Efficiently Sending and Tracking Emails to Contacts in HubSpot Free Version

[MMarafioti5]

Hi everyone,

I hope you're all doing well! I need some advice on optimizing my email outreach process using the free version of HubSpot.

Here's the situation:

I have a database of around 2500 contacts, and I want to email approximately 300 of them. Currently, my process is quite manual and time-consuming:

1. Creating a List: I go through my entire database and add the contacts I want to reach out to into a specific list.
2. Sending Emails Individually: I send emails to each contact individually from the list, via outlook
3. Setting Follow-Up Tasks: After sending each email, I manually set a task to follow up with that contact in 2 weeks via a follow up email.

While this method works, it's incredibly time-consuming. I'm looking for a more efficient way to handle this process. Specifically, I want to:

• Send Emails to Multiple Contacts: Is there a way to send personalized emails to multiple contacts more efficiently?
• Track Emails: How can I easily track who I've emailed and when?
• Set Follow-Up Reminders: What’s the best way to automatically set follow-up reminders for each contact after 2 weeks?

Also the people that have been responding to me, I want to add them to a stay sticky type of list so that in 3 months time i can easily email all the people i have got a reply from.

Any suggestions, tips, or workflows that you’ve found effective would be greatly appreciated! Thank you in advance for your help.

[karstenkoehler · Accepted solution]

Hi @MMarafioti5,

In the free CRM, you won't be able to speed up or scale this process, unfortunately. The automation features in HubSpot for automated one-to-one outreach require a paid subscription (Professional or Enterprise).

This would be done through sequences which you can learn more about here: https://knowledge.hubspot.com/sequences/create-and-edit-sequences

This would include reminders to follow-up as well.

Sending one-to-one emails to multiple contacts is always a manual step in HubSpot. The alternative would be sending a marketing email: https://knowledge.hubspot.com/marketing-email/understand-email-sending-in-hubspot

Email tracking functionalities don't differ between the free and paid subscriptions: https://knowledge.hubspot.com/connected-email/understand-hubspot-sales-email-open-and-click-tracking

In summary, for a more automated, scalable process with HubSpot's own tools, you would have to upgrade.

Let me know if you have any follow-up questions!