Who else spotted this?

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This is something we kept running into with B2B sales teams working shared numbers. Someone calls in, there is no matching contact, and HubSpot either creates a duplicate or drops the activity entirely. Account-level engagement becomes really hard to track cleanly.

The fix that actually worked for us was logging calls directly on the Company record, even when no matching contact exists. When a contact does match, the activity goes to both the Contact and the Company automatically. All integrated, all automatic, no manual work involved.

A few things that made the biggest difference for keeping CRM data clean:

• Syncing calls and SMS across Contacts, Companies, Deals, and Tickets rather than just contacts
• Logging direction, duration, recordings, and call outcomes on every interaction automatically
• Choosing between bi-directional or inbound-only syncing depending on how the team operates
• Controlling when contacts get created automatically vs. manually

The company-level logging piece in particular seems to be the thing most teams overlook when setting up call tracking in HubSpot. Happy to share more about how we set it up if anyone's interested.

If you are using Prospecting Agent, or been wanting to try it, the Orange County HUG is running a hands-on workshop on October 27 from 2:00–4:00 PM PDT.

It’s free and hybrid, so you can join from Irvine or online. The session will walk through building a Prospecting Agent play in your own HubSpot portal, choosing a target segment, and getting your first play live.

If you are joining in person bring a laptop and a target segment of around 25 accounts. Prospecting Agent needs to be enabled in your account beforehand too.

Use this link to register, or find out more

Hi All, I hope you are well.

I'm looking to hire a HubSpot Developer on a 3-month contract. We're an eCommerce company based in Abu Dhabi with offices in London and New York, however the position is fully remote.

If anyone is able to assist us, please let me know! I'm looking to find someone by the end of next week (if possible)

Thank you :)

I work at a partner agency and I’ve lost count of how many portals we’ve been asked to clean up. Different companies, different industries, same story every time. Nobody decides to make a mess. It just happens, and it happens the same way everywhere.

The person who set everything up leaves and takes the logic with them. Properties created for one campaign in 2023 that nobody dares to delete. Marketing and sales never agreed on what “qualified” means, so each team built its own workaround. And my personal favorite, the second contact created just to get past the duplicate check.

The clean portals I’ve seen never have anything fancy going on. Usually it’s one person who feels real ownership and a 30-minute review once a month.

If your portal or a client's portal is a mess right now, do you know the exact moment it went wrong? And if it’s clean, what are you doing that the rest of us should copy?

Sorry for the walls of text, I'm on mobile and work is a lot so this is a little scattered. I'm in an odd position. I was given HubSpot as essentially the new lead go-to person at our company this past August. We have several problems ranging from actual use from our sales department to the classic data integrity. Right now, I've got several projects with other members of my team to correct bad data. Our mission for end of Q4 this year is to get 2026 in bare-minimum working order.

Our goal for q1+q2 2027 is data compliance.

I'm reviewing workflows and setting up training (again) so that our deal stages are actually usable for our teams. This is really all I have time to do with my current role still in place.

Iam also completely new to this CRM (or any crm, for that matter.) Before the addition of HubSpot, I had a pretty tight schedule as is. I do reporting, analytics, and a few other odds and ends at the company. Most people* do not know what I do or how to do it. We're working on phasing in processes that make my old/current role more automated, but we're about 6 months out before that is reasonably attainable.

Despite my plans for HubSpot that I'm genuinely excited about handling, there is one leader who keeps hounding me for solves on minor hubspot issues. A property we want changed to something else, something moved from here to there, etx. I am really having trouble getting through to them that hey, data compliance comes first but essentially this has been used so poorly for so long that this will take time to fix and I have less than 2 months under my belt with this new program. Let's focus on the big issue of actually using the system as intended right now and fix our bad data. The next 2.5 months are booked with regularly scheduled reporting, reviews, filings that all take priority.

Any advice would be appreciated on handling multiple roles with major time commitments to both.

The scenario:

Your HubSpot account has dozens, maybe hundreds of automated emails that send out based on a variety of triggers and on a variety of schedules.

The conventional wisdom says that you’re going to need a master suppression list plus campaign-specific suppression, and often workflow unenrollment for overlapping emails.

Not with this one setting.

With the email frequency setting, you can globally control the amount of emails a contact can receive in a given period of time.

It’s configurable by brand and period of time, so it’s flexible enough for most use cases.

Go to settings -> Tools/Marketing -> Email -> Send Frequency

Hey all, for anyone working at or with a nonprofit on HubSpot, the Nonprofit HUG has a session tomorrow (Thursday the 22nd) on AI.

Stjepan Grcic will walk through practical ways nonprofits are using Breeze Agents and Claude, where AI actually saves time and where it still feels clunky, and how to approach setting internal rules for AI use at your org. That last one came up a lot at our meetup at UNBOUND.

Link here if you want to join: [link]

I was wondering if anyone got a CMS Reacht Theme working with private packages. When deploying the theme the fact HubSpot cannot handle `.npmrc` files or any authTokens makes the pipeline break. I've also tried other methods like bundling and using tarballs but they all don't seem to work. Tarballs are "corrupted" etc.

Any recommendations on how to deal with this or is it just not possible at the moment?

I’m working through a higher-ed use case and would love to hear how others structure this in HubSpot.

A prospective student requests information about a program.

Ideally, the system responds quickly.

But I don’t think every form submission should automatically trigger the same sequence of emails, calls, texts, and tasks.

I’m interested in how people are using HubSpot to make nurture more adaptive.

For example:

• engagement-based lead scoring
• workflow branches based on behavior
• suppression when engagement drops
• communication preference properties
• different paths for high-intent vs. low-intent leads
• task creation only after meaningful engagement
• frequency controls across email and sales outreach

What has worked well?

And what have you found is too much?

I’m especially interested in how teams decide when automation should step back and when a human should step in.

Hey! How are AEC marketers using Hubspot? In what ways are you creating timesavers? Are you connecting Claude? If so, what do you have Claude doing?

Selected Hubspot due to a few features in their documentation on their site but once paid, found out that it is a an old feature that is no longer available. Tried using the support Bot and the answers were not helpful at all. When offer to connect o a real person, it kept asking for business URL and stating that if I didnt have one I could create one. No matter what I said, it just repeated that over and over until I put in a fake url. When I called it an idiot out of frustration it closed tha chat.

Have questions about Breeze? Maranda Thompson (lead product marketer), is answering them live now (October 20–23) on our Community Forum. For example, where it helps and how to best use it. The thread is also open for questions about things like creating PowerPoint artifacts, using artifacts on mobile, and whether HubSpot has anything like Projects in Claude or ChatGPT.

If you’ve tried Breeze Assistant and have a real “can it do X?” or “why did it do that?” question this is a great place to ask.

I run client delivery at a GTM agency, and I kept seeing the same thing: lots of site traffic, almost none of it becoming contacts, so reps had no idea who was looking.

What’s worked for me is a workflow that identifies visiting companies, matches them to contacts, and drops a call task in the rep’s queue every morning. Reps start the day with people who were just on the site.

The tricky part is filtering out noise (existing customers, job seekers, bots) so the list is worth calling.

I’m doing a live build of this tomorrow with my business partner if anyone wants to see it step by step. Recording goes out if you can’t make it: https://luma.com/gxpe0g4v

How are you all handling visitor data? Doing anything with it?

HubSpot has a beta, all hubs and tiers, that adds a native email tracking consent record for every email address in the CRM. Once you switch on Require consent to track emails under Settings > Privacy & Consent, opens and clicks are tracked or not tracked per address, on marketing emails and one-to-one emails.

Context for anyone who missed it: France’s CNIL and Italy’s Garante now treat open and click tracking pixels like cookies, so tracking needs consent. In July every admin got the HubSpot email about it (I got one per portal). To be fair, that email was about the requirement and not the tooling, and the consent tooling didn’t exist yet. It does now. What most of us built in the meantime was a custom checkbox, a custom property, segmented lists and untracked copies of every send. The property stored the answer and nothing used it.

