Advanced HubSpot Automation Tips

Hidden tips and workflows for HubSpot CRM. Unlock the full value of HubSpot for customer onboarding.

📬 Build better onboarding with new tips every week. Join the 1,900+ onboarding pros getting tactical insights to make their customers successful.

HubSpot deal pipeline used for customer onboarding

Introduction

Picture this. You've just asked a customer to repeat the same information they gave sales because the notes weren’t updated or your team works in a different tool, even though you already have a source of truth for customer data used by customer facing teams: your CRM.

There are many uncomfortable or tedious onboarding situations like this that can be easily avoided using powerful features already built into your HubSpot CRM.

Each week, we share new 2-minute HubSpot tips to show you how.

Tip #1

How to Improve AE <> CSM Handoffs with Workflows in HubSpot CRM

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What You’ll Learn

In this tip we show you how to use HubSpot workflows to remove the manual work of AE <> CSM handoffs and add validation to make sure all relevant customer information is documented.

By the end of this tip you’ll have a workflow that creates a new deal in an onboarding pipeline when a customer is “closed won”, a mutual action plan is attached and everyone involved has been notified of their next steps.

HubSpot Features Used

Workflows Deal Pipelines Tasks Automated Emails

Tip #2

How to Segment Sales Assisted Customers with HubSpot

What You’ll Learn

In this quick tip we show you how to use HubSpot company data to automatically personalize the sales experience for companies with more than a set number of employees.

By the end of this guide you’ll have a workflow that segments new customers based on your HubSpot data and strategically introduces a human to help customers get the value they signed up for.

HubSpot Features Used

Forms Deal Pipelines Workflows Tasks

Tip #3

How to Personalize Onboarding By Persona with HubSpot Workflows

What You’ll Learn

In this quick tip we show you how to use required fields in deal pipelines to capture customer outcomes from sales discovery and use them to personalize the customer experience. By the end of this guide you’ll have a system for ensuring CRM hygiene and a playbook for personalizing your onboarding plan to customers goals.

We’ll show how to:

  1. Explicitly document the customers desired outcomes in a shared place.
  2. Frame everything in the context of the desired outcomes the customer defined.
  3. Revisit and update the roadmap for reaching those outcomes in every interaction.

HubSpot Features Used

Deal Pipelines Workflows

Tip #4

How to Use HubSpot Task Queues To Drive Your Customer Onboarding Process

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What You’ll Learn

In this tip we’ll create a workflow to simplify your onboarding team’s follow up tasks and hold customer’s accountable using dynamic HubSpot data.

By the end of this tip you’ll have a workflow that creates tasks in a HubSpot task queue when deals in our onboarding pipeline meet engagement criteria.

The HubSpot community post for creating a workflow to set “Today’s Date”

HubSpot Features Used

Task Queues Calculated Properties Workflows

Tip #5

How to Get Visibility Into Onboarding Activity with HubSpot Custom Reports

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What You’ll Learn

In this tip we show you how to use HubSpot Custom Reports to get insight into your customers progress through onboarding and your onboarding team’s engagement to help them be successful.

By the end of this tip you’ll have a dashboard with 2 HubSpot Custom Reports to give you visibility into onboarding engagement and workflows to keep your data in sync.

The HubSpot community post for creating a workflow to set “Today’s Date”

HubSpot Features Used

Custom Reports Calculated Properties Workflows

Tip #6

How to Create a Today's Date Property in HubSpot

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What You’ll Learn

In this tip we’ll cover 2 quick tips to level up your reporting and workflows in HubSpot.

  1. Create a HubSpot workflow that dynamically sets “Today’s Date” on a record to use in workflows and reporting.

  2. A HubSpot calculated property for “Days since X” that can dynamically update the time between any date property and our newly created “Today’s Date” property.

The HubSpot community post for creating a workflow to set “Today’s Date”

HubSpot Features Used

Calculated Properties Workflows

Tip #7

How to Manage Internal Onboarding Tasks With HubSpot

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What You’ll Learn

In this tip we’ll create a workflow based on your customer-facing onboarding plan that drives the automated creation of internal tasks for your team. We’ll cover how to create and assign tasks based on relative dates as well as customer activity and task status.

By the end of this tip you’ll have a workflow that creates tasks in a HubSpot task queue to streamline your internal teams workflow.

A workaround for running scheduled workflows if you are not using HubSpot Operations Pro.

HubSpot Features Used

Task Queues Calculated Properties Workflows

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