🎃 Super Admin Fall 2025 Bootcamp – Week 5: Making HubSpot Automagical 🎃

[MuseDebbie]

🧙‍♂️ Welcome to Week 5 SuperAdmins 🧙‍♀️

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!)

[StarrF]

Whoops almost forgot!...

AI-Prompt of the Week (wk5): 
Salesperson requested a "Litigation Profile" for their upcoming lunch meeting. Please create a bullet list of the Docket Info for the following Contact (by Record ID):

1. Date Filed
2. Docket Number
3. Judge
4. Nature of Suit
5. Party Name
6. Party Type
7. Docket Title

Breeze-CP was able to return the exact info from the contact records that I included in the prompt. 

[MusicMarketer78]

Wins – Which “spell” did you master this week that made your HubSpot portal feel truly enchanted?

I used some new knowledge of the sales deals pipelines to propose to our sales manager creating a new pipeline for a new sales stream of work. It was well received and the reps were thrilled to have a new pipeline with stages that aligned to this specific audience and effort! 

Hidden Gems – What HubSpot feature, automation, or AI assistant felt like discovering a secret passage in Hogwarts?

Brand assistant! I still need to configure it a bit, but I was amazed at how perfectly it reviewed content with just our brand guidelines and copy/style guide. I'm thinking we can roll it out to our content editors and have the assistant do a first pass at editing before it hits my team for final sign off. 

Potholes – Which cursed situation or automation or tricky process has got you feeling stuck, trapped or spellbound?

Wellllll somehow our double opt-in for email was enabled (October 16???) and just yesterday we started to see our regular email recipients being excluded because they hadn't confirmed their email. There's definitely some weird behavior happening in our portal (and we never actually turned on the double opt-in). It's causing a bunch of investigation and frantic outreach to HubSpot support because it's all around a weird thing we're seeing. 

Reflection – If you had a magic wand that could grant one wish for your HubSpot portal, what would it be and why?

Unlimited workflow creation. I've got a ton of automation ideas, but we've got a bunch of workflows in there and no time to go through them. (I feel like I just violated every best practice as an admin to say "just give me more". The time crunch is real these days!)

[TAllen3]

Wins – Our ongoing issue of giving our sales team more autonomy as it pertains to reaching out directly to their clients within the restrictions of Sequences/Marketing emails is starting to be solved. The answer is to set up a workflow that allows them to enrol their segments into the sequence, meaning we have a tool that is quicker, more efficient than what we currently have, which we can champion the sales team to use.

Hidden Gems – Segments. We already use this for marketing emails extensively for sends, but finding out that we can automatically enrol contacts with criteria, such as ‘unengaged’, has opened up a world of possibilities for how we set up our re-engagement campaigns.

Potholes – Trying to track the performance of marketing emails as they relate to unengaged clients becoming engaged. As mentioned above, the segmentation tool will be helpful, but I need to know how to build a report (and workflow) to track this data.

[AKorestashova]

Hi Superadmin community!

Wins:Customised a few object views for better convenience for the teams.

Hidden gems:

Buyer intent Digests. We set up a few different ones for different sales PODs and re-directing them to Slack for convenience. Very helpful!

Potholes:

Having challenges with integrating extarnal systems to HubSpot, but it's WIP, hope it works out just right! 

[FMcLenan]

Wins: created a new analytical dashboard

Hidden Gem: Automated a weekly report that has historically been managed manually and real data heavy, exporting and then tidying up. Automated to send to me every Monday morning for the week prior's activity
Potholes: for some reason even though it is on the do not log list, internal emails and employees are being tracked as new contacts, despite the email address being on the do not log list.

[LimeSeltzer]

WIN: Object-to-object associations are enabling us to build complex, multi-step workflows that automatically associate custom objects with contacts, companies, and deals. This has potential to improve data relationships and reporting granularity, enabling more tailored sales processes and more.

GEM: Using 'go to action' and 'go to workflow' have allowed us to utilize behavior and intent collected from a workflow and send it to a dedicated branch in a sequence or to a new workflow so that enrolled contacts can be routed to the most personalized next steps all throughout a journey and not based on inflexible decisions that are made only once further up in a workflow. This simplifies complex automation scenarios without creating multiple isolated workflows. It’s become a powerful way to keep automations maintainable and efficient.

POTHOLE: Occassionally we bump into property type mismatches across objects, especially with new objects. Syncing properties like “industry,” "state," multi-select dropdowns (to name just a few) between contacts and companies can be a tedious process. HubSpot’s lack of native automatic alignment might force admins to create workflows to sync, or do manual exports, field type changes, and imports - all of which is time-consuming and error-prone. A better solution to this would be to evaluate the object properties, test them in the data model, and then consider all the functions and teams that will need to utilize those objects and properties. In some cases, it is more efficient to ensure that there are limiters to define what the minimally viable object record is, what data is required in that object, and who has permission to see and edit specific properties before writing syncing rules, to prevent users and admins from duplicating efforts trying to cross-pollinate cards with the like info.

[AGoldman]

wins: Cleaned up all my workflows, made sure they were all named correctly with descriptions and organized them into folders.

hidden gems: data enrichment as a whole. I was able to really play with it alot this week and Wow!!! 

potholes: duplicate contacts and companies but it is getting better. I've done alot of work over the past 3 weeks. 

