- Source: https://www.youtube.com/watch?v=JmQkw862ob4
- Length: ~5854 words of transcript
Are you looking for a complete step-by-step tutorial to the HubSpot CRM? No fluff, no confusing jargon? Then you are in the right place. Hi, I'm Talita. I've been working with HubSpot since 2018. Over the years, I've trained more than 40,000 professionals on how to get started with HubSpot the right way and without overwhelm. In this tutorial, I'm going to walk you through the HubSpot CRM basic step-by-step. You'll learn how to understand your HubSpot account and navigation, add and manage contacts, store important customer information, import email lists into HubSpot, and communicate with customers all from inside HubSpot. This tutorial is designed to help you get up to speed fast. [music] Now, quick heads-up. If you want a more in-depth structured HubSpot training with exercises and real-life examples, I do have a full course linked in the description below, but this video alone will give you a solid foundation, I promise. So, if you don't have a HubSpot account yet, please click on the link that I added in the description below. Okay, that's a referral link, by the way. So, if you want to support my work here in this channel, feel free to use that link to create your free account from there. Okay, thank you very much for supporting my work, by the way. All you have to do is click on that link and click on the option get started free. You can create an account with your Google account, Microsoft, Apple, or you can simply add your email address here. Here's an example. Once you click on verify email, HubSpot will send you a verification code. After verifying, you'll create a password and answer a few quick questions about yourself and your company. By the way, if you're only creating this account to learn HubSpot, you know, completely fine. You can enter any fictional company details there. HubSpot simply uses this information to personalize your account setup. After completing the form, HubSpot might show you an onboarding assistant. If you see this screen, you can skip the setup steps because we will cover everything manually in this tutorial here. Okay, so before we start clicking around, let's clarify what HubSpot is. HubSpot is an all-in-one business platform built around a CRM. CRM stands for customer relationship management and it helps you store and manage information about your customers, leads, and business relationships in general. Originally, HubSpot was mostly known as a marketing tool, but it evolved a lot. Nowadays, it supports multiple business functions including marketing, sales, customer support, content management, automation, reporting, and much more. So, at its core, HubSpot helps businesses manage their contacts, communicate with their customers, track sales opportunities, automate processes, provide great customer support, analyze performance, and much more. In this tutorial here, we'll focus on the core CRM features available on all plans, okay, including free plans as well. Okay, let's go. Okay, so when you first open HubSpot, the most important area is the navigation menu here on the left side bar of the screen. This menu contains all the tools you'll use inside the platform. If you ever need to find a specific feature, you can also use the search bar here at the top of the screen. Think of it as your Google for your HubSpot account. In the center of the screen, you'll see your CRM records. These are your contacts, okay? In case you also find Brian and Maria inside your CRM, that's totally normal. HubSpot does this by default, okay? So, when you create a HubSpot account, HubSpot adds two fictional contacts in there just so that you can understand how things work and play around with them a little bit, okay? This is just for the sake of learning, really. So, Brian and Maria will probably be in your email list as well, right? This is your CRM, your email list inside HubSpot. Here in the top right corner, you'll find the information about your HubSpot account. So, here's my account name. Here are some details about my plan, okay? So, I'm currently on the HubSpot free plan, as you can see here. And here, I find a few additional details about my profile and preferences. So, the name associated with my account, the time zone, and things like that. For this tutorial here, we'll be showing you things inside a free version of HubSpot. So, no worries if you don't have access to a paid plan. All good. [music] So, any questions on your account specifically? Top right corner. Let's talk a little bit about the navigation menu. HubSpot organizes tools based on business functions. Here are the most important features you'll use on a daily basis. Home. The home dashboard gives you a quick overview of your account activity. CRM. CRM stands for customer relationship management. This is the heart of your HubSpot account. In case your contacts disappear out of the blue, just click to remove the advanced filters applied here and then your contacts will go back to your CRM, okay? But, as I was saying, this CRM section stores all your customer data and relationships, okay? So, here you'll find contacts, companies, deals, tickets, orders, segments, formerly called lists. Most of your daily work inside HubSpot will happen here. Later on, I'm going to clarify the difference between these types of objects that exist here. But, just so that you know for now, contacts are essentially where your email list will be sitting, okay? Marketing. This section contains tools for generating and nurturing leads. So, here you can create marketing emails, campaigns to organize your marketing assets and