How do I use "Send Later" in Gmail while still logging emails?? I can't figure it out!

[Gafana]

Title says it all.   This is a terrible limitation with Hubspot (or possibly intentional to increase number of contacts and hence your license)....but there is no way to restrict BCC to not create new contacts for BCCed emails.  The Hubspot Extension for gmail works fine and they recently added an option that allows it to log emails only for existing contacts without creating new records.  This is great but it doesn't work with Send Later.  I work late at night most of the time and I don't want our leads/clients getting emails from me at 2am.  So I schedule them to send in the morning but when I do this, none of them are logged in Hubspot.  

I've already asked Hubspot and they suggested just BCCing all emails but this doesn't work because I don't want to have a record created for every single person I email.  I talked to vendors, random people, and especially private things like discussing hiring/firing of employees with recruiters, accounting firm, etc.  Manually remembering to unlog an email when sending it is a pain in the **bleep** and I'll forget.  Also this creates a huge amount of junk data in our CRM that we also have to pay extra for due to Hubspot's license charging per-contact record (How convenient).  

So how in the world am I able to track emails without having to manually enable/disable logging or having it auto log all emails that shouldn't be logged (or contacts that shouldn't be contacted)?

The whole point of a CRM is to be a repository for all interactions and notes and if a huge chuck of information is mission, it's crippling tthe functionality.  

[karstenkoehler · Accepted solution]

Hi @Gafana,

Happy to help here.

---

@Gafana wrote:

How do I use "Send Later" in Gmail while still logging emails?? I can't figure it out!

---

How exactly are you currently attempting to do this? Both using the BCC address on a scheduled email or using the HubSpot sales extension for Chrome should work. I just tested both. Just to confirm what you're expecting: you want to send an email later and for the email to be logged in HubSpot, correct? If so, that should work exactly as you would send any email, just that you're either BCCing the BCC address or have the Chrome extension installed.

---

@Gafana wrote:

there is no way to restrict BCC to not create new contacts for BCCed emails. The Hubspot Extension for gmail works fine and they recently added an option that allows it to log emails only for existing contacts without creating new records.  This is great but it doesn't work with Send Later. I work late at night most of the time and I don't want our leads/clients getting emails from me at 2am. So I schedule them to send in the morning but when I do this, none of them are logged in Hubspot.

---

I'm not following. What exactly are you trying to achieve? Are you trying to not log the emails to all BCCed recipients? Or do you want that to happen but it's not working? It's a unclear from what you're describing.

---

@Gafana wrote:

I talked to vendors, random people, and especially private things like discussing hiring/firing of employees with recruiters, accounting firm, etc.  Manually remembering to unlog an email when sending it is a pain in the **bleep** and I'll forget.

---

You can either decide to not log emails by default in the Chrome extension settings or to log them by default. In any case, you'll have to think about either logging or not logging it. HubSpot can't make that choice for you. (How could it have the context of knowing what you'd like to log and what not?)

---

@Gafana wrote:

Also this creates a huge amount of junk data in our CRM that we also have to pay extra for due to Hubspot's license charging per-contact record (How convenient).  

---

That's not correct. You can have up to 1,000,000 free contacts. You're only charged if you set these contacts to marketing contacts: https://knowledge.hubspot.com/contacts/marketing-contacts

---

@Gafana wrote:

So how in the world am I able to track emails without having to manually enable/disable logging or having it auto log all emails that shouldn't be logged (or contacts that shouldn't be contacted)?

---

Again, HubSpot cannot make that choice for you. You can either choose to not log emails by default and then manually the ones you want to log. Or you log by default and deselect the ones you don't want. HubSpot cannot possibly make that decision for you.

If you expect this to be a functionality, you could you describe in detail how HubSpot would make such a decision autonomously?

Best regards

[Gafana]

How exactly are you currently attempting to do this? Both using the BCC address on a scheduled email or using the HubSpot sales extension for Chrome should work. I just tested both. Just to confirm what you're expecting: you want to send an email later and for the email to be logged in HubSpot, correct? If so, that should work exactly as you would send any email, just that you're either BCCing the BCC address or have the Chrome extension installed.