[MNumazu]

Wins - Heard from several team members that they're feeling better about our data hygiene as we near the end of 2025!
Hidden Gems - Uncovered the Services object and investigating that in our sandbox environment with our CS team
Potholes - Trying to identify the gaps in our contacts' journeys through our system especially when they're coming in from different sources.
Reflection - Can I have all my duplicate contacts and companies be magically merged perfectly without any oversight? Right now, our deduplication process is very manual and slow going due to mismatched data for key fields that our critical to our account scoring, so we can't just dedupe based on simple rules unfortunately.

[suzyq612]

Wins: Finally making sense of dashboards and some reports.

Hidden Gems: Thinking of unique ways to use the Assistant for internal training so I'm not the sole owner of how to do something.  ❤️
Pot Hole: Not enough time each day to get it all fixed. But making a list from a brain dump of all that can be done and needs to be done. We'll get there. 🤓

[KarenP]

Wins - Developed a number of new workflows to support Sales - always looking for new triggers.

Hidden Gems - Stumbled upon preview customization for records - updates to these made some sales people really happy.

Pothole - I'm really struggling with the updated reporting tools as I can't figure out how to edit a report in any way except for removing info. 

[HKitchen]

wins - i did a website page right for one of my clients!

hidden gem - having someone on your team smarter than you is a major game changer

pothole - i have no idea how i did the website page correctly and have to keep doing more pages

[SLahl9]

🏆 Win: I finally managed to review all the product updates from recent weeks and found a gem!

💎 Gem: I immediately turned on the 'Unsubscribe Feedback Survey' function after learning about it.

🕳️ Potholes: The team regularly searches for settings that used to be in a different place. Sometimes, new updates cause confusion rather than improvement.

💡 Reflection - I would clean all out data with correct information!

[FannyG]

🏆Win - We finally managed to remove an old deals pipeline we shouldn't use since it doesn't provid us with any new information (but many in the sales team still uses this one), and moved them all to the correct pipeline through workflows.
💎Gem - Delaying workflows in order to see if everything works as planned, before enrolling everyone in the workflow.
🕳Pothole (/opportunity) - Found the Health tab in Workflows and realized we have too many workflows with issues...

💡I would clean all out data with correct information!! Ensuring every contact is connected to the right company, no dupliated companies, all deals includes correct deal amount/ close date/ correct deal stage and so on. And removing all properties, workflows, reports, segments we don't need.

[APoulson3]

Wins: Being able to fix an issue within my client's portal

Hidden Gems: Going through the workflows training that was linked in the sheet and learning things that I didn't know about workflows such as the Go to Other Action option and Data Quality Automation

Potholes: The issue I had to fix was due to a requirements miss when I first built out their renewal pipeline. Some of the stages are the same, some are different. We didn't discuss the pipeline rules for the new pipeline, and I didn't realize they needed most of the same rules copied over from the original pipeline. I fixed that today. 

[AGehrke]

Wins - created a new custom object to show us critical state information we can assocaite everything to! Built workflows around it to make it automatical with assocations. 🎉

Hidden Gems - In data studio in datahub, I learned I can use datasets/external data in workflows. I didn't know that before

Potholes - for some of my multiselect dropdowns, I wanted to copy over data from deals to companies, and the internal names don't match. 🙁

[NReilly1]

🏆 Wins – Someone posted about their hidden gem of the sequence folders and I orgainaized our sequences by sorting them into folders.

💎 Hidden Gems – Nothing new post this week, only was in Hubspot to create my homework sequence.

🕳 Potholes –  Not being able to work in Hubspot often.

[NReilly1]

Since there is no week 6, I am adding here:

🏆 Wins – Built a Financial Dashboard

💎 Hidden Gems – Nothing new post this week.

🕳 Potholes –  Not being able  post about the dashboard in Slack to finish my homework for the week so I am posting it here as my Win for the week.  Also, there is no week 6 to put my wins/gems/potholes in. 

[SBli3]

Wins – Dynamically added customer account number to emails in a workflow by using a segment and smart content.

Hidden Gems – The Zoom integration allows you to create a webinar in Zoom, and by using the Webinar ID in a HubSpot workflow, you can add contacts to the Zoom webinar. Zoom will send all the RSVP follow-ups.

Potholes – I don’t have an “Analyze” tab in my segments tool!  😪

[KHerskovitz]

Win - gaining traction in getting my company to upgrade to marketing hub professional

Pothole - having trouble completing the Dynamic Sequence activity from the workbook because I don't have a sales team/use case for anything other than an email sequence

[THampton8]

Wins - Revamping strategy for journeys

Hidden Gems - Frequency email setting

Potholes - Use of AI (just need to integrate more)

[HTaylor1]

Win - I've been tasked to build an AI agent/prompt that researches a client company on behalf of our sales team! This will be a massive time saver for our team.

Hidden gem - Not sure how hidden this is, but in case anyone doesn't know... its super useful. If you're trying to find a workflow that, say, is sending a notification to your team, you can filter by "Action type" in the workflow index and choose "send internal email" or "send in-app notification". This will narrow your search signifcantly!

Pothole - 1. I learned this week that workflow folders are a thing! 2. While learning this, I noticed our company isn't using them at all. And there's over 1,000 workflows in our system now. 😱