If you want to organize your leads, track your sales opportunities, and improve your sales follow-up, learn How to use HubSpot CRM It can help you centralize virtually your entire business process on a single platform.
HubSpot CRM It allows you to store information about contacts, companies, and opportunities, as well as record activities, create tasks, and consult the history of interactions made with each client.
One of its main advantages is that you can start using the free tools of HubSpot CRM and expand the functionalities later if your company needs more advanced tools.
📌 What is HubSpot CRM?
HubSpot CRM is a tool for customer relationship management designed to centralize the information generated by your company during relationships with potential and current customers.
Instead of storing phone numbers, emails, conversations, and opportunities in different documents, you can use a CRM to have a centralized database.
HubSpot's information is primarily organized using elements such as contacts, companies, businesses, properties and activities, This makes it easier to relate the different data points of your business process.
Thanks to this structure you can quickly find out who a client is, what company they work for, what conversations you have had, and what the status of a particular sales opportunity is.
📊 HubSpot CRM Summary Table
| Tool | What it is used for | Example of use |
|---|---|---|
| 👤 Contacts | Managing people | Save the data of a potential customer |
| 🏢 Companies | Organize organizations | Associate multiple contacts with a company |
| 💰 Business | Control opportunities | Follow a potential sale |
| 📞 Activities | Record interactions | Save calls, meetings, or emails |
| ✅ Tasks | Plan actions | Remember a follow-up call |
| 📈 Reports | Analyze results | Check sales trends |
| 🔄 Pipeline | Visualize processes | Knowing what stage each opportunity is in |
🚀 How to get started with HubSpot CRM
To begin, you must create a HubSpot account and configure the basic information related to your company and your business activity.
Once inside the panel you will find different tools from which you can manage the records that are part of your CRM.
Follow these steps to get started:
- Enter in HubSpot and create or log in to your account.
- Configures the Your company's main information.
- Add the users who will work within the CRM.
- Review the available options within the menu. CRM.
- Configure the properties you will use to save information.
- Prepare your sales pipeline.
- Add or import your first contacts.
- Create tasks to start tracking.
If you have never used the platform, you can also do the free HubSpot CRM course from HubSpot Academy to familiarize yourself with their tools.
👤 How to create and manage contacts in HubSpot
The contacts They are one of the fundamental elements of CRM because they usually represent the people with whom your company maintains some kind of business relationship.
To manually add a contact, you can access the corresponding section of CRM, Select the option to create a new record and enter your details.
The information you can save includes data such as name, email address, phone number, company, job title or business status.
To create a contact:
- Access the section of contacts within HubSpot.
- Select the option to create a contact.
- Enter the available information about the person.
- Complete the properties relevant to your business.
- Associate the contact with a company when appropriate.
- Save the record.
Keeping records up to date is especially important because all that information can later be used for segment contacts, track and analyze business activity.
You can explore this section further using the HubSpot Academy contact management training.
🏢 How to manage businesses in HubSpot CRM
The records of companies They allow you to group information related to the organizations you work with.
For example, if you have conversations with three different people from the same company, you can associate those contacts with a single company registration.
This organization avoids duplication and allows you to better understand what relationship your business has with each organization.
Add relevant data such as company name, web domain, sector, location or size, provided that this information is useful for your processes.
💰 How to create businesses and sales opportunities
One of the most useful features for a sales team is the ability to create business, which represent sales opportunities that you are trying to convert into customers.
Each business may contain information such as Opportunity name, estimated amount, process stage, expected closing date, and responsible party.
To create a business:
- Access the section of business from your CRM.
- Click the option to create a new business.
- Enter an identifying name.
- Add the estimated amount of the opportunity.
- Select the corresponding stage of the pipeline.
- Associate the business with your contacts and companies.
- Please provide an expected closing date.
- Save the opportunity.
Updating these opportunities correctly will allow you to use HubSpot as a true commercial control panel.
🔄 How to use the sales pipeline
The sales pipeline It visually represents the different stages your business opportunities go through.
You can use stages like New contact, contact made, meeting scheduled, proposal sent, negotiation and sale closed, However, it is advisable to adapt the process to the reality of your company.
When a negotiation progresses, you will only need to move the business towards the next stage of the pipeline.
This allows you to quickly identify which opportunities require attention and which are further along in your sales process.
✅ How to create tasks in HubSpot
Tasks help transform the CRM into a daily work tool and prevent your commercial follow-ups are forgotten.
You can create reminders related to calls, emails, and other actions, as well as associate them with specific CRM records.
To create a task:
- Access to CRM > Tasks.
- Click on Create task.
- Enter a descriptive title.
- Select the type of activity.
- Set an expiration date.
- Assign a person in charge when necessary.
- Match the task with the corresponding contact, company, or business.
- Save the task.
A recommended practice is to end each business interaction by immediately creating the next action you should take.
📞 Record all important interactions
A CRM loses much of its usefulness when team members have conversations with customers, but They do not record relevant information.
Try to store calls, meetings, important emails, notes, and any other data that may be useful during future conversations.
This way, when you contact someone again, you can quickly check their status. your entire business history.
This information also makes it easier for different members of your team to work with the same client without losing the context of previous conversations.
📈 Use reports to analyze your sales
As you add information to the CRM, you can use its analytics tools to gain a better understanding. What is happening within your sales process?.
Reports can help you analyze aspects such as pipeline status, business activity, or the evolution of different opportunities.
For these analyses to be useful, it is essential to maintain a clean, complete and up-to-date database.
Avoid creating unnecessary fields and define from the beginning what information your team should enter in each record.
⚙️ Customize CRM properties
The properties These are the fields used by HubSpot to store information about the different records.
In addition to the properties initially available, you can configure additional fields when you need to store specific information about your business.
For example, an academy might need a property called interested course, while a real estate agency could use fields such as type of property or available budget.
Properly customizing this data makes HubSpot CRM better suited to your actual sales process.
💡 Tips for using HubSpot CRM correctly
Implementing a CRM is not just about entering data, but about creating an organized way of working that you can maintain for a long time.
Apply these recommendations:
- Enter only information you really need.
- Keep your contact information up to date.
- Avoid creating duplicate contacts.
- Record important business interactions.
- Correctly match contacts, companies, and businesses.
- Use tasks to schedule follow-ups.
- Update the pipeline stages after each breakthrough.
- Periodically check businesses that have been inactive for too long.
- Create custom properties only when they provide useful information.
- Establish common rules for all CRM users.
🎯 How to use HubSpot CRM on a daily basis
A simple way to use HubSpot is to start each day by checking your pending tasks and open opportunities.
After that, you can make calls, send emails, record the results of the conversations, and update the corresponding stage of each opportunity.
At the end of each interaction, it is advisable to schedule the next action, whether it's making a call, sending a proposal, or arranging a meeting.
If you make this process a routine, HubSpot will cease to be simply a database and will transform into the center of your business management.
✅ Conclusion.
Learn How to use HubSpot CRM It doesn't require mastering all the available tools from the beginning, as you can start by managing contacts, companies, deals, tasks, and a simple pipeline.
The most important thing is to set up a consistent structure, keep the data up to date, and use the CRM constantly to record information. customer relationships and business opportunities.
Once you master these basic functions, you can explore more advanced automation, marketing, sales, customer service, and reporting tools to tailor HubSpot to the specific needs of your business.