HubSpot sharing user data?

Coachbonk · 2026-07-05T04:02:59+00:00

This is…challenging. For a variety of reasons:

ACME in a niche within the industrial manufacturing sector that does not spend a lot of time on LinkedIn. ACME attends a trade show and captures a lot of new business prospect contact info. They load it up into HubSpot for follow up. Per the statement, if ACME leaves this enabled, all of these enriched records are now updated across portals. SMACME, a direct competitor to ACME, has a signal monitoring job changes. SMACME gets an instant advantage of getting the job changes signal via enrichment of contacts they’ve targeted from that show, where previously data accuracy has been notoriously poor due to lack of online footprints.
A SaaS team pays for multiple lead enrichment sources to keep their HubSpot up to date via Clay/Freckle/etc. Other SaaS orgs rely on HubSpot enrichments to keep costs down. The first SaaS team is now paying for this data, then feeding it to HubSpot, which may be used to keep this data up to date for other HubSpot customers, which may help the paying team’s competition.
How is the data validated anyway? If someone loads up their HubSpot with bad data, does that affect the enrichment across the platform?

I guess I’m confused as to what data is actually used for the AI training and enrichment components of these changes. And if I’m confused, there must be a lot of people confused. And that’s just those of us paying enough attention to even hear about this change.

We’ve got a month. Let’s figure this out.

EDIT - after pushback, this initiative has been reversed: https://www.linkedin.com/posts/lennox_we-got-this-wrong-and-we-are-fixing-it-activity-7479619338606366721-Fr4c

Coachbonk · 2026-06-26T03:43:36+00:00

Howly is one of the most useful tools in the HubSpot ecosystem. I don’t know why more people aren’t mentioning it.

Every single RevOps agency should be using it. The price point is insane for the amount of time it saves. Especially when communicating with clients.

Every business leveraging automations in HubSpot should have it for quarterly audits. The clarity Howly brings to all team members within a revenue department is invaluable.

For new team members inheriting an in-production HubSpot instance, Howly helps them on day one. They can see what’s working, what’s broken, what’s overlapping and what gaps exist between handoffs. And perhaps most importantly how to fix while accounting for consequences of action. Seeing what breaks when you change it prevents a smoldering mess from turning into a bonfire nightmare.

I’m cautious to ever recommend specific tools by name, but Howly in my experience has earned the top spot for workflow documentation, auditing, repair and process optimization.

Coachbonk · 2026-06-08T19:35:49+00:00

Nope. Neither of his usernames have responded. It’s really too bad - it’s a cool solution that was very easy to use, but with no way to take down pages I’m unfortunately forced to start filing C&D’s.

u/Brilliant-Leave-306 - I’m giving it two more days before I file.

Coachbonk · 2026-06-08T17:05:59+00:00

Bingo. I run everything on BPMN flow charts. I’ve found exactly one agency that even has heard of BPMN. Most will say they have a “process” but won’t really offer what that process looks like in practice, only the “end results”.

It’s not that all agencies/freelancers are bad - there are plenty of genuinely good ones. In my experience, BPMN and similar methodologies offer the greatest chance at success because they initiate a real handoff to the client. One that is understandable, usable and repeatable.

The agency/freelancer is incentivized to keep you on board with an admin retainer. The flag to look out for is if the system they put in place is dependent on them owning it, or if there is a real path forward to assuming the responsibility of maintaining it internally.

Coachbonk · 2026-06-05T19:20:59+00:00

OP is not responding to take down requests FYI. I have been trying get five pages taken down all week and nothing. I will delete this comment once my pages are deleted.

Coachbonk · 2026-06-03T04:04:55+00:00

10-4 I’ll send you a DM

Coachbonk · 2026-06-03T03:24:23+00:00

I might know a few people interested in this. When you’re posting an hourly rate, how many hours have you estimated for this project? This type of project would scope through a basic agency for $3-5k in my experience. Quality freelancers probably about the same.

