A quick tour of the HubSpot sales tools

Last updated: February 2, 2018

Available For:

Marketing: N/A
Sales: Free, Starter, Professional

While you can reach out to your contacts right from the CRM, you also have a variety of sales tools in HubSpot that make your communications more efficient and personal. These sales tools live in your HubSpot account, and some of them can be accessed in your email client with either a connected inbox, the HubSpot sales email extension, or both. This article includes: 

 

An introduction to your sales tools

You can access your sales tools in your HubSpot CRM Free account by selecing Sales from the dropdown menu in the upper left-hand corner of your account and then by clicking Sales Tools.  

Here, you'll see the following sales tools: 

  • Sequences (Sales Starter and Professional only) 
  • Prospects (Sales Starter and Professional only)
  • Messages (Sales Starter and Professional only) 
  • Workflows (Sales Professional only)

Please keep in mind that not all of these tools are available for free users, and some of these tools have service limits. Learn more about which sales tools are available for specific HubSpot subscription levels here.

Activity feed

Your activity feed provides a view of email notifications and other types of engagements with your leads. You can quickly search your activity feed by searching for a specific word, email, or even company domain. 

  • After navigating to Sales Tools > Activity Feed, enter a search word in the search bar and hit Enter on your keyboard to search. You can also view your activity feed using the HubSpot Sales Chrome extension (click the HubSpot sprocket icon in the upper right-hand corner of Chrome) or using the HubSpot Sales Windows tray app (click the HubSpot sprocket icon in the bottom right-hand corner of your PC's tray).
  • Select the tabs at the top of your activity feed to see different activity types (for example, all email activity will be stored under the Email activity tab).

Your activity is categorized into the following feeds: 

  • All activities: see all recent engagement.
  • Highlights: see recent engagement by your hottest leads. Learn more here.
  • Email activity: see all recent email opens or clicks.
  • Lead activity: see your new lead assignments, form submissions, documents viewed, prospect website visits, and meetings booked. 

Check out this article for more information on sales notifications.

Please note: at this time, it is not possible to restore deleted notifications in your activity feed.

Snippets

Snippets save you time when composing emails by enabling you to reuse short text blocks when sending emails from contact, company, and deal records. They can also be inserted in email templates, sequences, in messages, or in an Outlook email using the HubSpot Sales Outlook desktop extension or a Gmail email using the HubSpot Sales Chrome extension.

To create a snippet, navigate to Sales Tools > Snippets and click New snippet in the upper right-hand corner. Once your snippet is created, you can insert it in an email from a CRM record or from Outlook using the HubSpot Sales Outlook desktop extension, in a template, or in a sales message by typing the pound key ( # ) on your keyboard and selecting your snippet. Learn more about creating and using snippets here.

HubSpot Help article screenshot

Templates

Similar to the snippets tool, templates are time-savers when communicating with contacts. However, while snippets are reusable text blocks to insert into emails and messages, templates are reusable emails to send to your contacts. 

To create a new template, navigate to Sales Tools > Templates and click New template. Choose From scratch to build your own custom template or choose From template library to select a pre-made template.  

Once your template is created, you can send them to contacts from a contact, company, or deal record in HubSpot. You can also send them to email recipients using the HubSpot Sales email extension. Learn more about sales email templates here.

HubSpot Help article screenshot

Documents

With the documents tool, you can build a library of sales content to share right from your inbox, from a CRM email, or from a template or sequence. You can also see when your contacts interact with your documents and analyze their effectiveness. Learn more about the documents tool here.

Meetings

The meetings tool integrates with your Google or Office 365 Calendar, allowing you to send a meetings link to prospects so they can book a time that's convenient for both of you. The meetings tool eliminates the back-and-forth of finding a time that works, instead presenting your prospect with meeting times based on your calendar availability. Learn more about meetings here.

Sequences (Sales Starter and Professional only)

Using sequences, you can set up a series of personalized interactions that will be sent to your contacts over time. Put together your sales email templates and tasks to create a string of correspondence ensuring that you're capturing interested prospects and moving them along your sales funnel. Check out this article for more information on creating sequences and enrolling your contacts. 

Prospects (Sales Starter and Professional only)

The prospects tool houses information about potential prospects who have viewed your site. Set up daily email digests to stay up to date on prospects who know your brand and visit your website. You can find an overview of prospects here.

Messages (Sales Starter and Professional only)

Messages is a live chat feature where you can interact with your site visitors in real-time. When a visitor lands on your site, they can click your messages widget and start chatting with you. You can learn more about them and figure out how your services or products serve their needs. Check out this article to learn more about messages.

Workflows (Sales Professional only)

Workflows automate your marketing and sales process. You can automate the process behind sending emails, creating tasks, assigning prospects, and more. To get started with workflows, learn how to create one here.

Using your sales tools in your email client

Some of these sales tools can be accessed in both your HubSpot account and your email. There are two components involved to bring HubSpot to your email client: 

  • Installing the HubSpot Sales extension 
  • Connecting your inbox (the host of your email connects with HubSpot) 

To learn more about which tools are supported by your email, click here.

Installing the HubSpot Sales email extension

With the HubSpot Sales email extension, you can log emails to the HubSpot CRM, track emails, and use some of the above tools (such as documents and templates) to send to your contacts right from your inbox without having to go into HubSpot. There are three different extensions depending on your email host and email client: the HubSpot Sales Chrome extension, the Office 365 add-in, and the Outlook desktop extension. To learn more about choosing the right extension for you and installing it, check out this article

Connecting your inbox

Some sales features (such as sequences, the Office 365 add-in, and the send later feature) require a connected inbox. When you connect your inbox with HubSpot, you can send email from CRM records, log incoming replies to your emails in the CRM, and more. To learn why you must connect your inbox with HubSpot to send email from CRM records, check out this article. When you're ready to connect your inbox, there are two sets of instructions linked below:  

 

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