HubSpot Onboarding with Good Team

hubspot onboarding

Written by

Adrienne Huss

Created on

June 29, 2022

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HubSpot onboarding.


If you’ve landed on this article, you probably already know a bit about HubSpot and what it could do for your business (If not, check out our Guide to HubSpot in plain English). 


And you might have even decided that you want to get started with HubSpot.

…But now what?


Here’s where you have a couple of options:

  1. Follow this checklist, and go it alone.
  2. Partner with us, a HubSpot Partner Agency, and we will do the heavy lifting and help you and your team get the most out of HubSpot.  


Curious about option two?




This article will help you understand what that process looks like. Keep in mind, when working with a HubSpot Partner Agency, no two agencies are the same. 


This article will be specific to and how we onboard our clients. 


And with that in mind, let’s go!


HubSpot Onboarding with Good Team 


First, onboarding itself isn’t terribly difficult. 

With the right guidance and open communication, the process is pretty straightforward regardless of what HubSpot services you want to adopt. 


The most challenging parts of using HubSpot are getting your team to embrace the change and thinking strategically about using one software across your business. 


Which makes sense.


If your company has had some success when using one process (for years) and an outside party comes in and wants to change things… you might expect some push-back.


The key is to be committed to switching to HubSpot and knowing that all your effort will be worth it. 


Also, if you work with a HubSpot Partner Agency like us, you won’t be making the move alone. 


So, what’s the first step?


1. Kickoff Call


Here at Good Team, we start with a kickoff call.


After you’ve committed to switching to HubSpot (or using it for the first time), the first step is to schedule a call.


This call aims to help us understand your needs and get an idea of tools that would be most beneficial to you. 


We will ask you questions like: 


What are your goals?

  • Sales goals
  • Marketing goals
  • Overall goals for using HubSpot- why are you interested in using HubSpot specifically


What’s your sales process?

  • How are you generating leads?
  • What happens after you get a lead?
  • How are you marketing?
  • Do you have a sales team?
  • How can we make your sales team’s lives easier?


These questions might sound like a lot, but we use your answers to help you get the most out of HubSpot.


2. Template Setup


Next, if you have a website outside of HubSpot (i.e. WordPress) and want to use the HubSpot blog or landing pages, we set up your templates.


This service gives you a set of blogs and landing page templates that closely match your existing website. 


Or we could migrate your entire website onto the HubSpot platform if you have the CMS Pro+ subscription. 


The benefit of using HubSpot blog posts, landing pages, or migrating your website is that everything you want to track is under one roof. 


There is no guessing if your marketing efforts are paying off. 


Things aren’t easily broken, and data isn’t easily lost. 


If everything’s in HubSpot, it’s just easier. 


3. Technical Setup 


After getting your templates set up, it’s time to set you up on HubSpot. 

The goal of the Technical Setup phase is to ensure that the portal is set up before diving into the individual tools. This process usually takes about a week, depending on the project size. 


During the technical setup, we’ll set up tasks with clear instructions, including:


  • domain setup
  • importing contacts
  • installing the HubSpot tracking code
  • linking social media accounts
  • linking team emails
  • importing all of your contacts 
  • organizing your contacts based on what we learned in the kickoff call
  • and more


Also, if you have a large database that hasn’t been updated in a while, we’ll want to remove any old/invalid email addresses. 


The unique thing about HubSpot is that it allows for custom contact fields. That means if your sales team interacts with leads differently depending on their industry, you’ll be able to add custom fields to highlight those differences. 

You’ll also be able to segment your contacts into lists depending on how valuable they are to your company. 


This is the first step to automating your process effectively. 


4. Integrate Your Existing CRM


If you’ve been doing business for a while, you’re probably already using another CRM. 


The unique thing about HubSpot is that it’s compatible with many popular CRMs on the market, including Salesforce.


The thing is, if you have a system that’s been working for you and your team. 


We want to build on that rather than taking it away from you. 


That’s why we integrate the CRM you’re already using with HubSpot. So, the only thing that’s really changing is the number of tools you’re using.


Your team will still be able to enter and track leads the way they always have, except now they’ll be able to enjoy all the benefits of using the new HubSpot tools. 


Don’t have a CRM?


No worries. If you have existing leads/contacts, you’ll just upload them into HubSpot, and we’ll organize them using HubSpot’s free CRM. 


5. Tech Audit


Next, we’ll look at your applications and integrations by performing a tech audit. 


When it comes to your company’s platform needs, there isn’t a one-size-fits-all solution. 


Each company has unique goals, offerings, and challenges. 


On the flip side, there are new apps and updates being launched every day, which is why we recommend auditing your tech stack on a regular cadence. 


By reviewing the apps your business uses, you may discover ways to:

  • Save employees time
  • Save money on apps
  • Consolidate apps
  • Maintain a single source of truth for data


We’re always looking for ways to help our clients. 


And if there’s a tool that we think might make your life easier, we’ll bring it to your attention.


6. Generate More Leads


If your business is generating leads through paid ads, seo, or social media.


We’ll also connect these channels to HubSpot. 


That way, you’ll be able to create and track all of your lead generation from one place and drive more traffic to your website. 

Next Steps


That was all of the technical aspects of connecting your existing CRM with HubSpot or just getting started.


And now it’s time to actually use it.


If your company is confident in using HubSpot for all its worth, I salute you and wish you the best of luck.


But for those of you who don’t have time to:

  1. Learn HubSpot
  2. Strategize 
  3. Train your employees


That’s where we come in. 


If you’d like to continue to work with us, read on for the next steps.


7. Client Strategy Workshop


Now that all of the technical aspects of the integration are connected, it’s time to strategize and plan for the future. 


This is where we create your buyer personas and review your goals.


8. Plan Execution


This is where we do all the heavy lifting.


Based on your goals, we’ll guide you through the setup of lead generation and conversion tools in HubSpot, such as:


  • Implement email marketing
  • Create lead generations
  • Create Content
  • Create workflows
  • And more


9. Optimize Reporting


This phase might be the most important phase of the onboarding process. 


Here we will go through how to leverage the reporting functions and optimization features within HubSpot.  


Creating reports on KPIs that are important to your goals is essential to prove the ROI of HubSpot. 


10. Training


After reporting, it’s time to review progress. 


How well has your team adapted to HubSpot?


In what areas do they need further training?


After answering those questions, we’ll recommend additional training through HubSpot academy to ramp up your team’s adaptation. 


11. Ongoing Maintenance


Finally, is ongoing maintenance.


That means you’ll have us as your ongoing support while using HubSpot. 


We’ll tackle any issues that arise and be your sounding board or any upcoming projects. 


And that’s it!


Benefits of working with a HubSpot Agency


If you’re a DIY professional, you might be wondering if it’s actually worth working with us. 


So here it is.


When you work with, to onboard your team, you don’t have to worry about wasting time learning HubSpot, you don’t have to worry about training your employees, and you don’t have to go it alone.


HubSpot is an incredible tool and (if you use it right) it will help you grow your business. But it’s also a beast.


Let us take the weight off your shoulders by first teaching you and your team what you need to know.


And second, getting you set up for success.


Are you interested in taking the next step?