analytics, social media content. >> [music] >> You can connect HubSpot with your ads, create forms, and all that. Content. This is where you build web content like landing pages, website pages, blog content, and all that. Inside HubSpot, you also have a sales hub. So, this is where you're going to find features for, you know, scheduling meetings with your customers, creating sales documents, automated sales sequences to reach out to customers. Sales tools help you track deals, right? Communicate with prospects, and basically do sales stuff. Okay, service. This section focuses on customer support, right? So, here you can create help desks, manage support tickets, build knowledge bases, and anything that is designed to do onboarding and customer support. Automation. This is one of HubSpot's strongest features. Actually, I have entire courses just dedicated to the topic HubSpot automation because there's so much to talk about there. But, here's where you create workflows that automate tasks such as sending emails, updating records, or assigning leads. And to finalize, reporting. Reporting allows you to track performance across across your CRM, marketing, sales, and support activities. And before I forget, HubSpot recently added a bunch of really cool AI agents and AI features, which you can find out more if you click on the Breeze section here. Breeze is HubSpot's AI assistant. Now, let's focus on the most important part of HubSpot, the CRM itself. CRM stands for customer relationship management and this is where you store all the information about people and organizations that your business interacts with, as well as negotiations, projects, sales in general, which are represented by deals. Inside HubSpot, your CRM is organized using these different types of objects here. The four core objects inside HubSpot are contacts, companies, deals, and tickets. Let's break this down. Okay, so contacts. Contact represents a person, okay? This could be a lead, a prospect, a customer, a partner, or anyone your business interacts with. Each contact has a dedicated record profile containing information like name, email, phone number, company, activity history. Whenever you send emails or track interactions with your contacts, they are stored inside this contact record profile. A company represents an organization, okay? So, for example, let's say a contact called Lucas that I have in my CRM works at a company called, I don't know, Everline SAS business or something like that. Well, Lucas is the contact and Everline SAS is the company, okay? So, companies store information like company name, website domain, industry, address. Contacts can be associated with companies. They should be associated with companies, especially if you're in a B2B environment, so your team can clearly see where people work. Deals. This one My clients are always asking me questions about what deals represent. So, a deal is essentially a sales opportunity. And whenever money is involved or potentially involved, you typically create a deal to represent that negotiation. Deals include details such as deal amount, expected close date, pipeline stage, and things like that. Sales teams use deals to track revenue opportunities and monitor progress through the sales process. A deal can be a project, it can be a course, it can be a high-ticket item, anything that has a sales process to it. Deals are managed inside a dashboard. This dashboard, which looks like a Kanban board, helps you track the progress of those deals in the funnel. And a ticket represents a customer support request. For example, let's say a customer sent you an email reporting that they lost access to their account or something like that. You can log that issue as a ticket, so your support team can track and resolve it. Tickets help customer support teams manage and prioritize requests efficiently. One of the reasons why HubSpot is so powerful is that all these different objects that we just talked about, they can, they should be connected with each other. It's actually a really good practice when it comes to HubSpot. For example, a contact can be associated with a company, a deal, a ticket. In this case here, we have a contact called Lucas, right? Lucas is the name of the contact and Lucas is associated with a company, XYZ Tech. It's a fictional business, of course, just for this example here. And Lucas is also associated with a deal called automation consulting for XYZ Tech. And so, this way, someone going to the contact profile knows right away that we have a deal going on for that contact and also learns that this contact works at this company called XYZ Tech, right? So, this creates a complete relationship history. The main idea behind creating these object associations, as we call them inside HubSpot, is that, well, your team can instantly see who the customer is, which company they work for, which deals they're involved in, and any support issues they've had, right? A ticket can also be associated with a contact, a company, and a deal as well. So, this unified data is what makes a CRM system so valuable. Okay, now that we understand objects and also object associations, let's go ahead and let's learn how add data to our HubSpot CRM. This is typically one of the first things you do when you create a HubSpot account, right? The easiest way to add data to HubSpot is by creating contacts manually. Okay, so this is done right here. CRM, contacts. You're going to click on add contacts and then create new. You'll see a form popping up here in the right side of the screen. All you have to do is enter basic information like first name, last name, email, and things like that. Let me create a contact together with you. Feel free to do this on your own as well. Depending on your account, you might see more or fewer fields in here. Okay, I'm seeing country, contact owner, job title, phone number. For example, if you're using a HubSpot account that your company already set up, someone on your team might have added or removed properties from this form here. These data points, these fields are called properties. That's completely normal. Okay, the contact creation form can always be customized inside HubSpot, just so that you know. Good. Let me keep on going here. >> [music] >> And that's it. Once you create the contact, all you have to do is click on save. HubSpot creates the contact and automatically redirects you to the contact profile page, where you can store additional details and track the contact activity as well. Now that we created a contact manually, and since we're here anyway, let's explore the contact profile page together. This page shows everything HubSpot knows about a specific person. A good way to think about it is like a profile page on a social network, Facebook, Instagram, LinkedIn. It's where you can see someone's information and their activity history. Okay, so let's quickly walk through the main areas here. On the left side, you'll see what I like to call the key information panel. This area displays the most important details about the contact, such as name, email, phone number, the date when the contact was created. Inside HubSpot, all these pieces of information here are called properties. Okay, so we're going to cover properties in more detail later, but for now, just think of them as fields that store information about a person. Once again, if your screen looks a little different than mine, it's completely normal. This section is fully customizable. Okay, it might be that someone in your team might have changed which properties appear here. Okay, here you're also going to notice a few quick action buttons, which allow you to do things such as for example, log a note about a contact. You can quickly create a note and this note to their contact profile page. You can send someone an email right here from inside HubSpot. You can make a call, you can create a task, schedule a meeting with someone. These actions are all connected to the contact that you're viewing. Okay, so if you click to create an email, the email will be sent to this email address here. In the middle section, you'll see several tabs, such as about, activities, revenue, intelligence. The about tab shows structured information about the contact. In the latest HubSpot interface, you might also see an AI generated summary powered by HubSpot's AI layer. It's basically a quick AI generated summary here. Gives a quick overview of recent activity and contacts. The activities tab is super important. It shows the full timeline of interactions with that person. Here you can see things such as emails that were sent or opened, meetings that were scheduled, calls logged, forms submitted, tasks created. Of course, if that contact hasn't really done anything in terms of interaction with your business, you're not going to see much here. But, you know, as you scroll down and and start interacting with the contact, you'll see older and older activity. And so, yes, you can have the full picture of your relationship with that contact. Right side bar, associations. Here on the right side bar, you're going to see everything that is associated with the contact. In this case here, remember that we created this contact here and I added the email address at business example.com, so HubSpot automatically created a company and associated a company called, you know, business example.com. So, this was done by default. Okay, this setting can be turned off inside HubSpot. But, here is basically where you see everything that is associated with that person inside HubSpot, deals, tickets, companies, and so on. One thing I forgot to mention in the previous section here is that [music] every single object that you create, whether you're creating a contact, a company, a deal, every object will have their dedicated profile page. For example, if I'm looking at a company, a company will also have their profile page, okay, with company information in this case here, such as company location, company name, company domain name, and things like that. Okay, same with deals, same with tickets, so on. Let's talk a little bit about HubSpot properties because this is a really important concept inside the CRM. So far, we talked about objects, right? Contacts, companies, deals, tickets. Now, we're going to go one level deeper. Each of these objects is made up of something called properties. A HubSpot property is simply a data point. You can think of it as a field that stores a specific piece of information about a record. For example, I'm looking at the contact Peter here, right? Here is a property called email. It stores the contact's email address. There's another property called country/region. It stores information about where that contact is based. Job title, lead status, create date, phone number. These are all HubSpot properties. Each property is designed to store one specific type of information. As you learn more and more about a contact, you update these properties to keep your CRM accurate. For example, let's say I'm on the phone with Peter, right? I want to log Peter's phone number. I can quickly come here and [music] go, "This is Peter's phone number." So, next time I know it, right? This is just an example. I Imagine that this phone number doesn't really exist in the US. So, I'm going