HubSpot's sales tools are incredibly powerful, but they're only effective if your HubSpot account is set up correctly.

I often attend calls with sales reps to talk about leveraging HubSpot's sales tools, only to find that they haven't set up their HubSpot accounts completely. From there, we will spend the next hour configuring their HubSpot accounts through screen share. 

I decided to package these HubSpot setup training steps in the form of a blog post and videos. By following these six actionable steps, salespeople can quickly set up their HubSpot accounts and focus on what truly matters—generating revenue.

You can watch the full set up from start to finish here, or watch the steps one by one below. 

1. Connect Your Business Email

Connecting your business email to HubSpot allows you to send emails from your HubSpot account. You can access HubSpot’s sales tools when doing so, and HubSpot will log replies from recipients in CRM contact records. 

It will also track email opens and clicks to see who is most engaging with your sales efforts. With this valuable tracking, you can selectively reach out to the contacts most likely to be receptive to a sales conversation. 

1. Navigate to Settings in HubSpot.
2. Under General, go to Email.
3. Click Connect Personal Email.
4. Enable Inbox automation. This allows Hubspot to log and track sales emails in HubSpot. 
5. Follow the prompts to connect your inbox.

2. Set Up Your Email Signature

After you set up your email signature in settings, you can display it in sales emails sent with HubSpot. At a minimum, your name, email, and phone number should be added. It's also good to add your meeting link (see Step 5), so that prospects can book a call from any email you send to them.

1. Go to Manage Email Signatures in email settings.
2. Add or copy and paste your email signature.
3. Click Save.

3. Connect Your Calendar

Once you connect your Google calendar or Microsoft calendar to HubSpot, meetings requested by prospects will show up on your calendar automatically. This makes accessing and keeping track of sales calls easy and convenient. 

Once Zoom or Microsoft Teams is set up, you can access Zoom or Microsoft Teams meetings through these calendar invites. 

1. Navigate to Settings > Calendar.
2. Select Google Calendar or Office 365 Calendar.
3. Follow the prompts to sign into your Google or Office 365 account to complete the connection.

4. Connect Your Zoom, Microsoft Teams, or Google Meet Account

Connect your Zoom, Microsoft Teams, or Google Meet Account to HubSpot. By doing so, you can seamlessly book video calls with prospects from your sales efforts in HubSpot. 

The following steps assume your company is on Zoom but the steps are practically the same for Microsoft Teams and Google Meet.

1. Log into your Zoom account through HubSpot.
2. If not, go to the App Marketplace and search for Zoom.
3. Click Install App, log in, and authorize access.

Note that you must be a super admin in both HubSpot and Zoom to complete the integration.

5. Set Up Your Meeting Scheduler 

Set up your meeting scheduler link and share it with prospects. Prospects will be able to book time with you by phone or video call based on your availability on your Google or Microsoft Calendar. 

Say goodbye to redundant back-and-forth emails with prospects to find a meeting time available for both of you. This tool takes the headache out of scheduling meetings. 

1. Go to Library > Meeting Scheduler.
2. Your meeting link will appear after connecting your calendar.
3. Customize settings:
   • Add a video conference link (Zoom if connected).
   • Set meeting duration (e.g., 15, 30, or 60 minutes).
   • Adjust availability settings.
   • Set a meeting title and description.
   • Choose your time zone.
4. Click Save.
5. Share your meeting link with prospects. Adding it to your email signature is highly recommended. 

6. Configure the HubSpot Sales Extension for Gmail or Microsoft 365

In Step 1 we go over how to connect your inbox to HubSpot so you can send sales emails through HubSpot. While HubSpot's interface makes it easy to do so, many prefer to use their Gmail or Outlook inbox to manage their sales efforts. 

For these users, the HubSpot sales extension can make a huge difference. 

The HubSpot sales inbox extension serves two important functions 

• It logs and tracks emails you send from your inbox in HubSpot
• It allows you to use HubSpot’s sales tools in your inbox such as templates, sequences, meeting links, and more.

1. Install the HubSpot Sales Extension for your email inbox. 

• If using Gmail, select Gmail and sign in. Install the HubSpot Gmail Extension to log and track emails automatically.
• If using Office 365/Outlook, use the Office 365 extension. HubSpot no longer supports and updates the Outlook desktop extension. 

1. • Logging: Saves email interactions to HubSpot CRM.
   • Tracking: Notifies you when emails are opened or clicked.

      4. (OPTIONAL) Add your company’s email domain to exclude internal company emails from logging.

      5. Use Sales Hub tools as needed. Insert email templates, and send sequences if using a paid HubSpot Sales seat. 

Final Words

With your account fully configured, you can now focus on selling instead of administrative tasks. You're now poised to fully take advantage of HubSpot's powerful sales features, and enhance your sales efforts. 

Now that you’re ready to make the most of HubSpot's sales features, it's time to start engaging with prospects, building relationships, and closing more deals.

Need more tips on using HubSpot to boost your sales performance? Schedule a free consultation here!