We're not just HubSpot Partners, we're also genuine advocates of the platform. So, we've put together some under-used features of the platform to help HubSpot users like yourself, and visitors who are considering the system, get the most out. Consider these eight tips and tricks your personally selected time-saving, productivity-boosting HubSpot hacks.

1. Block free email submissions

Are you tired of people signing up for a free trial and then realizing that they're not a business user but someone who will never be a genuine lead? Or are your competitors downloading your high-value premium content?

Prevent email addresses hack

If you have a form set up to capture leads but you want to avoid adding competitors to your marketing distribution lists - HubSpot can help you block people from ending up in your funnel.

All you have to do is go to Marketing > Lead Capture > Forms. Then pick the form you want and click edit. Within the forms editor, select the email field and scroll down the edit options until you see this:

block-free-email-hs(Image: HubSpot Knowledge Base

You can put in specific domains (like your competitors, for example) - or choose to block HubSpot's list of free email providers.

As you do this on a form by form basis, you can choose to make certain things available to those addresses but not others - so you might be happy for everyone to access your ebooks, but only business email addresses to be able to sign up for a demo or free trial.

2. Marketing Automation

Imagine a lead comes to your website and has a look at a specific service page, or a type of service you offer. Then they receive an email shortly afterwards, saying:

"Hi, how are you? Did you know we have a new [webinar/ebook/post] about [topic they were looking at] that you might find interesting? We've been speaking to a lot of businesses who are struggling with [topic they were looking at] lately, and we've compiled some helpful information on the subject. I'd love to share some of our findings with you if you have a moment..."

Automation hack

You can create an automation to do exactly this from within HubSpot. You don't have to go back through all of your contacts to see if they've been looking at your site, you just create a workflow and HubSpot will do the rest for you.

To set up a workflow select "Page views" from the list of triggers to kick off the workflow, and add in the appropriate URL(s). You might want different ones depending on the type of page they looked at. Then you add a step with an email (don't forget to include personalization tokens), which will be sent automatically as soon as it triggers the workflow.

You can even refine the trigger by the number of times they've looked at that page. So, perhaps you set up a workflow that triggers when someone has looked at your pricing page more than once. Instead of an email, you could even send a notification and a task to the contact's owner to call that prospect asap.

workflow-builder-hs(Image: HubSpot Knowledge Base)

3. Use Email Templates

With email marketing, design can make or break your relationship with your customers. An email template is an HTML file or drag and drop editor you use to build email campaigns. A good template will let you copy and paste content directly into the file, saving you time, helping your design stay consistent and allowing you to deliver personalized experiences to your customers.

Email templates hack

For the more repetitive emails you can create and save as an email template. Before sending a template, you can personalize and tailor the content to your recipients. You can access templates from the CRM or when sending an email from your inbox.

You can send template emails from the CRM and your email inbox using the sales extension, or add template emails to your sequences.

Visit HubSpot’s Knowledge Base if you’d like to learn how to create and send email templates.

email-templates-hs(Image: HubSpot Knowledge Base

4. Email Snippets

Do you often have to write the same text in multiple emails? Make your life easier with Snippets. They come under your Conversations tab and give you a super easy way to save a section of text that you need to use repeatedly.

You can create a shortcut so that all you have to type is your hashtag and it'll auto-populate with the text from your snippet.

Email snippets hack

While you might use templates to send the same email each time, snippets are great for inserting standard text into any email - you might only want to send the link to your terms and conditions when sending a quote, for example, rather than every email.

So, you'd have a shortcut like #terms, and add it in each time you send that type of email.

add-a-snippet-to-a-note(Gif: HubSpot Knowledge Base

It saves rewriting or finding an old email to copy and paste from each time. Some ways we've seen the snippets hack used in HubSpot include:

  • Sharing your working hours if you're non-standard
  • Linking people to your terms and conditions
  • Including a disclaimer
  • Sharing timelines

It's great for sales, finance, and account management functions in particular. Visit HubSpot’s Blog if you want to learn how to simplify your communication using Snippets here.

5. HubSpot Calling Tool

If you are a global team you’re no stranger to Zoom or Google Meets, but did you know you can set up calling in HubSpot? Calling internationally for free is easy with HubSpot’s Calling Tool.

To make calls directly to your contacts in HubSpot navigate to Contacts > Contacts. Click the name of a record. In the left panel, click the call icon. If you don't need to update any calling settings before placing a call, select a contacts phone number from the drop-down menu. The call will immediately begin.


(Image: HubSpot Knowledge Base

HubSpot caller hack

You can record the call, take notes during the call, and save the call to your contact's record. This makes it easy for you to prioritize your day’s calls, make and record calls directly from your browser, and automatically log them to your CRM.

Keep in mind that the number of calling minutes in your HubSpot account depends on your subscription; users on a HubSpot trial have the same limit as free users.

6. Automatically email out your reports

Analyzing data is key to understanding how your company is growing, but collecting and organizing data and drafting reports every week can be a real drain on your time.

Email Reports Hack

If you’re drafting weekly email updates for your entire team, save yourself valuable time by scheduling weekly email updates to your team through HubSpot. Choose the date and time you want to send certain reports, and HubSpot will auto-generate a report on that day and send it for you.

FYI - Email recipients don’t need to be HubSpot users to view your report.

how to set up recurring email(Image: HubSpot Knowledge Base

7. Projects

With the HubSpot project management tool, you don't need to spend your time tracking down emails, scrolling through third-party tools, and color-coded spreadsheets. One word comes to mind -inefficient.

Save yourself hours searching for emails, notes, and documents with HubSpot Projects. For every task in a project, you can assign owners, set a due date, add attachments, and link to assets in other HubSpot tools like blog posts and site pages. You can work and manage everything right where you do all your marketing. It allows you to get both granular and high-level views of deadlines, tasks and resources so that you can achieve your goals quickly.

Projects Hack

You can turn any project into a template, and get projects off the ground faster with a repeatable process and pre-made to-do lists.

To create a new project template from an existing project, navigate to the project > show project details. Click the Project actions drop-down menu in the bottom right and select Create a template from this project.

hs-projects(Image: HubSpot Knowledge Base

8. Automate tasks with workflows

With the workflows tool in HubSpot, you can automate your marketing, sales, and service processes to make your team more efficient. Set enrollment criteria to automatically enroll records and take actions on your contacts, companies, deals, quotes, and tickets. If you’d like to learn how to get started creating workflows visit HubSpot’s Knowledge base.

Workflows Hack

You can assign or change HubSpot owners using workflows. This is useful when you need to assign a certain type of lead to the respective team member based on factors such as industry, company size, geographical location etc.

Bonus Workflows Hack

You can use workflows to update contact and company property values in bulk. This functionality is especially useful when you want a certain action to take place in bulk and automatically, based on a certain criterion.

For example, you can use workflows to do tasks like changing city names to their abbreviated city names. If you have an extensive database, this hack could save you hours instead of doing this manually!

adding-workflow-enrollment-criteria(Gif: HubSpot Knowledge Base

I hope these small hacks help you and your team to work more efficiently and help to use the HubSpot software to its full.

Want to learn more about HubSpot and see if it is the right fit for your company? Contact us for a free HubSpot consultation!