to remove number formatting here. You can remove number formatting or apply number formatting, as you can see here in my account. Let me just save this as it is. This is how you update a property. So, all you have to do is click inside of it and then simply update it right there. Most properties can be easily updated. All you have to do is click actions in view all properties. This opens a panel showing every property available for that contact. Okay, let's say that I want to save Peter's job title. All I have to do is type here in the search bar, "job title". I know that Peter is a marketing manager, so I'm going to go "marketing manager", okay, and simply hit enter. And the property is automatically updated for me. As we're here anyway, let's talk a little bit about property categories. So, when you open the view all properties panel, you will notice that these properties are organized into categories here, right? For example, contact information properties, located here, store basic details like company name, job [music] title, phone number, city, country. Okay, it's it's basically general information about the contact. Then you have other categories as well. Web analytics properties, for example, located here. These track how someone interacts with your website, such as pages visited, first page seen, last activity date, and and things like that. Most of these properties are automatically updated by HubSpot. So, just so that you know, there are properties that you can manually update, such as for example, job title and email. And there are properties that you are not in the position to update, such as for example, create date. Create date is an example of a property that is an automated date stamp. Okay, HubSpot comes here and adds a date stamp when that person is created in the CRM. And so, you can't really change that. As you can see here, I'm clicking on it. I can't really change it. And that's okay, right? There are some properties that are HubSpot default properties. They they can't really be updated, right? These are usually kind of HubSpot properties based on activity, some sort of activity or event. And and those properties you can't really update. Okay, first page seen, create [music] date, close date for deals, and so on. Let's pause a little bit. Let's take a quick break. I want to talk to you about why HubSpot properties are so important. Properties are extremely important inside HubSpot because they power many of the features you're going to be using inside HubSpot, such as for example, contact segmentation, right lists, automation workflows, reporting, personalization. So, basically everything that you do inside HubSpot depends on the data that you have inside your CRM. If you send marketing emails and you want to be able to segment your email audiences, well, [music] you're going to be using HubSpot properties to do lead segmentation. If you want to create automation workflows, right? Those workflows can update or trigger actions based on properties. If you want to create reports, right, they're going to be based on properties as well. This is why the more complete and accurate your properties are, the easier it becomes to target the right people, analyze your data, personalize communication, and automate processes as well. So, here's a quick tip that no other tutorial on YouTube will teach you when it comes to HubSpot. Instead of storing information using notes inside contact profiles, like I've seen many professionals doing, go ahead and update properties. This is one of the HubSpot's most important best practices. Use properties to store information about people, not notes and not other elements. Okay, why? Because, as I told you just now, if you have this information is stored in the format of properties, that will enable you to use the other features and build the reporting that you want, the segmentation that you want, and all that. Did you know that you can create your own custom properties as well? Imagine that, you know, you have a restaurant chain business and you want to store information about your contact's favorite ice cream or something like that, right? You want to store this type of information. Well, there is not a HubSpot property called favorite ice cream. And so, in this case, what you have to do is you have to create a custom property to store that information. Let's talk about the process of creating custom properties inside HubSpot. If the property that you want to use doesn't exist by default, you have to create it, right? Here is how. Settings. You're going to navigate to properties inside data management. You're going to make sure that you're looking at contact properties. Why? Because there are other types of properties as well that you can use and create. You can work with company properties, deal properties, invoice properties, and the list goes on. But, you know, favorite ice cream, that sounds like a contact property, doesn't it? So, [music] you have to make sure that you're looking at this object type right here. Create property. And here you're going to fill out this form in the right side bar. Just so that you know, nowadays you have the option to create a property with AI using the Breeze assistant. But, for learning purposes, it's better to create properties manually first, just so that you understand how they work. Later on, you can play around with AI as much as you want. Okay, property label is the name of the property itself. Let me go ahead with favorite ice cream. Field type. Field type determines how the property will store that data. Okay, for example, let's say that I was creating a property called previous job