was a good hidden gem for me! 

🕳Potholes - We experience some difficulties on setting the right amount of leads we need to generate, in order to convert them to deals, because many of our sales reps only create a deal (without creating a lead first) directly and therefor we have more "new deals" than we have "new leads" which makes it difficult in setting the correct goals for each step. We struggle a bit with our way of working here since the sales reps don't want to change the way they work 🙄

[AGehrke]

Win: Created a way to track lengths of certain types of Tickets and how it affects both the sales and success team!

Hidden Gems: Conditional Properties in Deal Stages

Potholes - Without enterprise, the ticket SLA options aren't anything we use sadly

[Julia-W]

 Wins - Sorting through contacts and deleting hard bounced email contacts

Hidden Gem - Setting up an assistant to create posts in a standardized way for our team

Potholes - Permission set and when a core seat is required was unclear for partner access (needs core seat if permission to export & data hub is active)

[ThLi]

Wins – integration of pandadoc using the right custom data fields

Hidden Gems – conditional properties in pipelines

Potholes – need of special/personal notification-permission for E-Mail-notification if notification via workflow is supposed to work

[AKorestashova]

Hi Community!

Here's what my week was like:

Wins : Got one of the important integrations working!

Hidden Gems : Workflow re-enrollment based on object joining or leaving a Segment. Love it much better than combining multiple filters as enrollment criteria!

Potholes : Found out our user teams and permissions are a bit out of orded due to new onboardings. Time for a cleanup)

[CGretler]

🦇 Super Admin Fall 2025 Bootcamp Week 3: One Tool, One Team #NoHubs 🦇

Wins – What’s one thing you or your team achieved this week that made you feel like the hero of your HubSpot portal?  
We recently launched a new program in our company, and our systems set up within HubSpot for this specific program are working correctly.  I set up a new step in a workflow to catch users who register for our program after a certain date/time to receive certain communication that they previously were not receiving (better customer experience overall). 

Hidden Gems – Which feature, workflow, or AI tool helped you work smarter, not harder?

I tested  Breeze AI to generate a report of hard bounced contacts.  It worked well, but I did have to make some adjustments, mostly because it was a learning curve! I liked it!

Potholes – What challenges or “villains” did you face this week, and how did you tackle them?

We are currently migrating and implementing new systems with HubSpot for overall reporting, and we run into issues with data syncing.  It seems that HubSpot is duplicating our data on syncs. We have been told this is a bug. 

[MusicMarketer78]

Wins – What’s one thing you or your team achieved this week that made you feel like the hero of your HubSpot portal?

Last week we survived 🤣. It's been a very busy couple months with relaunching our 100+ page website to HubSpot Content Hub, and we're just now starting to dig out of the backlog of work that was pushed from all of the web-related tasks. 

Hidden Gems – Which feature, workflow, or AI tool helped you work smarter, not harder?

I used Breeze Assistant to help me word some emails that my brain just couldn't get together. It's been our team's go-to when we're stuck on wording.  

Potholes – What challenges or “villains” did you face this week, and how did you tackle them?

Our sales team wanted to create a batch of deal contacts to enroll into a sequence and for the life of me I couldn't figure out how to do that without them needing to click on each individual contact. So I did what I feel like I'm quite skilled at doing and "hacked" HubSpot so they could enroll in a workflow that would set a property that then would be pulled into a list. Then they could enroll that list into a sequence. It's always an adventure over here in admin land!

[ISahni1]

🦇 Super Admin Fall 2025 Bootcamp Week 3: One Tool, One Team #NoHubs 🦇

🏆 Wins

Finished building out an entirely new Tickets Pipeline, complete with custom properties, views, automations, SLAs, and playbooks. It’s already being used across multiple departments and has received great feedback for bringing structure, visibility, and efficiency to our service processes.

💎 Hidden Gems

Started using the Deal Loss Agent to identify patterns in lost deals and uncover insights to help improve win rates. It’s quickly becoming a powerful way to turn qualitative loss reasons into actionable data for optimisation.

🕳️Potholes

None to share this time, everything’s running smoothly (for now)! 😄

[DKnipfer]

Wins – Built an internal notification workflow that was very well received!

Hidden Gems – Above mentioned workflow

Potholes – None to share this week

[MNumazu]

Wins – What’s one thing you or your team achieved this week that made you feel like the hero of your HubSpot portal?

We enriched all our company records and cleaned up our Industry Groups through a workflow, which are customized to fit our unique target verticals. Now, our ABM team and our Sales team will have an easier time identifying their target accounts!

Hidden Gems – Which feature, workflow, or AI tool helped you work smarter, not harder?

Nothing new this week that stood out, but I'm always on the lookout.

Potholes – What challenges or “villains” did you face this week, and how did you tackle them?

We don't have any snippets in our HubSpot despite their being regular feedback from the Marketing team that the Sales' teams messaging isn't consistent enough. We will be investigating this feature together to build out some starter snippets.

[DKim70]

Wins – I figured out how to turn on AI Breeze Assistant for specific users in our company.
Hidden Gems – I didn't realize all the things that Breeze can do for us such as setting up workflows or designing reports or emails.

Potholes – Getting people knowledgeable enough with Hubspot to know which questions to ask.