🦇 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.)

[MarkKnowles]

Win – The Prospecting Agent!

Hidden Gem – Prebuilt Dashboards. 

Pothole – Don’t launch a bot without a goal and a plan.

[BMostert]

Wins: Wrapped up a full Marketing Hub audit in a clients portal - spotting which social networks are killing it and why felt like unlocking a superpower.

Discovered the "Compare to previous period" toggle in reports, super quick way to spot trends without manual math. Game-changer for audits!
Pothole: 

Potholes: Got stuck on limited access for chatbot builds. 

[DRamirez87]

🏆Win: Understanding that HubSpot tools aren’t “for one department” was a big mindset shift this week.
💎Hidden Gem: Snippets for internal notes. I never thought about using them outside of sales but they’re actually super helpful.
🕳Pothole: Wrapping my head around workflows as “company automation” instead of “marketing stuff.” It’s a shift, but a good one.
🤖AI Prompt: “Give me five examples of non-marketing workflows that save teams time.” It gave me a bunch of ideas.

[MStevensGHA]

• Wins - helped a client leverage workflow properties to ensure critical workflows are flagged and not deleted! 
• Hidden Gems - I didn't really understand the value of the workflow properties until using them.
• Pothole - In a portal with a lot of clutter this week, so many workflows we don't even know how to assess them all, the properties will help. 

[ErinKing]

🏆 Win finally set up Association Labels on Deals. I can now mark a specific Contact’s relationship to the Deal and—more importantly—automate the specific "stuff" that needs to happen after based on that label.

💎 Hidden Gem Honestly, the Association Labels again. I didn’t realize you could use them like this, but the real surprise was seeing that you can view the specific Associated Contact (and their label) right inside the Deal View. That was a really cool discovery.

🕳 Pothole New Lead Scoring vs. Marketing Events. The new scoring model forces you to use the actual "Marketing Event" object. I’m used to just marking attendance via custom properties, so now I have to figure out how to migrate that process and, harder yet, how to get the team on board with doing it the new way.

[SarahT-AC]

WIN - got a download of how I can iterate on the sales users' record customisations, to make it easier and clearer for them

HIDDEN GEM - I found and fixed a longstanding random 'copy x to y' issue that was failing about 6/10 times

POTHOLES - lots of cans of worms, I have to remind myself that I'm in this for the long haul, I can't fix everything in a couple of weeks

[MFEspinal10]

WIN: Realizing that HubSpot isn’t just a set of tools for specific teams—it’s a system that connects everyone. As Super Admins, part of our role isn’t just building workflows and dashboards—it’s helping teams see what’s possible and setting things up so they can hit their goals with less friction. That perspective shift feels like a big step forward.

HIDDEN GEM: Learning how custom views and cross-object reporting can give teams clarity without overwhelming them. Small tweaks in how data is surfaced make a big difference in adoption and efficiency.

POTHOLE: The temptation to overcomplicate workflows—branching logic, triggers, automations—can actually create friction if it’s not grounded in real team needs. Sandbox testing helps, but it’s a reminder to balance power with usability.

AI PROMPT: How can AI help suggest workflow simplifications that reduce friction while still supporting complex processes?

[CMontgomery0]

Wins – What’s one thing you or your team achieved this week that made you feel like the hero of your HubSpot portal? During this time our team (which was just me) was actually interviewing candidates to become apart of my team to help me implement the learnings in the course. I'm excited that I've hired someone so we will get a lot more done.

Hidden Gems – Which feature, workflow, or AI tool helped you work smarter, not harder? I'm working to train our sales team on using HubSpot Breeze Assistant to help them figure out how to research contacts and things. 

Potholes – What challenges or “villains” did you face this week, and how did you tackle them? Overall, my main kryptonite is not enough time... too many things I manage and need to do for our sales team and my company.

[Lisa_HernGuti]

Week 3 Big Wins/Little Victories: After a week and half-two weeks, the broken integration feeding info into our pipeline was fixed! Potholes: In fixing the broken pipeline integration, I realized not all the Deals from the time during which it was broken were able to re-sync, meaning they were not in the pipeline and either had to be manually created or omitted. Hidden Gems: Exploring the Data Management --> Data Quality page and all the information + tools in there. AI Prompt: What are the best practices for auditing integrations that feed info into pipelines?