title or something like that. In that case, single line text is the best option to go ahead with because it will store short text values, right? Like founder or sales director. HubSpot offers other types of field types such as multi-line text, which is usually for long descriptions, drop-down select, predefined options, it's like a little menu. You have multiple checkboxes as well. You can create properties that people will fill out with numbers such as amount and stuff like that. So, different types of properties you can create. For the example favorite ice cream, the one that makes the most sense is multiple checkboxes. Why? Because what if someone has multiple ice creams that, you know, I don't know about you. My favorite ice cream is both chocolate and strawberry as well. So, it's really not one favorite, it's kind of multiple favorite ice creams now that I think about it. But anyway, so multiple checkboxes are property that you can fill out with a menu, right? Let me just go ahead and add option labels here. >> [music] >> Something like that. So, here's a property that will have four different options inside of it. People have the ability to select more than one option. If I didn't want to do this in a way that they can select multiple options, I could go ahead with drop-down select, which is basically also a menu property, but they can only select one option only. Okay, cool. What else? Once everything looks good, go ahead and click on create. The property will now be available inside your HubSpot account. Okay? You can also type its name here and the property will be there and you can immediately start using it. For example, let's go back to a contact in the CRM and let's fill out >> [music] >> that person's favorite ice cream. Let me just delete this filter applied here by default. Peter's favorite ice cream is actions, view all properties, favorite, and let's choose two. How about chocolate and vanilla? Perfect. So, this is how you create and use a custom property inside HubSpot. Here's another method for adding contacts to your CRM, especially if you're dealing with a high volume of contacts. Perhaps you're, you know, coming from another CRM system or you have all your contacts in a Google spreadsheet like this one here. Another thing you can also do is you can add contacts by using import files. This is done right here at contacts import. This will essentially upload a spreadsheet, right? Just so that you know, if you're using a free account, there is a limit to how many contacts you can have in your CRM. This will require an upgrade. We'll talk about HubSpot pricing later on. HubSpot will guide you through mapping your columns. Okay? So, all you have to do here is import data and then select what kind of data you're importing. Just so that you know, you also have the ability to import contacts and also company data, deals data, and all that. For this example, just for the sake of learning, let's go ahead with a simple import file. Upload a file with contacts. Look, I have to have a file, right? It can look like this in a Google spreadsheet. Let me just zoom in for you to see this better. Before importing, it's important that your spreadsheet is structured correctly. Okay? So, your spreadsheet should follow a simple table format where each row represents a different contact. Okay? In this case here, I have Sarah, Mary, and Sam. Okay? One for each row and each column represents a property that you have inside HubSpot. For example, first name, it's a contact property, right? It's in one column only. Last name is in another column, email is in another column, mobile phone number another column, and so on and so on and so on. Okay? I can add as many properties as I want to my import file as long as each and every property is in its dedicated column. One big mistake that I see beginners doing is something the lines of first and last name, right? And then I've got, you know, Mary Johnson or something like that. Well, take care with this kind of stuff because first name is one property inside HubSpot, last name is another property inside HubSpot. You don't want to have them both in the same column, right? Because otherwise HubSpot will mess up the import file, basically. There's a more technical explanation for that, but let's not go there. So, let's make sure that we're always adding each and every property in its dedicated column. Okay? If you have questions on what is a HubSpot property, what's not, how are they called, and all that, just head to settings and properties inside data management and you'll find the entire list of all the properties available for your HubSpot account. Okay, let me go ahead. Let me download this file as a CSV. Here, and I'm going to simply add this file right here. Perfect. Next. Here, we're going to map HubSpot properties with column headers. This is just to make sure that HubSpot is, you know, uploading things the right way. So, do we want to double-check that Sarah is indeed a first name? Yes, that's correct. Contact property is first name, last name Gilmore, perfect. Last name, and then I've got email, and then mobile phone number, and then country region. This is all good to go here. In case HubSpot got something wrong, you can always change this here. Okay? You can go, "Hey, HubSpot, this is not a last name, this is a first name." You can >> [music] >> quickly change it right here. But in my case, everything is good to go. So, next, I can give my import a specific name. I'm just going to leave this one, and this option is mandatory inside HubSpot. HubSpot just wants to make sure that you're authorized to communicate with these