How Sales Pro tools fit into the CRM

Last updated: December 16, 2016

Available For:

Product: HubSpot Sales
Subscription: Professional

HubSpot Sales Pro tools help you connect with the right people, at the right time, and with the right message. Tools like sales automation, meeting scheduling, and prospecting help power up your sales process, giving you more time to focus on selling.

This article will go over...

Navigation

When you enter into your HubSpot Sales portal, you will be greeted with a dashboard and a top level navigation bar.

This navigation bar will be used to take you to your Contacts, Companies, Deals, Tasks as well as all of your Sales Tools and Settings.

CRM navigation items:

  • Contacts, Companies and Deals are your primary CRM databases. Go here to reference information about your leads and customers.
  • Tasks shows an overview of any tasks you've created in the CRM. This page can be used to help prioritize and organize your daily tasks.

Sales Tools navigation items:

  • Notifications will bring you to your email tracking activity stream.
  • Templates contains all of the email templates created by you and your team. Go here to create new templates, or view performance metrics. These templates can be used when crafting emails to contacts either in the CRM or in your email client.
  • Sequences will bring you to a dashboard listing all of the Sequences created by you or your team. Come here to craft a new Sequence, or edit one that already exists. Enrolling a contact in a Sequence will take place on a contact records in the CRM or in your email client.
  • Documents shows a listing of all the documents added by you or your team, as well as document performance. You can add new documents here, or share one that already exists. Once again, documents can also be added when crafting an email in the CRM or in your email client.
  • Prospects contains 3 elements: a website visit activity stream, HubSpot's Company Insights database and a News/Events stream.
  • Meetings will present you with a dashboard of all the default Meeting links, as well as any others that you may have created. Go here to create new Meetings links or modify Meetings settings. Meetings links can be copied directly from this page, or added into you email templates.
  • Call Queue contains a list of contacts that you have added to the call queue. From this page you can add more contacts to the queue, or start calling. Contacts can be added to the Call Queue from their contact record as well.

CRM records overview

HubSpot Sales Pro makes working in the CRM effortless. It is important to get an basic understanding of records types in the CRM to make the most of these tools.

HubSpot CRM has 3 record types:

  • Contacts
  • Companies
  • Deals 

Each record type has their own nuances, although the overall layout is consistent. Here's an example contact record.

The left side of this contact record contains information about your contact. From here, you are able to:

  • View and edit any of the contact's properties
  • View property history
  • Manage the properties that appear on contact record by default 

Below this, you will find more information about the record you are viewing such as an associated company or deal, Predictive Lead Score, list member and attachments.

The top-right side of the contact record contains an area that allows you to interact with the contact. These interaction include:

  • New Note: Add a note to the contact record
  • Email: Compose and send emails to contacts. You can send a Template, enroll the contact in a Sequence, attach a Document and add a Meetings link.
  • Call: Place a call to the contact, or add them to your call queue. You have the option to record calls, which then get added to the contact's timeline.
  • Log activity: Add details about a call, email or meeting that may have happened offline.
  • Create Task: Create a task with a due date related to the contact. You will be reminded when the task is due via email.
  • Schedule: Create a calendar event that can be shared with the contact.

The bottom-right side of the contact record contains the contact's timeline. This includes any interactions taken on the contact. You can filter this timeline using the dropdown labeled Filter timeline. By default, you are shown notes, calls, sales emails, tasks, meetings and email tracking activity.

View Filters

Each record type in the CRM (Contacts, Companies, Deals, Tasks and Prospects) comes equipped with views. You can segment your records by adding filters in the left sidebar. To learn more about creating custom views in the CRM, check out this article.

Within this sidebar, you are able to add filters based on the properties in your CRM. You can add as many different filter criteria as you would like.

A group of filter criteria can be saved as a View. Views are used to easily reapply a set of filter criteria, without the need to recreate it from scratch. Views can be saved for personal use or shared with your team.

To select a pre-saved view, click the dropdown at the top of the views sidebar. From here you can choose from 3 view types:

  • Standard Views appear by default in every CRM account
  • Mine will show any views that you've created
  • Shared Views contains all the views that have been created and shared by your team members

HubSpot Sales Extension

The HubSpot Sales extension adds Sales Pro features to your email client, outside of the CRM. This extension can be added to Chrome, for use with Gmail or it can also be added to Outlook for desktop. Learn how to install the extension here.

After installing, to use the HubSpot Sales extension:

  • Compose a new email in your email client
  • In the email compose window, you will have access to Templates, Sequences and Documents.
  • You can also enabled email tracking, as well as log the email in your CRM.
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