Filtered Views
HubSpot provides the ability to view Contacts or Companies in a single area. By default, when you go to the Contacts or Companies page, you will see the All Contacts (or All Companies) view.
HubSpot also has a default view called My Contacts that shows any contact assigned to you. To assign a Contact or Company to yourself or a teammate, see: Assign contact or company to myself or team member.
The Tech team has also set up a Team View for each team. To add this to your default views follow these steps.
Go to the Contacts page
Select either Contacts or Companies (depending on what you are looking for)
Click the + Add view button and select your team’s view from the Created by others list.
There is a Team View created for each team, but you should only see the one dedicated for your team.
Filter to see all contacts or companies in my city
Go to the Contacts page
Select either Contacts or Companies (depending on what you are looking for)
Use Advanced Filters to refine contacts by City, State, or Country/Region
Click Advanced Filters
Click the Add Filter button
Start typing the filter you want to use
I.e if you want to filter by City start typing City
Choose the filter you want to use
Add the appropriate “rules”
I.e If you are looking for the city of Fayetteville you would choose Contains Exactly and then type in Fayetteville in the Add values field
Note: There is a field called Country Selector. This is just for use in forms, do not use this to search with.
Assign contact or company to myself or team member
To assign a Contact or Company to yourself or a teammate, go to the Contacts page and select either Contacts or Companies depending on what you are looking for
For assigning a single Contact or Company:
In the Contact Owner column, click Unassigned
Search for your account or the account of who you wish to assign the contact
Click the user account
Click Save in the bottom right corner
For assigning multiple Contacts or Companies:
Select the Contacts or Companies you wish to assign
Click Assign
Search for your account or the account of who you wish to assign the contact
Click the user account
Click Update
Add a note
Go to the Contacts page and select either Contacts or Companies depending on what you are looking for
Click the name of the Contact or Company
Just below the name of the Contact or Company, there are some action buttons. Click the button labeled Note
A note window will pop up in the bottom right corner
Here you can enter details in the note. You can also create a task for yourself or someone else for followup.
If this note needs to be associated with a related Company, Deal, or other Object, click the Associate with X records link and choose what to associate this note with. If it only relates to the Contact, then deselect all but the Contact record.
Add a new Contact or Company
In the HubSpot navigation menu, select either Contacts or Companies
Depending on the choice you made, click the orange button labeled Create contact (or Company)
Complete the pop-up form
Note: To create a new contact, you will need to use a unique identifier. For contacts, this is an email address. For companies, this is a website URL.
If you want this Contact or Company to appear on your dashboard/reports, make sure to set yourself as the Contact/Company Owner
Once you have entered in all of the information you have on the Contact or Company, click the Create button
HubSpot App
Calling
Open the HubSpot app
Search for the Contact or Company you wish to call
Press the Call button
If multiple phone numbers are associated with the Contact or Company, you will have the option to choose which number to call
Click the number you wish to call
The call will be logged in the Contact or Company record where you can go back and make notes about what was discussed on the call
Texting
Open the HubSpot app
Search for the Contact or Company you wish to call
Press the Text button
If multiple phone numbers are associated with the Contact or Company, you will have the option to choose which number to text
Click the number you wish to text
The text will be logged in the Contact or Company record
Use Cases
Find a church and add it to a sales pipeline
Once logged in to HubSpot, go to the Contacts dropdown at the top and choose Companies
Search for the church you want to add to a Sales/Church Mob pipeline and click its name
On the right-side panel find the Deals section and click + Add
The default name for the deal will be Company Name - New Deal. Replace“New Deal” with the church’s location in case there are multiple churches in the pipeline with the same name.
Set the Pipeline to Church Mobilization Pipeline
Set the appropriate Deal owner and Deal type
Set Contact Association for any contacts that need to be tracked with this deal (pastor, owner, key influencer, etc)
Click Create
This deal can now be found, tracked, and updated in your Deals view in the Sales tab
Send and track an email to a contact
Details for connecting your Via Nations email to HubSpot can be found in this job aide. There, you will also find details on sending and tracking emails in Gmail or HubSpot.