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HubSpot Sales Toolkit

 

Getting Started

Here's what you need to know:

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What is this?

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Why use it?

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Helpful Resources

  • HubSpot Cheat Sheet
  • Notifications Guide
  • Academy Lesson Link

How to use:

Email templates

Create a template
  • Go to Library > Templates.
  • Click New template, then select From scratch.
  • Enter a name and subject for your template.
  • Click the Shared with everyone dropdown menu and select Private. 

  • To add the template to a folder, click the Select a folder dropdown menu.
  • Enter the body of your email.
    1. Use the formatting options at the bottom of the editing window to modify the text.
    2. To edit the font style and size, or edit the text alignment, click the More dropdown menu.
    3. To add hyperlinked text, click the link icon link.
    4. To insert an image, click the image icon insertImage.
    5. To include personalization tokens in your email template, click the Personalization dropdown menu. Learn more about adding personalization tokens to your sales email templates.
    6. To insert a snippets, sales document, scheduling link, or video, click the Insert dropdown menu.

 

 

  • When you've finished creating your template, click Save template.

You can send template emails from HubSpot and your email inbox using the sales extension (see the HubSpot Email Extension guide).

Send a template
  • Navigate to your records:
    • Contacts: navigate to CRM > Contacts.
    • Companies: navigate to CRM > Companies.
    • Deals: navigate to CRM > Deals.
    • Tickets: navigate to CRM > Tickets.
  • Click the name of a record
  • In the left panel, click the Email icon email.
  • In the pop-up box, click Templates.
 
  • In the dialog box, hover over the template you want to send and click Select.
  • Customize the content, then click Send. If you used any placeholder tokens in the template, update the placeholder text before sending.

 

  • The email will be tracked automatically, and the information will be added to your template report data.

Delete templates
  • Navigate to Library > Templates.
  • Hover over the template, click Actions, then select Delete. To delete multiple templates, select the checkboxes next to the templates you want to delete, then click Delete at the top of the table.
  • In the dialog box, click Delete template(s).

Snippets

Create snippets
  • avigate to Library > Snippets.
  • In the upper right corner, click Create snippet.
    • In the Internal name field , enter a name for the snippet.
    • In the Snippet text rich text editor, enter the body of your snippet.
    • To modify the text, use the formatting options at the bottom of the editing window.
    • To edit the font style and size, or edit the text alignment, click the More dropdown menu.
    • To add hyperlinked text, click the link link icon.
    • To include personalization tokens in your snippet, click the Personalize dropdown menu. Learn more about adding personalization tokens to your snippet.
  • Click Save snippet.

 

 

Manage snippets

You can edit, clone, move, and delete snippets on the Snippets dashboard.

  • Navigate to Library > Snippets.
  • Use the search bar in the top left to look up a snippet by name.
  • To edit a snippet, click the name of the snippet. In the dialog box, edit the fields you want to change. Then, click Save snippet.
  • Hover over the snippet and click the Actions dropdown menu: 
    • To clone the snippet, click Clone. In the Name the copy of this snippet field, enter a name for the snippet, then click the Save Snippet to a Folder dropdown menu and select a folder. In the Shortcut field, enter a name for the snippet shortcut. When you've finished creating the snippet clone, click Save.
    • To move a snippet into a folder, click Move. In the dialog box, select a folder for the snippet, then click Move. 
    • To delete the snippet, click Delete. In the dialog box, click Yes, delete snippet.

 

 

  • To create new folders for your snippets:
    • In the top right on the Snippets dashboard, click New folder.
    • In the dialog box, enter a name for your folder, then click Add folder.
    • To rename a folder, click the checkbox next to the folder. From the menu bar, click Rename. In the Rename folder field, enter a name for the folder. Click Save folder.

 

 

Use snippets

Use snippets to leave notes about prospects in the CRM, quickly pull in important details when writing an email to a prospect, or as quick responses during a live chat conversation.

  1. Type the # symbol into the text editor. Start typing the snippet shortcut, then select the snippet from the dropdown menu. The snippet will automatically populate in the text editor.


At the bottom of the text editor, click the textSnippet snippets icon, then select a snippet from the dropdown menu.

Sequences

 
Create sequences

Create a sequence using email templates and task reminders. You can also customize the delay between sequence steps so emails and tasks execute when you want them to.

  • Navigate to Automations > Sequences.
  • Click Create Sequence.
  • Select Start from scratch or select a pre-made sequence template.
  • Click Create sequence.
  • In the sequence editor, click the edit pencil icon and enter a name for your sequence.
Add steps to your sequence
  • Click the + plus icon.
Step What the step does
Automated email Automatically send an email to the contact enrolled in the sequence. You can choose to start a new thread or reply to a previous sequence email.  You can also create a template or use an existing template. 
Manual email task Get a task reminder to manually send an email. The email will not be sent automatically. You can choose to start a new thread or reply to a previous sequence email. You can use an existing template or create a new email when you reach out to the contact.
Call task Get a task reminder to manually call the contact enrolled in the sequence. 
General task Get a task reminder to manually complete an action.
InMail Task If you're using HubSpot's integration with LinkedIn Sales Navigator, you can create a task to remind you to manually send an InMail.
Connection request task If you're using HubSpot's integration with LinkedIn Sales Navigator, you can create a task reminder to manually send a connection request.

