HubSpot 101: Sales Team Member - Account Setup (Gmail)
Team Peddle
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73 steps
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11 minutes
HubSpot
Gmail
Google Account
Loom
Google
Tip! Tip! In this tutorial we will be going over: 1. Account setup basics in HubSpot for a sales team member 2. Connecting email, calendars, phone numbers and meeting links
Inviting Team Members to Hubspot
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Navigate to [https://app.hubspot.com/activity-feed/22485783](https://app.hubspot.com/activity-feed/22485783)
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Click the gear icon to access your Hubspot settings
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Click "Users & Teams"
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Click "Create user"
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Enter the email address of the team member you'd like to invite
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Click "Next"
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Now choose the users permissions. You can start with a template, start from scratch or make them a super admin (full access)
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Click "Next" once you've chosen the way you'd like to give permissions
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Click "Send"
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Click "Done"
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Once the team member has accepted the invite and logged in. Have them click the gear icon and go to settings
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Click "General" and fill out all of the fields on the profile tab including first name, last name, Language, and Phone Number
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Adding the phone number is important especially if you'll be calling from Hubspot
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You can also select your default homepage here. This can be useful if you use one Hubspot Hub or Function more than others
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Next Click "Email" and connect your email
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Click "Connect personal email"
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You'll want to turn on inbox automation to get the most out of sending emails in Hubspot
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Click "Connect your inbox"
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Click the "Email address" field and enter the email address you'd like to connect to your account
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Click "Next"
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Depending on where you host your email you'll need to connect to either gmail, outlook, or another inbox. In this case it is a gmail account so we Click "Connect to Gmail"
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Click "Continue" and select your email account
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Click "Allow"
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To get the most out of Hubspot emails. You'll need to download the Hubspot Sales extension. We recommend you use Google Chrome as well for this integration. Click "Download Extension" to start setting up your extension
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Choose your platform, Gmail, Office 365, etc...) and download the integration by Clicking "Download"
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Once you've set up your integration you'll want to add your email signature Click "Edit email signature" and add your email signature. You can add text, images, or custom html
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If you'd like to stop emails from getting logged from specific users and domains Right-click "email logging settings"
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You can also Click "Add emails or domains" to be excluded
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Click "Calling"
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Click "Add phone number"
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Enter your phone number and click "Text me" for verification
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"Enter verification code" field.
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Click "Next"
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Click "Done" Now your are setup with Minutes to allow for calling from HubSpot. You should also download the HubSpot mobile app on your mobile phone to allow for call outcome tracking and call recordings for sales calls via your mobile phone and computer.
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Next we need to connect the calendar. Click "Calendar"
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Click "Connect your calendar"
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Select the platform where your calendar is hosted (Gmail, Outlook, etc...)
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Click "Connect your calendar"
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Click "Accept and connect to Google" or "Accept and Connect to whatever platform you use" and then select your account.
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Now your calendar is connected. Make sure meeting scheduling pages is connected so you can create a meeting link and set up meetings on your calendar via Hubspot
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Next we need to set up your meeting link. Click "Sales"
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Click "Meetings"
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Click "Edit" next to your meeting link.
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Now you'll need to fill out all of the fields on the overview tab. Meeting type defaults to one to one for your personal meeting link
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Click the "Internal name" field. This is the name of your meeting within Hubspot for internal use. Change it to whatever makes the most sense for your purposes like "Initial Meeting or "Client Call"
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Click "Event Title" and type in whatever you'd like the meeting event title to be displayed as for anyone that books a meeting. Anyone who schedules a meeting with your link will see this title.
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Next click "add videoconference link" under location. This is how you set up what videoconferencing tool you will use that is connected to your calendar.
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Click "Add videoconference link"
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Click "Connect an app"
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Choose whatever app you use and download the integration. Zoom is the most common but you can also use Google Meet, Microsoft Teams, and a few other options.
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Next add a description for your meeting. You can also check on or off whether you'd like to include reschedule and cancel links automatically. We highly recommend you enable this feature.
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Next, Click "Scheduling"
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Click the "Scheduling title" field. This is what will display on your calendar link when people choose to book a meeting
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Next select the meeting duration options. You have several built in options like 15 minutes or 30 minutes but you can also select custom times. Anyone who clicks on the link will be able to select from these options.
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You can choose your availability window as well so people won't book meetings when you aren't available. You can choose the days of the week as well as the hours on these specific days.
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You should also select the period of time people can book meetings within. In this case we've chosen this week and next week so anyone with the link can book calls this week and next week but no other time.
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You can also select minimum time notice which is the minimum time someone must book a meeting before it occurs.
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Buffer time is the time in between your meetings. This make it so people can't book a meeting with you directly after having a meeting or directly before. Choose the amount of time that makes sense to you. In this case we selected 15 minutes
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Click "Start time increment" and select the frequency of your meeting start times
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You can also choose the booking page language and date and time format. The default typically works best.
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Click "Use visitor's browser settings"
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Next Click "Form" to adjust the fields on the form that attendees need to fill out before scheduling the meeting
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The defaults are first name, last name, and email. If you need to add phone numbers or any other contact properties, then Click "Contact property". You can only do this if you have the correct Hubspot plan it is not available by default. You need at least CRM Suite Starter
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You can also choose to add a CAPTCHA to the form and make the form GDPR compliant. This is recommended if you work anywhere that requires GDPR compliance or want to be extremely careful about privacy.
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Next Click "Automation"
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Here you can choose wether to send a confirmation email to attendees when a meeting is booked or send a pre-meeting reminder.
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If you choose to send a pre-meeting reminder you can set the amount of time before the meeting that the email will be sent.
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Lastly you'll need to go back to setting by clicking the gear icon to adjust task and security settings for the account.
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Click "Tasks"
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Here you can select the default due date for tasks after they are assigned as well as wether reminders should be sent. Click due date or due time to change how many days after a task will be due when created and what time it will be due.
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Next Click "Security" to adjust the accounts security settings
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Click "Set up secondary method" to set up your 2FA. You can choose wether to receive your code via text or via an authenticator app
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These are all of the basics for setting up your Hubspot account!