[CAltindas]

Wins – Deleted a few unused workflows, segments, and properties.
Hidden Gems – Updated my workflow that sends internal messages to users when they have unfinished contact data to complete.
Pothole – Tried using Breeze for a workflow, but I don’t think my prompts are quite there yet.

[DHamlett33]

• Wins - cleaned up old workflows that were unused as well as some reports.
• Hidden Gems - setting up branches with notifications to me (admin) when the record goes down a deliverate wrong path. 
• Pothole - having enough time to build, clean, and present new tools to management. 

[EternalW]

Super Admin Fall 2025 Bootcamp - Week 3
Wins – Making a plan for hiring and creating agents in HubSpot.  

Hidden Gems – Hiring an agent...  

Potholes – Based on Week 3, it's definitely letting our portal be static. I'm knee-deep at this point with our CRM overhaul.  😅

[NBraun1]

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

Win: Learning more about the possibilities of customer agents.

Hidden gem: The power of workflows which I will dive into a bit more within the next week.

Pothole: I'm still making my way into all the Breeze features and learning how AI in HubSpot can improve my workflow.

[LimeSeltzer]

WIN: We recently spent a bit of time on unified dashboards and reports that pull data across functions, providing a holistic view of effectiveness. We still rely on function area and team dashboards & reports for providing users a place to see, reach and stretch their individual goals, but 'whole system' reports empower strategic decision-making and big-picture planning.

GEM: Creating a color-coded workflow system that aids in quick navigation and reduces confusion has potential to improve organization, clarity, and team communication - not only streamlining workflow management but also supporting the broader goal of uniting teams under a single, cohesive HubSpot system. For example, a color-coded system to quickly index leads by age as another layer of prioritization to zoom in on new leads that are also hot.

POTHOLE: Scaling business and using some of the new objects to support and enable teams can be challenging when new object betas don't come fully capable with ability to create a calculated roll-up, allow for branching when a capacity limiter is met, and other basic functions that are required to fully adopt the new objects (with or without customization). Our solution has been to develop and test in sandbox, which allows us to consider planning adding new features for our users, customizing a more mature object where it makes sense to, or waitlisting a potential beta as a 'wish list' item when more functionality is introduced.

[TAllen3]

Wins – Getting a better understanding of workflows and working with my team as to how best to utilise them

Hidden Gems – Workflows! A lot of automation will be coming our way.

Potholes – Discovering that our sales team do not have any consistent naming conventions when it comes to Sequences.

[JoyM]

Wins – I had the chance to connect with members of our sales team.  HubSpot is currently very underutilized and I was able to spend some time evangelizing its capabilities and our company plans for the system.

Hidden Gems – Found the Internal FAQ Agent - we can load this with all of our instruction manuals for our various products to help our tech support team find answers to customer issues.  We can also include ticket data when building its knowledge set to help with common issues.

Potholes – For the most part, our team is unfamiliar with the capabilities of HubSpot.  This is both good and bad as we can teach team members best practices going forward, however the learning curve may be steep as they can be reluctant to change how they are currently doing daily tasks.

[suzyq612]

Hidden Gems: Looking back over my notes and still love the idea of the workflow colors. Planning to set this up so I can better organize our workflows (field changes from nurture from others).  🤯

[amber_brooks]

🏆 Wins – Automating associations between standard and custom objects.

💎 Hidden Gems – Snippets! Our owner uses them, but I hadn't implemented these for clients yet.

🕳 Potholes – Trying to figure out with a client if information should live in a custom object or property and how the information should be reported once doing so with existing information.

[HannahM96]

 Wins – cleaned-up workflows and setted and communicated guidelines for the title 

 Hidden Gems – Breeze Assistent for the small things - better than expected

 Potholes – still so much cleaning to do: segments, reports, dashboards etc. Sometimes I do not know where to start

[SYork]

 Wins – Reworked some workflows that were redundant and combined into one

 Hidden Gems – The new folders feature in the Marketing Email menu has helped us organize so much better!

 Potholes – Unable to use "archived" emails as filter in a view. It would be helpful to have an all emails that are not archived view. Not sure why you can't use archived as a filter in a view