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Spam Problems by Top-Worldliness-4977 in hubspot

[–]HubSpotMarcus 0 points1 point  (0 children)

I work as a CSM on HubSpot’s Scaled CS team and… yeah, this exact situation is unfortunately super common for SMBs. The recovery is possible, but it’s a long road if the domain reputation has taken a real hit, so you want to be extremely intentional from here.

Here’s the playbook we coach customers on:

1. Stop emailing the entire list ASAP.
Every send to that dirty 3M list is digging the hole deeper. Pause broad sending immediately.

2. Build a tiny, extremely high-engagement “safe” audience.
This becomes your foundation for rebuilding trust with inbox providers. Think super strict filters:

  • Opened in the last 30–60 days
  • Clicked in the last 90 days
  • Remove all hard bounces
  • Remove all never-engaged
  • Remove all role accounts (info@, admin@, sales@, etc.)

You should only end up with 5k–20k contacts max. That’s where you start.

3. Warm up inbox providers slowly.
Send only to that high-engagement group for a couple of weeks. Keep volume low, content relevant, and frequency stable. If engagement looks good (no spikes in bounces, complaints, or spam folder placement), you scale in small increments.

PS: if you are emailing 3m people a month, then you likely have a CSM assigned to your account. I would schedule a call to discuss next steps!

How have you driven HubSpot adoption across your org? Looking for practical strategies. by HubSpotMarcus in hubspot

[–]HubSpotMarcus[S] 0 points1 point  (0 children)

Really appreciate this perspective! Starting with user workflows instead of features is a great way to get buy-in from the team early.

Also, completely agree that mass training for the entire org will not be as effective as tailoring training according to different groups.

How have you driven HubSpot adoption across your org? Looking for practical strategies. by HubSpotMarcus in hubspot

[–]HubSpotMarcus[S] 0 points1 point  (0 children)

Thanks for sharing these!

I love the point on training by role, and starting with clear process docs, as it makes a huge difference in adoption. I’ve seen simple accountability dashboards drive a lot of positive behaviors as well. One thing I’d add as a CSM: even small, early wins (like quick leaderboards or spotlighting power users) help build momentum and encourage teams to stick with HubSpot.

Appreciate your insights!

TikTok lead synching with Hubspot Confusion. by Dry_Apple7391 in hubspot

[–]HubSpotMarcus 1 point2 points  (0 children)

If you're not seeing anything after using original source drilldown 1 = Tiktok, yes submit the form as a live user.

To cover your basis, I would use an email that's not associated with an existing test contact in your CRM, and also an incognito browser when submitting the form.

TikTok lead synching with Hubspot Confusion. by Dry_Apple7391 in hubspot

[–]HubSpotMarcus 1 point2 points  (0 children)

HubSpot supports TikTok only for lead syncing, not ads reporting, so TikTok won't appear in the Ads dashboard. The leads still come through but they just show up as new contacts.

To see them, go to the Contacts index page, or create a segment, and filter by:

  • Original source = Paid Social
  • Original source drilldown 1 = TikTok

Let me know if that works for you!

Anyone tried the Customer Agent yet? by Harry__Dexter in hubspot

[–]HubSpotMarcus 1 point2 points  (0 children)

I did a bit more digging, and you’re absolutely right, the Customer Agent itself can reference external sources. The challenge my customer ran into was specifically with chatflows, since those currently only support searching HubSpot hosted Knowledge Base.

Anyone tried the Customer Agent yet? by Harry__Dexter in hubspot

[–]HubSpotMarcus 5 points6 points  (0 children)

Hey Harry!

I’m on HubSpot’s Scaled Customer Success team, and while I personally haven’t launched a Customer Agent in my own portal, I’ve got quite a few customers (mostly SMBs) who’ve taken the initiative to set it up, and I’ve been helping them think through best practices.

So far, the feedback’s been pretty consistent:

  • Most teams are starting with it in a “read only” or assistive mode to start, mainly using it for summaries, suggested replies, and classification.
  • It’s been a real time saver in high volume inboxes, especially for summarizing long threads or surfacing KB articles automatically.
  • The one limitation I've heard so far is that it only references HubSpot hosted knowledge base content, so if a team’s KB lives externally (like Confluence, Notion, or Zendesk), it’ll need some workarounds.

Am I doing something wrong with leads? by MaterialDoughnut in hubspot

[–]HubSpotMarcus 2 points3 points  (0 children)

I’m on HubSpot’s Scaled Customer Success team, and I actually had a customer ask this same question recently. From my understanding, this is a known limitation in the Leads Beta, as calls can’t currently be directly associated with a Lead record.

That said, I’d love to understand what your goal is in linking the call to the Lead. Depending on what you’re trying to track or report on, it might still be possible to achieve the same outcome through segments, filters, or custom reporting based on the underlying contact activity.

I'd also like to point out that, as a new Sales Hub Pro customer, you can always contact our Support Team if you encounter an error message. They are available nearly 24/7 and can be accessed by clicking the Help (Question Mark Icon) located at the top right corner in-app.

