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The "how-to" guide resources below provide a comprehensive overview for anyone in NICA who is using Hubspot Marketing. Don't see the resource you need, or still have questions? 

All of our Scribe tutorials are shown in three formats: a standard scroll option, a video option, and a "Guide Me" option that walks you through the process on your own screen; note that "Guide Me" requires a free browser extension which can be 

How to Login to HubSpot Using your SSO Hub@<league>.com account (Copy)

*NOTE: these links will "force" a copy for you to customize for your league needs.

This guide is a detailed walk-through for building a league newsletter email in Hubspot, and includes incorporating branded graphics, adjusting text content, and conducting final test sends to ensure your messages are ready for your audience. 

It does NOT include segmentation/lists. Please reference our Scribe Library for more!

DETAILED GUIDE: Creating and Customizing Emails in HubSpot

Learn how to quickly design, customize, and configure your email campaign in HubSpot. This guide gives a quick overview of every step from selecting a template and editing content to setting up recipient lists and scheduling your final send. Looking for a more in-depth tutorial? Check out our Resource Library and look for the DETAILED GUIDE. 

QUICK GUIDE: Creating a HubSpot Email

This Scribe walks through your basic email building blocks. Learn how they work, where and how to use them, and understand how you can use NICA custom modules to speed up your email build.

Sections, modules, and NICA custom modules in HubSpot

Learn how to preview your HubSpot marketing emails using specific contact data and send test messages to ensure they render correctly. This guide walks you through the validation process to guarantee your final campaign is error-free before hitting send.

How to Preview and Test HubSpot Marketing Emails

A consistent "From" name and email address helps with email deliverability because it becomes familiar to recipients and email providers over time. 

Follow the steps below to ensure you're sending from the same, recognizable address each time, so you can establish continued credibility and encourage recipients to engage with your emails.

Using the correct "From" name and email address

Your audience: lists, segments, & subscriptions

Looking for a list or segment that doesn't exist yet? 

Submit a MarCom Help Desk request and our team can support you in the creation of a new segment. 

This guide provides a process for updating a file version in HubSpot, ensuring that the most up-to-date version of a file is accessible wherever the file is linked within the NICA digital ecosystem. This is particularly important for outward-facing documents (like coach education requirements) that are accessed by a broad audience. You can make these updates without impacting existing links, and the new version will be applied globally.

Updating a version of a file in Hubspot

COMING SOON: Standard operating procedures + best practices for Hubspot file organization

COMING SOON: Why files in Hubspot? What is a CDN?

Learn how to customize your marketing emails in HubSpot by inserting personalization tokens. This guide demonstrates how to replace generic greetings with dynamic contact properties and set fallback values for a tailored subscriber experience.

How To Add Personalization Tokens To HubSpot Emails

Segments(Lists) in HubSpot are groups of contacts organized by shared criteria such as league affiliation, contact label, registration status, season activity, or communication preferences. Segments/Lists help leagues send the right message to the right people.

Lists update automatically when using Active Lists.

Lists are used for:
Email sends
Reporting
Segmentation
Workflows
Audience targeting

Every league has the same core list structure.

Understanding NICA’s Lists in HubSpot

This guide provides a process for updating an EXISTING file in HubSpot, ensuring that the most up-to-date version of a file is accessible wherever it is linked within the NICA digital ecosystem. This is particularly important for outward-facing documents (like coach education requirements) that are accessed by a broad audience. You can make these updates without impacting existing links, and the new version will be applied globally.

Learn how to upload and manage images, PDFs, and other files in HubSpot while maintaining a clean, organized file library that can be reused across emails, files, campaigns, etc.

Uploading and Managing Email Assets in HubSpot

Learn the basic areas of HubSpot you will use most often and understand where to go each time you want to create or send an email.

HubSpot Navigation Basics

Learn how to build a filtered contact segment in HubSpot specifically for League coaches with a level zero license. This guide simplifies the process of applying membership and property filters to accurately categorize your records for a segment or suppression list in email marketing.

Create a New Segment for Coaches License Level = 0

Learn how subscription types work in HubSpot, what contacts see on their preference pages, and how to choose the correct subscription type when sending emails.

Understanding Subscription Types & Preference Pages

 account via Google SSO (single-sign-on). 

if you are logged in or using a browser connected to another personal email (league emails included). 

This "hub@" email login is shared among all league users who need access to HubSpot. If you need access, please contact your league director before connecting with the NICA team.

Note! If your personal email keeps popping up - you’re not alone, this is the most common issue we see with logging in. Just follow along and check out our solutions below.

If you haven’t added the hub account yet:

Open Google, click “Use another account”

Enter the password provided by Tony (sent to your personal email)

Complete verification (phone/email if prompted)

Once added, future logins are much easier!!

 - enter your hub@<league>.com email address and click 'Next'

If You See: “Email doesn’t match a HubSpot account”

 👉 Double check you are using hub@<league>.org (not info@ or personal email)

- check your regular email inbox for code from HubSpot

 - return to page, enter the code and click 'Log in'

BUT ⚠️ If You Get Stuck (Most Common Fixes) 

Step 7 -  Issue: Personal email keeps auto-populating 

Verification Issues: If Google asks for verification:

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How to Login to HubSpot Using your SSO Hub@<league>.com account

Learn how to select the correct recipient list and verify your audience before sending an email.

How to Choose Your Audience List For Your HubSpot Email

Allow recipients to view your marketing email as a web page by enabling the View in browser option before sending. Turning this setting on generates a shareable web version of your email, making it easy for recipients to forward a link to others, view the email in their browser and access the content without forwarding the original email. This is a helpful best practice for newsletters, announcements, and communications that may be shared beyond the original audience.

Enable "View in Browser" for Your HubSpot Marketing Email

Learn how NICA contacts are organized and where to find key information about coaches, riders, parents, and teams. Contacts are used in your audience segments for email marketing.

Understanding a Contact Record in HubSpot

Learn how to effectively plan and automate your email campaigns within the HubSpot platform. This guide simplifies the scheduling process, helping you ensure your communications reach your audience at the optimal time.

Hubspot Marketing Resource Library

Login and access

Email creation & formatting

Resources for email builders

Create an email: DETAILED VERSION

Create an email: QUICK VERSION

Sections, modules, & custom sections

Previewing & testing an email

Inbox settings & email setup

Personalization: add tokens to an email

Your audience: lists, segments, & subscriptions

Files & file management

Other Hubspot Marketing resources: