Contacts

A guide to records

Last updated: June 5, 2019

There are four record types in HubSpot: contacts, companies, deal and tickets. The record dashboard for each shows you a list of your records and allows you to segment and search for specific records. Access a specific record to view the record's properties, activity, associated records, and more.

Overview of record types

  • Contacts: use contact records to store and track information about an individual person. Contact properties contain identifying information about the individual contact, which you can use to create lists and saved filters.
  • Companies: use company records to store and track information about an individual business or organization. Associate contacts and deals with the company for a better understanding of the company and its business needs.
  • Deals: use deals to track potential revenue. Deals should be created whenever a contact takes an action that could lead to revenue, such as booking a meeting with you to discuss your product or service.
  • Tickets: use tickets to track the status of customer issues, engagements, and conversations with your company.

For best practices and to learn more about using the different record types in HubSpot to grow your business, check out the HubSpot Academy.

Tour of record dashboards

  • In your HubSpot account, navigate to your contacts, companies, deals or tickets.
  • On the dashboard:
    1. Table/Board: for deals, tickets, and tasks, click Table to view your records in a table, or click Board to view your records by pipeline stage. For contacts and companies, your records can only be in a table.
      • To sort your records using property values, click the property name at the top of the table.
      • To resize your columns, click, hold, and drag the edge of the column to your preferred size. 
    2. Search: enter a search term to search for a record.
    3. Actions: click the Actions dropdown menu to customize your view.
      • In a table view, select Edit columns to edit the columns that appear in the dashboard view (such as Name, Email, and Contact/Company owner) or Edit properties to edit the properties associated with each record.
      • In a board view, select Sort Deals/Tickets to select how your records appear in each stage of the pipeline.
    4. Import: click Import in the upper right corner to import records. Learn how to import records.
    5. Create [record]: click to create a new object. Learn how to create records manually.
    6. Pipeline: for deals and tickets, click the Pipeline dropdown menu to filter the pipeline.
    7. Add filter: click + Add filter to set criteria to segment your records. Click All saved filters to apply any previously saved filters. Learn more about creating saved filters.

      table-view-tickets-no-dropdown

Tour of records

About and actions

The left panel shows the record’s properties and your options for taking action on the record.

  • At the top, view and edit the primary properties for the record, such as name, profile picture or logo, deal amount, etc. The values that appear depend on the object type.
  • Below the primary properties, interact with the record by clicking the respective icons.
  • View and edit the record's properties under the About this [record] section. Learn how to edit the properties that appear in this section.
    • To edit a property value, hover over the property and click the pencil icon edit.
    • To view a specific property's history, hover over the property and click See history or scroll down and click View property history to see the history of all property changes.
    • To view all properties click View all properties.
  • For contacts, view and edit the contact's subscriptions in the Communication subscriptions section. Learn how to add a subscription for the contact.
  • For contacts, view interactions with your website in the Website activity section.

Timeline

The middle panel shows the record's activities chronologically, with the latest activity at the top. You can filter these activities in the following ways:

  • To quickly filter activities, click the tabs at the top.

  • To filter more specific activities, click the Filter by dropdown menu .
  • To filter activities that are owned by a specific user or team, click the All users or All teams dropdown menus and select a user or team .

  • To search for a specific activity, click the search icon search in the upper right. Based on the terms you enter, the tool retrieves activities by searching the following fields in the timeline activities:
    • Task subject
    • Task body
    • Note body
    • Call body
    • Email subject
    • Meeting body
  • Take action on an individual activity on the timeline. Hover over the activity to edit the activity's association with other records, edit the activity's details, view more details, or delete the activity.records-interact-with-a-logged-activity
  • Depending on the activity, you can take other actions, such as pinning a notereplying to an email thread, and adding a comment. pin-note

Associated records and additional tools

In the right panel, view the other records and tools associated with the record. Record associations are displayed under the respective record type sections (e.g., Deals). To associate the record with another record:

  • In the relevant record type section, click Add [record].
  • In the dialog box, enter the name of the record in the Search by name field and select the checkbox next to the record to associate.
  • Click Done.record-left-panel-associations

You can also view the record's associations with other tools in HubSpot. Some of these sections include:

If you want more space to view the record's timeline, you can collapse the right panel by clicking the last icon at the top of the panel, and expand the panel again by clicking the first icon.