This week, our classroom looks a bit like Hogwarts on Halloween night. Candles flicker, AI spells whisper through the data halls, and your workflows wait to be cast to make your portals Automagical. You are no longer Muggles in the CRM world—you are full-fledged Super Admin sorcerers learning to weave the perfect blend of logic and magic to make your systems come alive. ⚡
💭“It is our choices, Harry, that show what we truly are, far more than our abilities.” – Dumbledore
Automation is your spellbook. Each workflow, sequence, and agent you summon shapes how your platform performs. Whether you wield Breeze Assistants, AI agents, or custom workflows, remember: the best magic always serves a purpose—and never backfires on the caster.
👉 For Week 5, share in the comments below:
🏆 Wins – Which “spell” did you master this week that made your HubSpot portal feel truly enchanted?
💎 Hidden Gems – What HubSpot feature, automation, or AI assistant felt like discovering a secret passage in Hogwarts?
🕳 Potholes – Which cursed situation or automation or tricky process has got you feeling stuck, trapped or spellbound?
💡 [BONUS] Reflection – If you had a magic wand that could grant one wish for your HubSpot portal, what would it be and why?
💬 Remember, every wizard needs a good spell team. Hogwarts didn’t run on wands alone—there was teamwork, trust, and a touch of controlled chaos. So share your discoveries, celebrate your “Patronus moments,” and learn from one another.
🙌 As your instructors @ChrisBabelquest , @AliSchwanke , and I @MuseDebbie, we’re here to help you channel your inner Dumbledore (or Hermione on a deadline) and bring your automations to life the smart way.
Ready to levitate your workflows and cast your final automagical spell? Say Hubracadabra🔮✨
Drop your Week 5 reflections or questions below ⬇️
(This is the Week 5 thread. Look out for our special Graduation celebration next week as we wrap up our Bootcamp journey and honor our newly minted Super Admin Wizards!)
💎Hidden Gems – in the session I shared my two workflow hidden gems that were "Adding a task backstop" for branches that should have "none met" but may end up with records there, it always seem some record finds and exception and being notified with a task is a game changer. And then, for live workflows, adding at least a 1 hour delay after enrollment if I need to edit something in it. It catches and holds everyone while I'm working.
🕳Potholes – I'll always be frustrated that only contact based workflows can have "goals." I want to understand the success of most of my workflows, deal based, company based, custom object based. Has this workflow been doing what it was hired to do does not just apply to contact workflows.
Hidden Gem: I just found the pause button. If someone stops opening, I can click pause, send one quick hey, saw your post about hiring, thought of you message... then hit play again. Feels like I'm not using a robot. And honestly,I think it might get them back more than any fancy AI trick.
🏆Win: Seeing how agents, assistants, and humans work together made HubSpot automation feel way less intimidating. 💎Hidden Gem: The Customer Agent demo. It helped me picture how teams could use it day to day. 🕳Pothole: Feeling like I need more hands-on practice to really “get” agents. Still working on building the mental model. 🤖AI Prompt: “Explain when to use an agent, when to use an assistant, and when to keep the work human.” It helped me understand the differences.
🏆 Win Creating a custom sidebar view on the Contact record specifically for marketing email stats. I pinned properties like last open date, hard bounce reason, and total emails delivered so the data is front-and-center.
💎 Hidden Gem The "Sends Since Last Engagement" property. Digging into those email properties, this specific one stood out. It’s very helpful to see if we are over-saturating someone who is ignoring us.
🕳 Pothole Just getting people to fill things out. I circulate new properties that help our data, but trying to figure out the best way to communicate that they exist and getting the team to actually use them is a struggle.
WIN - Data Hub is a game changer for ease, speed and impact of data goblins and gremlins.
HIDDEN GEM - Not automatically adding or changing properties that seem the same to Sync properties. They don't always need to be, and it's incredibly valuable just checking each to be sure! POTHOLE - Not posting here until after week 6 😞 AI - workflow triggers using AI have been absolutely through-the-floor dreadful every time I've given them a go, so I'm steering clear of this for the time being
🏆Wins – Which “spell” did you master this week that made your HubSpot portal feel truly enchanted? I have been using the review automation issues option to stay on top of our workflows.
💎Hidden Gems – What HubSpot feature, automation, or AI assistant felt like discovering a secret passage in Hogwarts? The breeze assistant that allows you to enter prompts to create reports is very interesting, but it's definitely a learning curve.
🕳Potholes – Which cursed situation or automation, or tricky process, has got you feeling stuck, trapped, or spellbound? Our sales team, which is small, would love for us to use sequences, but they also rely on texts a lot for marketing communication, which can't be incorporated in sequences, which we NEED!
🏆 WIN: This week, I built an automated follow-up workflow for new leads. It hasn’t gone live yet, but the plan is for every new lead to get a welcome email, alert the right rep, and create a follow-up task a few days later. Even just seeing it all come together felt a little “automagical.” I worked at lot 1:1 with my boss since I am still getting to understand our customer segments.
💎 HIDDEN GEM: Setting up notifications alongside workflow triggers is proving to be an easy way to keep everyone in the loop once it launches—small changes that can save a lot of time.
🕳 POTHOLE: Mapping out all the variations of lead types was trickier than expected. Some will need slightly different messaging, which means more testing before launch.
Wins – Which “spell” did you master this week that made your HubSpot portal feel truly enchanted?
I was on vacation during this week so I don't feel like I was able to master a spell, I've been now training in a intern that is going to be helping me implement new processes and things in HubSpot and for outbound growth!
Hidden Gems – What HubSpot feature, automation, or AI assistant felt like discovering a secret passage in Hogwarts?
Potholes – Which cursed situation or automation or tricky process has got you feeling stuck, trapped or spellbound? I was stuck trying to figure out email deliverability for a long time for our sales team to try and figure out how we can best prospect for them. We don't have a sales pro, and we don't have the funds to get it so we can't use sequences, which is really not fun trying to figure out how to get our sale team set up with meetings.
Reflection – If you had a magic wand that could grant one wish for your HubSpot portal, what would it be and why? Clean up all the data and workflows with a snap of the finger so we start bascially from scratch and figure out what our customer journey would be
This is for Week 6 - there is no Week 6 thread for me to add the comment on:
🏆Wins – Presenting dynamic sequences as an option to my client, they were thrilled!
💎Hidden Gems – Dynamic sequences that branch from a prospect's interaction with an automated email, so that you don't have to send them to a rep in the next step. ONLY if they interact with the email in a specific way (Opens, Clicks). Much better to balance a rep's time!
🕳Potholes – HubSpot doesn't allow you to add SMS as a step to a sequence (woefully behind competitor sequencing tools). Apparently you STILL have to trigger a Workflow FROM a Sequence to send an SMS...which seems backwards in this day and age...
Win - Began a knowledge base for our internal team to both inform on proper procedural ways of handling situations and also to begin teaching an AI agent that will eventually be rolled out to assist with the Service Hub.
Hidden Gem: Created a long term goal to use a workflow to identify customers who have purchased particular items in the past with consumable components and alert us to send a sales email for replacement parts after a set period of time.
Pothole: There are several workflows existing in our setup which haven't been given a description and were created by individuals who have left the company. Research will need to be done to determine if these workflows are still needed.
Week 1: not so hidden gem – Kyle Jepsen’s cheat sheets are super helpful and I need to make updating them part of my regular audit process
Week 2: Pothole – data hygiene (crying face) – I have automation features turned on, but I still need a solid, routine data hygiene process for duplicates and missing data
Week 3: Win – signing up for the Reporting Bootcamp; it really lines up with this one and has helped identify additional areas/suggestions for improvement
Week 4: Pothole & Win – have had difficulty mentally structuring our portal to our needs, which fall outside of traditional sales – got some great advice from this cohort!
Week 5: Win – create my first test sequence!
Week 6: Win – finishing this bootcamp!!!!! Thanks again for all the insights and helpful tips!
