HubSpot provides a direct integration with your Google-based Via Nations email. Integrating will allow you to track emails sent through your Gmail inbox and also initiate emails straight from HubSpot.
HubSpot also has an integration with Gmail and Google Calendar that allows you to have a “book a meeting” page, and automatically log your emails to HubSpot
For more information, see:
Connect Email
Click on the organization name in the top-right corner and click Profile & Preferences
In the Email tab, click Connect personal email
If you wish to use Inbox Automation, check the box to enable it. There is more information on that feature below.
Click Connect your inbox
Type in your email address and click Next
Click Connect to Gmail
Click Continue
Click Allow so that HubSpot can send and track emails
Once HubSpot has verified the connection, it will prompt you to download a mailbox extension. If you wish to utilize this feature fully, it is recommended that you install the extension.
Click Download Extension
Choose the extension that corresponds to the mailbox you use
If you primarily access your email in Chrome, choose the Chrome extension
If you primarily use Outlook, choose the Outlook extension
Click Done when complete
Send Email in HubSpot
Navigate to the contact you wish to email
Click the email icon next to the contact’s name
An email composer window will pop up. You can compose your email to the contact here. Hit Send if you want to send immediately, or press the down arrow to schedule the email for later.
This email will be logged in the contact’s record in HubSpot.
Send Email in Gmail
Settings
By default, the Log and Track options will be enabled for every email. You should set the default to off following the steps below.
If you accidentally Log or Track a private email, the email address, date, time, subject, content, and attachments will all be logged in HubSpot. It is important that you and the recipient do not share any private information that you do not wish to be viewed by other staff members.
Click on the HubSpot icon and click Log and track settings.
**IMPORTANT - Toggle off the Log email and Track email settings to not log/track emails by default.
Note: If you forget to mark an email to be logged or tracked, you can manually record an email in a contact record, but it will not have all of the information you would get from the integration.
Send Email
Click Compose in the top left corner
Type out your email as usual
If you want to Log or Track the email in HubSpot, check the boxes accordingly
If a contact with this email does not exist in HubSpot, one will be created.
If you enabled Inbox Automation, HubSpot will assign a first and last name to the contact.
If you did not enable Inbox Automation, the newly created contact will have the email address in place of a name.
If you Log or Track an email, the date, time, subject, content, and attachments will all be logged in HubSpot. It is important that you and the recipient do not share any private information that you do not wish to be viewed by other staff members.
Never Log
HubSpot comes with a feature called Never Log. This feature allows you to list out any email addresses or entire domains that you do not wish to be tracked or logged. Your personal HubSpot account will allow for 500 addresses or domains to be added to your Never Log list. For more information on adding addresses and domains to your Never Log list, check out this helpful HubSpot article.
Inbox Automation
When you connect your email address to your HubSpot account, you have the option to enable Inbox Automation. This is an AI feature that HubSpot offers to assist in contact and task creation. When enabled, HubSpot will scan new emails that are sent or received and can update things like name, email, phone, and job title. It will also scan the body of the email looking for potential followup tasks. For more information on Inbox Automation check out this HubSpot Article.