 

  • In the right panel, select an action.
    • To add an automated email, click Automated email.
      • Choose your email type to start a new thread or reply to a previous email.
      • To create a new template, click Create template.
      • To filter your existing templates, click the Existing email templates dropdown menu, or use the search bar to find a template. Then, select a template from the list.



      • If the automated email is not the first step in the sequence, click [number] business day next to Delay to set the number of days before the email sends. You can delay an email for up to 90 business days.
    • To add a task reminder:
      • In the right panel, click Manual email task, Call task, or General task.
      • Under Task details, click the checkmark to pause the sequence until the task is completed.
      • Enter a title for the task.
      • To set the task priority, click the Priority dropdown menu.
      • To add the task to a queue, click the Queue dropdown menu.
      • Enter the task details in the Notes field. Use the toolbar at the bottom to format the text, insert a link, insert a snippet, or add personalization tokens.
      • If you're creating an email task reminder, you can add an email template to the follow-up task. When completing the task on the contact record, the email template will automatically populate in the email composer window.
        • Click Add email template.
        • To filter your existing templates, click the Existing email templates dropdown menu, or use the search bar to find a template. Then, select a template from the list.
    • Click Add.
    • To configure when the task executes:
      • To set a delay, click [number] business day next to Delay to set the number of days before the task executes. To create a task immediately after the previous step, set [number] business day to zero. 

 

 

  • Add steps until your sequence is complete and click Save. Each sequence is limited to 10 email templates, although you can add as many task reminders as needed.
  • In the right panel, select the radio button next to the desired sharing setting. By default, new or cloned sequences will be set to Only Me.

  • Click Save.
Edit sequence settings

After adding steps to your sequence, you can edit the sequence settings, including the follow-up email send times and default task creation times. These settings only apply to the emails and tasks that execute after the first step in your sequence. 

To setup sequence settings:

  • At the top of the sequence editor, click the Settings tab.
  • By default, follow-up emails in a sequence are only sent on business days. To send emails on Saturdays and Sundays, click to toggle the Execute steps on business days only switch off.
  • To customize the timing of each follow-up email, set a time range using the Automated email send window time pickers. HubSpot will review previous email opens and the set timezone to automatically determine the best time to send in this range. 
  • Sequence tasks are created at the start of your account's calendar day, which is based on the time zone selected when enrolling contacts. These tasks are included in the Tasks daily digest email. To receive an additional email reminder each time a task is created in a sequence:
    • Click to toggle the Email reminders switch on. 
    • Use the time picker to select the default time when you'll receive the task reminder. The task will be due at 5pm on that calendar day in the time zone selected when enrolling the contact in the sequence.
  • After you've edited your sequence settings, click Save.
Edit sequence enrollment automation

Edit the automatic unenrollment triggers or set up embedded workflows to automatically enroll or unenroll contacts in the sequence. By default, contacts will be automatically unenrolled when they reply to any email in the sequence or book a meeting on any scheduling page. These triggers can't be turned off. 

To edit the sequence enrollment triggers: 
  • At the top of the sequence editor, click the Automation tab.
  • To unenroll all contacts at the same company from this sequence when a contact replies to an email in the sequence, click to toggle the Unenroll: All contacts at the same company from this sequence switch on.
  • Click Save.

 

  • You can also create workflows from the Automation tab to automatically enroll or unenroll contacts from this sequence based on other triggers. These workflows can be turned on and off from the Automation tab, or managed in the workflows tool. To create a workflow: 
    • In the Custom automation section, Click Create an automation. 
    • To trigger a workflow based on form submission:
      • In the right panel, select Form submission to enroll a contact into the workflow when they submit a form.
      • Select Contact submits any form to enroll contacts who submit any form on your website, or Contact submits a specific form and select a form from the dropdown menu.

 

    • To trigger a workflow based on page views:
      • In the right panel, select Page view to enroll a contact into the workflow when they view a page on your website.
      • Select a page view option to refine the page view criteria by URL.

 

  • Click Next: Set workflow action. 
  • In the Sequence actions section, select an action to take place when contacts meet the trigger criteria:
    • To unenroll a contact from the sequence when they meet the workflow enrollment criteria, select Unenroll contact from this sequence .
    • To enroll a contact in the sequence when they meet the enrollment criteria of the workflow, select Enroll contact in this sequence. Use the Add optional delay before enrolling field to specify how many minutes you'd like to wait before enrolling the contacts. Use the Sender and From email address dropdown menus to select an email sender. 

 

  • Click Create.
  • Click Turn on to immediately turn on the workflow or Save as draft. The new workflow will appear in the list of triggers on the Automation tab.
  • To edit the workflow in the workflows tool, edit a trigger, edit an action, or delete a workflow, hover next to the workflow the click the Actions dropdown menu.

 

 

Manage your sequence enrollment automations from the sequence summary page. To do this, navigate to Automations > Sequences. Then, click the Automate tab. 

Edit sequences
  • To re-order the steps in the sequence, in the top right corner of the sequence step, click the Actions dropdown menu and select Move up or Move down.

 

  • You can also edit email threading, automated emails, or manual email templates directly from the sequence:
    • Learn how to edit email threading.
    • To edit an automated email, click the Actions dropdown menu for the Automated Email step in the sequence, then click Edit email. You can then edit the body of the email and save it as a new template.

 

    • To edit a manual email template, click the Actions dropdown menu for the Manual Email Task step in the sequence, then click Edit task. Click the name of the email template, then click Edit in the dropdown menu.
 



    • To edit all other tasks, in the top right corner of the sequence step, click the Actions dropdown menu, then click Edit task.
  • To remove a step from your sequence, in the upper right, click the Actions dropdown menu, then click Delete.
  • When you have finished editing your sequence steps:
    • To apply the changes you just made to the existing sequence, in the top right, click Save existing.
    • To create an entirely new sequence that includes the changes you just made:
      • In the top right, click Make copy.
      • In the dialog box, enter a name for the new sequence and select a folder if you wish.
      • Click Save.

Documents

Add a document
  • Navigate to Library > Documents.
  • Click Upload document.
  • Select the import source for your file. Your file format must be .pptx, .pdf, .docx, or .xlsx.

 

 

Share a document with contacts

Share documents with contacts via a shareable link or within an email template. HubSpot automatically applies tracking when you share a document, so the user who shared the link will receive a notification when a contact views the document. You can also require recipients to enter their email address before viewing the document.

Create a shareable link
  • Navigate to Library > Documents.
  • Hover over the document name and click Actions > Create link. Or, click the name of the document, then click Create link in the upper right.
  • In the dialog box, enter the recipient's email address in the Who are you sending this to? field.
  • If the document's Turn on data privacy toggle is not turned on, to track the individuals who view this document, click Share options, then click to toggle Require email address to view document switch on.
    • If the document's Turn on data privacy toggle is turned on, the individuals will need to enter their email address and confirm that they're giving consent to be contacted before they are able to view the document.
  • Click Create link.

 

 

  • Click Copy to copy the document link, or click Compose email to send an email with the document link from the contact's record.
 
Add a document to an email template
  • Navigate to Library > Templates.
  • Click the name of a template. Or, create a new template. 
  • At the bottom of the template editor, click the Insert dropdown menu, then select Document.
    • Click the Document dropdown menu and select a document to add.
    • In the Link display text field, enter the text to display for the document link.
    • To track who views the document, select the Require email to view document checkbox.
    • To display a preview of your document in the email body, select the Include link preview checkbox.

 

 

  • Click Insert.
Manage your document
  • Navigate to Library > Documents.
  • In the upper left, use the search bar to look up a document by name, or filter by the document's owner using the Owner dropdown menu. 
  • To organize your documents in a folder, select the checkboxes next to the documents to move, then click Move to folder at the top of the table. In the dialog box, select the folder name, then click Move.
  • To change who the document is shared with so only certain users can view and use the document, hover over the document and click Actions > Manage sharing. Learn more about sharing access to sales content with your users and teams.

  • To view details about an individual document or edit the document, click the document name.
    • To edit the document title, click the edit pencil icon. Enter a new title, then click Save.
    • Below the document title, you can toggle your privacy and consent options for a particular document on or off. Complying with the General Data Protection Regulation (GDPR) and other privacy laws involves some changes to your documents before you share it with your contacts:
      • If you have data privacy settings turned on in your account, the Turn on data privacy toggle is turned on by default for each document but can be turned off on an individual basis. With this enabled, your contacts must give consent to communication and data processing. When you share a document, the language from your privacy and consent settings will appear and will include a prompt for consent to your one-to-one communication subscription type. The privacy and consent text will display in the viewer's browser language, but if HubSpot cannot detect the browser language, the text will display in the language selected in your account settings.

      • The default subscription type in documents is "one-on-one" communication. This is an internal subscription type in your HubSpot account. This default subscription type can be updated in your privacy and consent settings and will apply to newly created documents.
    • Below the data privacy setting, view an overview of the document's total links created, visitors, and views.
    • Below the document details, in the Visitors table, view contacts who have viewed your document. Hover over their name and click Details to view specific information about their interaction with the document.
    • To replace the existing document, click Re-upload in the upper-right.
    • Select the import source for your file. Your file format must be .pptx, .pdf, .docx, or .xlsx. If you have previously sent a link to the document before the re-upload, the link will update to display the new content.
    • To preview, download, or delete your document, click the Actions dropdown menu, then select Preview, Download, or Delete.
    • You can customize the branding of your sales document in your account settings. Learn how to edit the company logo, company information, and default colors that display on your document.