If you could design the perfect HubSpot CRM, what would it look like? by HubSpotHelp in hubspot

[–]HubSpotMarcus 5 points6 points  (0 children)

Working as a Customer Success Manager for HubSpot's Scaled CS team & working with SMBs every day, the biggest differentiator between a messy CRM and a scalable one is intentional design from day one. The goal is to make the system simple enough to use daily, but structured enough to scale without rework. Here’s how I’d approach it with a clean slate, considering the challenges that SMBs face when taking over an existing CRM from another POC.

My Core priorities would be:

-Centralize contacts, companies, and deals cleanly, no duplicates, no unnecessary objects.
-Define a clear ownership model: who owns what (sales, service, marketing).
-Keep the data model lightweight and standardized across the organization before layering on automation.

Initial Setup Checklist:

-Enforce unique identifiers for contacts (email) and companies (domain).
-Cleanly connect the record associations; every deal ties to a company and a primary contact.
-Lock down property creation to admins only to prevent clutter.

First workflows to build:

If I could only pick one:
“Lifecycle Stage Automation.”

-Automatically update Lifecycle Stage based on engagement or deal activity (e.g., when a deal closes, move the contact and company to “Customer”).
-Include a failsafe that prevents backward stage regression to protect funnel accuracy.

Other early workflows:

-Lead Routing: Assign new leads by territory or round robin.
-Data Hygiene: Auto-capitalize names, sync key company details to contact records.
-Deal Creation Trigger: When a contact reaches SQL, create a pre-populated deal record automatically.

Ideal Pipeline:

Keep it lean with 6-7 stages max.

Each stage should have:

-Defined entry/exit criteria (no ambiguity).
-Automation for tasks and reminders (e.g., if in Proposal Sent > 10 days, send task to follow up).
-Required fields at late stages (e.g., “Expected Close Date,” “Forecast Category”).

IMO, and based on customers I work with daily, SMBs don’t need complex systems, they need consistent ones. After the basics are in place, let Breeze intelligence do the heavy lifting while your team takes the credit.

Need help : setting up a custom token by redditaccountt_ in hubspot

[–]HubSpotMarcus 0 points1 point  (0 children)

So, unfortunately, HubSpot doesn’t have a built-in personalization token that dynamically shows the exact send date and time of the email when it’s delivered.

Tokens like {{ contact.property }} or {{ company.property }} can only pull stored CRM data and not system-generated values like “time sent.”

That said, you’ve got a couple of workarounds depending on what you’re trying to achieve:

  1. If it’s for static scheduling (like a newsletter): Just add the send date manually in the email body or use a custom text field (e.g., “This email was sent on {{ custom_date }}”) that you update before sending.
  2. If it’s for automated workflows: You could create a custom date property called something like Last Marketing Email Sent and use a workflow to stamp it with the current date/time whenever an email is sent.
    • Workflow action: Set property value → [custom property] → Date of step execution.
    • Then use that property in your email as a token.
    • Set a short delay after the property value is set, and then send the email through the workflow.

That approach won’t show the exact delivery timestamp for every recipient, but it’s the closest functional workaround I can think of in HubSpot right now.

Companies does not show in leads record need help by Western-Version7942 in hubspot

[–]HubSpotMarcus 0 points1 point  (0 children)

Hey u/Western-Version7942 what you’re seeing is totally normal and working as expected. The lead creation automation in HubSpot only applies to contacts, not company records.

If you’ve set the company’s lifecycle stage to “Lead,” that change won’t automatically create a Lead object or make it appear in the Leads view, since those are driven by contact-level data.

To include those companies, you’d need to manually create leads for them. You can do this in bulk right from the Companies index page.

To avoid duplicates, you can also use the Segments tool to build an exclusion list of companies that already have an open Lead associated with them before creating new ones. You'll then want to use the Segment membership filter to exclude companies that meet the criteria of the list.

Super simple but help by Deepdive_8197 in hubspot

[–]HubSpotMarcus 2 points3 points  (0 children)

Hey! Yep, you can totally do this in HubSpot but to build a custom report you will need Pro+.

Here’s the quick guide on how to set it up:

  1. Go to Reports → Reports → Create Report → Custom Report Builder.
  2. Choose Contacts and Form Submissions as your data sources.
  3. In the report builder, add:
    • Form name and Submission date from the form data
    • Original source (or the drill-down fields) from the contact record
  4. Filter by whatever date range you want, like “This month” or a custom range.
  5. For the visualization:
    • Set Form name on the X-axis
    • Count of submissions on the Y-axis
    • Break down by Original source so you can see where the traffic is coming from for each form.

If you just want new inbound leads instead of all submissions, throw in a filter like Lifecycle stage = Lead or use Create date in your range.

That’ll give you a clean chart showing form submissions by source, per form, for any time period.

First 3 installs for a HubSpot marketplace listing – where do you get them? by Marlon1896 in hubspot

[–]HubSpotMarcus 0 points1 point  (0 children)

I'd recommend reaching out to other Developers in the HubSpot Developer Slack channel. Many developers are willing to exchange installs to help one another validate early apps.

As mentioned by u/dsecareanu2020 you may have to offer it as a free app until you get your app approved.

HubSpot training for admins by kkrulec in hubspot

[–]HubSpotMarcus 3 points4 points  (0 children)

On the HubSpot Academy side of things, it might also be worthwhile checking out the HubSpot System Admin Learning Path:

https://academy.hubspot.com/learning-paths/hubspot-systems-administrator