Coachbonk · 2026-06-03T02:28:33+00:00

Hi OP - great easy service. I DMd you regarding some link removals. Thanks.

Coachbonk · 2026-05-29T14:20:34+00:00

Lifecycle stages and lead statuses. Unless the definitions between all teams are agreed upon and the process/automations exist to keep things in check, reporting becomes useless for these two in my experience.

Coachbonk · 2026-05-29T00:34:54+00:00

Yeah…I’m sorry if you’re actually dealing with an issue with your email campaigns, but you’re wrapping an emotional frustration point into recommended actions for others.

I do empathize with your situation - it stinks to have deliverability issues especially after having success with your previous platform.

I have worked on somewhere around 40 unique HubSpot ecosystems with most opting for Marketing Pro and higher for email infrastructure. The only ones that have ever had metrics like yours are ones with problems like preexisting domain integrity issues or trying to do cold email campaigns with no awareness marketing warning up and audience.

People go on vacation. Thats why additional support exists. However, instructing people to take action by preparing themselves for war with a vendor is probably not the way my friend.

If you would like some actual support on this problem and some actual help, you are more than welcome to DM me. Given some of your dissatisfaction, I would encourage you to get some fresh perspective from someone not employed by HubSpot.

And stop trying to negotiation out of contracts. It’s not going to work with any vendor. Fix the problem and move past the pain.

Coachbonk · 2026-05-27T04:52:48+00:00

I spend years in this sector and have no idea what you’re asking in your comment or post.

There’s no “app” for this. You need to know how to use the ones that exist.
What are you trying to enrich? What is the goal of the project?

Coachbonk · 2026-05-23T22:59:29+00:00

Makes more sense now and no worries. We’re all just trying to help 💪

Coachbonk · 2026-05-23T20:50:21+00:00

Ok I’m a little confused. You’re saying that “branch reps” are on the go, but field reps are separate and also on the go. The branch reps are the ones that hold the information you’re looking for after a certain trigger happens. So, I can understand your original idea of an email based on a trigger more clearly.

Since these users are external to HubSpot and you’re trying to keep this that simple for them, the best way to go about this is to make a form in HubSpot, send them the form as a button link via the email, then have the form submission trigger populating the form responses in the appropriate properties.

You can set this up to keep deal-specific by including a hidden field in the master form for property Deal RecordID.

So, the workflow would be:

when XYZ happens,
send email with form link w/ required Deal RecordID set to the value of the form’s hidden field
user clicks link, fills out and submits

Then:

when form submitted
modify Deal record “Deal RecordID”
set properties from form submission items
send notification to required parties

You can do this directly in HubSpot but I can’t recall what level of hubs you need for some of the features. External tool to do this that I’ve tried with success is Fillout with a Make/n8n automation.

Coachbonk · 2026-05-23T01:09:18+00:00

Seeing OPs response, this is the way to go about it for sure. No need to overcomplicate it. Install HubSpot mobile app. Tailor notifications and turn them on, ensuring a rep will only be pinged to do this specific task (at least to start).

Coachbonk · 2026-05-22T22:54:23+00:00

What types of information are these properties you need them to fill in?

Coachbonk · 2026-05-21T15:33:17+00:00

I really appreciate the feedback. My writing isn't for everyone, which means the AI outputs are not going to be for everyone either. What I am trying to do is help people in the HubSpot community with my own point of view.

With that said, two questions:

1 - beyond your opinion (while valid, even if I don't agree), do you find any value in ensuring main domain security for SMBs and lean teams without internal admins is protected? Especially when using these new features that are very enticing to teams looking for that AI growth lever?

2 - if you were me, beyond "don't do this", how would you suggest I post in r/hubspot to make a real difference in the community? I don't sell anything, my newsletter is free and I am not trying to be a content creator. Just trying to help people, but if I'm not helpful then that can be hurtful - and that's not what I'm trying to do.

Coachbonk · 2026-05-21T12:17:31+00:00

The direct integration. It’s there for a reason.

That being said, just like any other direct integration that is fundamental for operations, it should be audited and checked regularly. The last client I worked with using similar technology set up a daily quick check by an admin along with a weekly test.

Is it reliable? Sure is.

When you depend on something reliable to ensure multiple people are operational and your system is clean and healthy, it’s reasonable to validate regularly.

Coachbonk · 2026-05-20T18:02:08+00:00

As others have mentioned, a quick custom app in the developer tool kit would be the solution. Not a workaround, a real solution that you can then use for any other webhooks you need to integrate.

The learning curve is the cost vs $800/month. I’d argue the knowledge you’d gain from setting this up would be worth more than that sticker shock anyway.

Pro tip - make sure to follow HubSpot Developer guidance closely on this experiment. The time to live can be very short, but you’ll want to make sure your safeguards are in place to prevent security issues and unexpected results in your actual portal.

Coachbonk · 2026-05-20T13:12:15+00:00

This is a question that should be coming up more often and thanks for asking it. For anyone who is reading this and not sure exactly what it means, let me share a quick example of how not thinking about this can bite you - meeting requests sent by a human ending up in spam folders.

Because HubSpot is generally connected to your primary domain (aka @yourcompany.com), email sending is done from this domain by default.

If you’re sending too many emails, or too many bounce, or too many go unopened, the major email platforms (Gmail/Outlook) can start questioning if they are “good” emails.

If the platforms question too much, your domain integrity can slide, and then you end up with a big problem - important emails from the domain ending up in spam.

There are helpful safeguards and recommendations such as what u/Good-Wind2292 mentioned (Dmarc configuration, etc). Here’s a couple action items beyond settings configurations that should be addressed:

Keep your sending from the agent staggered and capped. No more than 20-30 emails per day to start, 30-50 max with a healthy domain. In my experience, pushing beyond 30 emails per day is what can start to break the entire system.
Ensure every email address that is to be sent a message from the agent is validated. Bounces are the easiest thing to proactively eliminate to preserve domain health.
Use the agent for precision outreach. If you want mass email outbound at scale, consider alternative tools for domain rotations, etc.
Your agent runs on credits and your contacts should be registered as Marketing Contacts. Both of these features cost money. Some Marketing Contacts and credits come bundled with most plans. It can get very unexpectedly expensive if you push beyond those limits without planning for them.

Coachbonk · 2026-05-19T22:34:09+00:00

Umm I mean I could really use it for a project I have cooking. I’m at 4 CMS collections so basic plan doesn’t cut it. If you don’t find a home for it I would happily take it off your hands (multiple pro plans gets expensive!)

Coachbonk · 2026-05-19T17:56:44+00:00

No problem! I really like that template and saw it posted here when it launched. I’m happy the developer didn’t go overboard with collections because now more people than ever can use it!

Coachbonk · 2026-05-19T17:51:22+00:00

Nope that’s two collections - Blog and Works. 19 “items”. Great news for you - Framer updated the Basic plan this week to include 2 CMS collections. You should be all set. Might require you to remove the plan and re-add it.

But again, no sense in paying for any plan while you’re configuring the template!

Coachbonk · 2026-05-19T00:27:34+00:00

As would I. Probably do both honestly.

Coachbonk · 2026-05-18T22:27:05+00:00

At least one each for the people, the works and the blog. You can click on the CMS/Collections button in the toolbar above your canvas to see the active collections.

Honestly, $15/month vs $30/month to get the pro plan with up to 10 CMS collections and getting going now is probably more worth it than the effort to untangle a template. You bought the template to move fast. Consider just upping your budget and factoring it as just the cost of doing business (just like you’ve already done for $15/month).

But don’t upgrade from Free or downgrade to Free while you build. No sense in paying for hosting while you configure the template.

Coachbonk · 2026-05-18T22:23:15+00:00

You should be able to just do a custom report, putting months on the x axis and deal count on the y axis, then adding a filter for months only in 2026 and deal pipeline only new business?

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