people. Okay? Ideally, contacts that you imported to HubSpot are expecting to hear from you. So, this is a mandatory option that you have to fill out. Finish import. Once you import a file, you just have to wait a few seconds and you'll see your contacts added there. View contacts, and the contacts are right here in my CRM. Now that you have contacts inside your CRM, the next step is, well, communicating with them. HubSpot gives you a few different ways to do this. The two most common ones are sending people one-on-one emails >> [music] >> and also sending people marketing emails. Let's quickly look at the difference here. A one-on-one email inside HubSpot is exactly what it sounds like. So, it's a personal email sent to a specific contact. It's similar to what you would normally send for Gmail or Outlook. Okay? Following up with a lead, answering a customer question, inviting someone to a meeting, sending a proposal, or continuing a sales conversation. These are typically one-on-one emails inside HubSpot. Let's talk a little bit about how we create one-on-one emails. In order to send someone a one-on-one email, all you have to do is navigate to their profile, click on email. Now, HubSpot will say, "Hey, you have to connect your email account to HubSpot so that I can do things on your behalf, right?" So, all you have to do is click on connect inbox, turn on inbox automation, and add your email here. For instance, in my case, talita.miller@gmail.com. Next. HubSpot says, "Hey, looks like you're using Google for this email address." So, in this case, I have to connect HubSpot with my Gmail account. Once you have your email inbox connected with HubSpot, all you have to do is click right here and you can send them an email just like [music] if you were doing this inside your actual email inbox. You can add a subject line here. And then the email body goes right here. Very simple. By the way, the email signature can be edited right here. The cool thing about is that when you send an email, well, now, you know, I'm sending this to a fictional contact right here, Sarah Gilmore at the Dragonfly Business. It doesn't really exist. But if I was doing this for real, I would be able to see Sarah's engagement with this email here. So, if Sarah opens and clicks on links inside that email, I will be able to see all of that tracked right here inside the contact profile. If you don't really want to come to HubSpot to send people one-on-one emails, another thing you can do is work with the HubSpot Gmail extension. All you have to do is go to Google, HubSpot sales extension, and [music] set up the HubSpot sales Chrome extension. As of now, time of recording this video here, it only works for Gmail. Okay? Outlook is no longer included in this option here. Let me show you how it looks from the inside. When you have your HubSpot sales extension added to your email, you can send anyone [music] an email just like the way you would do normally, right? But then that email can be logged and tracked inside HubSpot. So, you'll see the contact record inside your CRM and that email will appear there as well. This is in case you want to, you know, do the whole thing inside your own Gmail inbox instead of doing it inside HubSpot, right? [music] Marketing emails work a little differently. Instead of sending that message to one person, marketing emails are designed to send messages to many contacts at once. They are typically used for things like newsletters, promotional emails, product announcements, event invitations. You can create these emails by going to marketing email. What about marketing emails? Well, first of all, marketing emails are created right here, marketing email. Okay? So, we're no longer inside the CRM, we are inside the marketing hub. Now, the type of email that you can create depends on the type of HubSpot account you have. If you have a free account, all you can create is regular emails and blog emails, which are basically automated emails that let people know about your recent blog posts. If you have a paid HubSpot account, you can create automated emails, which are emails that you send the automated way, right? Inside a sequence an email sequence or something like that. So, when it comes to creating emails inside HubSpot, the actual email design that you have access to depends on your type of account as well. So, if I have access to a paid HubSpot account, I have access to more templates, more options of, you know, newsletter emails and colorful templates and things like that. If I have access to a free HubSpot account, then the offer for templates is a little bit more limited there. But either way, whatever I go ahead with, I can always customize that template. So, for instance, if I use the welcome template located [music] here, I can easily customize all the modules inside this email here by working with drag and drop modules. Okay? Adding images, icons, and anything else I want. And that's it. You now know how to get started with your HubSpot account, navigate the platform, add and import contacts, you know, use properties to store information, how to communicate with customers and all that. If you want to go further, like creating forms, marketing emails, tracking deals, using tasks and tickets, building automation, creating reports, working with HubSpot's AI features, and much more, check out my HubSpot for beginners course linked below. It's a complete hands-on training designed to get you productive fast. If this tutorial helped, please like the video, subscribe for more HubSpot tutorials, and drop a comment telling me what you want to learn next. Thanks for watching. >> [music] [music]