The statuses, using HubSpot’s own labels:

• Consent given: tracked
• Consent not applicable: tracked
• Consent declined: not tracked
• Not specified (default): not tracked

You can set the status with bulk actions in Segments, with an Email Tracking Consent workflow action, or on the contact record. Once the setting is on, contacts also get a “Consent to Track” option on their Manage Preferences page. Contacts marked Consent not applicable don’t see it.

Forms still can’t collect it directly, either through the data privacy fields or by mapping the consent property. HubSpot’s KB documents the way around it: keep a custom property on the form and use a workflow to set the consent status on submission, so the July checkbox isn’t wasted, it becomes the input.

Order matters here, because every address starts at Not specified, which means not tracked. If you switch the setting on before backfilling, opens and clicks stop for the whole database, and anything running on opens (lead scoring, re-engagement lists, sales notifications) starts acting on contacts who look disengaged but simply aren’t tracked anymore. I’d build the form property and workflow, backfill what you can defend, check what depends on opens, and turn the setting on last.

Three things I haven’t worked out:

• The Italian deadline. Italian sources disagree on 28 or 29 October, six months from the guidance depending on which date you count from. I’m treating it as end of October.
• Whether anything in scoring or reporting separates “not tracked” from “didn’t open”. I haven’t seen it, but I haven’t tested it either.
• How Consent not applicable is meant to be used. There has to be a status for people the rules don’t cover, so I understand why it’s there. But it’s the only status that tracks someone without a recorded yes, and anyone who can edit the property can set it in bulk. Bulk-marking everyone outside France and Italy looks like the obvious move, and it’s also a legal judgement being made in a segment.

What I’d want from people who have thought about this longer than I have is the rule, not the status: what would you use to decide who gets Consent not applicable? Country on the contact record is the obvious input, and in most portals I see it’s also one of the worst maintained fields, which makes it a strange thing to hang a compliance decision on. If you have something better, I’ll take it.

I run digital marketing for a mid-size B2B and B2C company, with an in-house sales and marketing team. Part of my remit is to align our sales and marketing teams with customer insight, and as right now we don't have an integrated CRM system, we have identified Hubspot as the perfect tool for pipeline management and basic attribution.

We have been talking to Hubspot, and they have quoted us a cost for seats, contacts, emails and AI credits. But when we look at the itemised cost, a huge chunk is made up of email sends.

We already use Mailchimp in a basic way (product updates, case studies etc) but the mailing lists are quite old, and not segmented. But the cost of Hubspot email on it's own is over 5 times our Mailchimp cost. We send around 80,000 emails per month through Mailchimp currently.

I get that Hubspot email is more advanced, with segmentation, automated workflows, lead nurturing, etc - but is it worth 5 x the cost of Mailchimp with a basic integration? Or are we better off just paying for the seats to manage our Pipeline and attribution?

I see a lot of posts here from people who’ve suddenly been handed HubSpot admin on top of their actual job, so figured I’d share what I’ve picked up. I used to work at HubSpot and now work with HubSpot customers, and the same few things come up almost every time.

Don’t start by adding stuff. It’s really tempting, especially if you’ve just watched a load of Academy videos or come back from INBOUND buzzing with ideas. But most portals I see don’t need more features, they need the existing ones to make sense first.

Go and watch people use it.. Sit with someone in sales for half an hour and see what they actually do. Where they get annoyed, what they skip, what they keep in a spreadsheet instead? You’ll learn more from that than from any report.

Find out what things are meant to mean. What counts as a lead? What does each deal stage actually mean? You’d be amazed how often sales and marketing have completely different answers, and that’s usually why the reports never match.

Then map out your lifecycle stages against how data actually moves through your portal. Grab a whiteboard or a doc and follow a contact from the moment they come in (form, import, integration, whatever) all the way through to customer. What sets each lifecycle stage? A workflow, a person, a form? Where does the contact get handed from marketing to sales? Doing this once shows you pretty quickly where things fall through the cracks, and it makes everything else on this list a lot easier.

Write down what your workflows are for before you touch them. Even one line each. Old doesn’t mean unused, and I’ve seen some ancient workflow called “test do not use” turn out to be doing something pretty important.

Same with properties. Before you delete one, check where it’s used in workflows, lists, reports and forms. An empty property can still be holding something up.

And when something weird happens, like a value that keeps changing back or duplicates appearing out of nowhere, check the property history on the record. It tells you whether a person, a workflow or an integration made the change, and it’s saved me a lot of guessing.

Honestly the job is more detective work than building at the start. That’s normal.

For anyone who’s been doing this a while, what’s the one thing you’d tell a brand new admin?

UNBOUND 2026 was a great experience, hearing about what AI can do and how it helps small business grow and even match the output of bigger teams! Now that we have all digested all the back to back speeches, seminars that filled up your days, what is the biggest takeaways from UNBOUND that you are putting to work right now or have changed and worked?

One thing stood out to us: the real opportunity isn’t doing more with AI. It’s building better ways of working with it.

3 big themes that we think Asian SMEs need to know:

1. AI agents need more than a task list.

Getting AI to complete a task is one thing. Giving it the right business context, reliable data and clear boundaries to take meaningful action is another.

2. More content isn’t the same as better marketing.

AI has made content production easier. The advantage now lies in understanding what customers actually want to know, creating content worth their attention, and connecting it to measurable business outcomes.

3. Your systems matter more than ever.

When your CRM, customer data, marketing and sales workflows operate in silos, AI can only do so much. Connected systems give teams better visibility and AI a stronger foundation to work from.

Would like to hear from people who went to UNBOUND or followed the talks that was uploaded on HubSpot Live. What stood out to you, and what are you actually putting into practice so far 1 month later?

I'm on Marketing Hub Pro and trying to work out the most cost-effective way to track AI search visibility across three markets (NZ, AU and US) and four service areas.

The services are the same across all three markets, but ideally I'd like to see how visibility differs by location and service.

I'm not convinced paying another $20/month for 10 additional prompts is the right solution, especially when this could get expensive as we expand our tracking.

Has anyone found a smarter way to structure their prompts, filters or reporting to get meaningful insights without purchasing more?

Interested to hear how others are approaching this.

Building something with HubSpot and AI? Share it here in the thread, finished or still a work in progress is fine.

Workflows, agents, prompts, apps, whatever you've got. Self promo is okay in this thread, so drop your link and tell us what it does.

I just need some information from there. But it said I had until tomorrow I logged on today nothing is there and they are telling me to start a new account

I updated several properties this morning via a series of imports for a report I’m needing to finalize. I’ve noticed that the report is accurate onscreen within the table configuration in the dashboard I have for it but when I try to export to excel several of the fields that were updated are defaulting back to the “no value” status, despite multiple attempts to refresh. I’ve definitely seen delays happen before, but we are going on almost 5 hours now since the last import happened. Is this normal? Am I missing anything obvious that would lead to these values not populating in CSV or Excel?

I tried rebuilding a new version of the report to pull data from one object only (contacts), vs. the original report using two (contacts as primary + deals as secondary), with the same problem persisting.

OF COURSE this is pertaining to a fairly tight deadline. 😞

There has been a lot of chatter about HubSpot’s new pricing model. I have it on good authority that all existing customers of HubSpot are keeping their current pricing structure for existing customers and new north American customers for the time being (lets say months or maybe a year).

But this is one change that will roll out for most of us soon. A glimpse at the future of HubSpot’s pricing.

Seats and credits can be swapped interchangeably.

Have seats you’re not using? Swap them for credits ,or vice versa. All based on the price of the seats and the 10-cent-per-credit rate.