I've always used Gmail's built in Send Later feature along with the Hubspot sales extension for chrome and it was working fine.  I would type an email, it would be set to log, and I would set a send later date/time.  When it would send, it would be tracked.  However, recently it stopped working (not sure when).  If I send an email straight away, it logs fine.  If I send the another email in the same exact way but have it send later (even just a few minutes), it will never track it in Hubspot.

SIDE NOTE - Gmail's Send Later isn't that great.  It's quite limited in that you cannot set custom send later times nor can you set dynamic ranges like "tomorrow morning" which will randomly pick a time in the morning.  Scheduling a bunch of emails to send out at 8:00am every morning doesn't look right to my contacts.  So I find myself having to manually choose random times each time I schedule an email which is a pain.  Even if I picked a random time, I can't use the same one for every email because I can send upwards of 50-75 emails per day.  Having 75 go out at the same moment is suspicious for Gmail....perhaps they ignore this when it's sent using send later?  I'll look into this.  I like Boomerang's send later (and a few others) that allow this dynamic time window but those never worked with Hubspots chrome extension, only Gmails Send Later....that is, until now.

I'm not following. What exactly are you trying to achieve? Are you trying to not log the emails to all BCCed recipients? Or do you want that to happen but it's not working? It's a unclear from what you're describing.

I am not manually BCCing emails...I am having the Hubspot chrome extension handle it. My reference to the limitation of Hubspots BCC feature to log emails is that if I had all emails always BCCed, Hubspot will create new contact records for emails being sent to people I don't want hubspot creating contacts and logging emails for.  There should be an option within the Hubspot BCC feature (in settings) to choose if you want BCC to create a new contact or only log existing contacts.  This is a frequently requested feature throughout the forum.  The only way to log emails ONLY for existing contacts is to either manually BCC them myself for emails I want logged, use the chrome extension to manually toggle Log option, or set the chrome extension to always log all emails but not to create new contacts.  The last option is what I've been using and this is where the problem is.  When I send an email immediately, it is logged.  If i use send later, the email doesn't get logged.

You can either decide to not log emails by default in the Chrome extension settings or to log them by default. In any case, you'll have to think about either logging or not logging it. HubSpot can't make that choice for you. (How could it have the context of knowing what you'd like to log and what not?)

Not exactly....I dont want hubspot creating new contact records for people I'm talking to that aren't clients/leads.  I want all emails logged that are sent to contacts within Hubspot...I do not want new contacts created and then emails logged when emailing people that aren't clients/leads.  This is what the chrome extension is able to do (as of late 2022).

That's not correct. You can have up to 1,000,000 free contacts. You're only charged if you set these contacts to marketing contacts: https://knowledge.hubspot.com/contacts/marketing-contacts

Your profile indicates you are a Hubspot consultant and have been a member since 2019 so I would have expected you were aware of this, but "marketing contacts" isn't the only model you can choose.  We are on another model (perhaps older one that we are grandfathered into) where we pay based on every contact.  We were offered to make a switch to the new model of only charging for marketing contacts last year but doing that would have caused us to lose other features we didn't want to lose so we chose to stick with what we have.  Either way, that still doesn't solve the problem because even if we weren't charged for contacts at all, I still don't want Hubspot creating new records for random people I email, cluttering up my CRM and logging sensitive emails that the whole team and see.

Again, HubSpot cannot make that choice for you. You can either choose to not log emails by default and then manually the ones you want to log. Or you log by default and deselect the ones you don't want. HubSpot cannot possibly make that decision for you.

If you expect this to be a functionality, you could you describe in detail how HubSpot would make such a decision autonomously?

After reading what I wrote above, let me know if it is still unclear.  I appreciate your effort to help but just because I chose not to make a career out of Hubspot, doesn't mean I do not know what I'm talking about.  Interested in your response to see if you have any ideas or suggestions.