HubSpot Navigation Guide for Product Specialists

External Resources

HubSpot User Guide: Navigating HubSpot Quickly & Efficiently

Visual Walkthrough Guide

Overview

Your primary workspace in HubSpot is the Customer Success Dashboard. To set this as your homepage:

1. Click the gear icon (Settings) in the top right
2. Navigate to General → Your Preferences → Default
3. Select Customer Success as your home page
4. Click the HubSpot logo anytime to return to this workspace

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Finding Your Work

Customer Success Workspace Tabs

Summary Tab - Quick snapshot of today's tasks, overdue items, and tomorrow's work

Actions Tab - Detailed task management with filtering options (today, this week, next week, overdue)

Projects Tab - View all your assigned projects with status and pipeline stage information

Dashboard Tab - Custom reporting views (configuration will evolve based on user feedback)

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Accessing Projects

From Customer Success Workspace:

• Click any project name in the Summary or Projects tabs
• Click a task to open the associated project record
• Click into a task or project title on Dashboard reports (Dashboard Tab)

From CRM Menu:

• Click CRM in left navigation
• Select Projects
• Use search bar or filter to find specific projects

Bookmark frequently accessed views by clicking the bookmark icon in the CRM menu for instant access.

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Navigating Between Records

The Service Bridge Concept

Optimization Projects and Companies are not directly connected. The Service record acts as the bridge between them.

From Project to Company:

1. Locate the Service card in the right column of your project
2. Click the eye icon (hover over top-right corner of card)
3. Service preview pane opens from the right
4. Click the Company name in the preview pane

From Company to Project:

1. Find the Service card on the company record
2. Click the eye icon on the service card
3. Click the Project name in the preview pane

Tip: Center-click (mouse wheel) any record link to open it in a new tab for multi-record reference.

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Understanding the Three-Column Layout

All HubSpot records share this consistent structure:

Left Column:

• Activity bar (Note, Email, Call, Task, Meeting buttons)
• Quick reference properties
• Key information fields

Center Column:

• Main content and tabs
• Pipeline stages
• Task overview
• Record-specific cards

Right Column:

• Associated records (Services, Companies, Contacts, Tickets)
• Activity feed showing chronological history

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Quick Actions

Creating Tasks

1. Click Task button in the left column activity bar
2. Fill out required fields (title, due date, assignee)
3. Task automatically associates with the current record

Adding Comments

1. Find the activity in the activity feed
2. Click Add Comment (bottom left of activity card)
3. Use @ mentions to notify specific users

Opening Playbooks

• Look for Open Playbook button in the Recommended Enablement cards

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Viewing Client Communications

Product Specialists typically don't log client communications, but you need to review them for context.

To see Account Manager interactions with clients:

1. Navigate from your Project → Service (eye icon) → Company
2. Review the Activity feed on the company record
3. Look for Emails, Calls, and Meetings logged by the Account Manager

Tip: The company record's AI Summary provides a quick overview of recent activity without reading through all entries.

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Accessing Legacy Quickbase Data

From Project Records:

Overview Tab:

Scroll to Related Quickbase Order card for links to:

• Order information
• Account numbers
• Build notes
• Associated requests
• Transaction data

Quickbase Optimizations Tab:

• View Recent PPC Optimizations
• View Enterprise PPC Search Operations
• View Paid Social Operations

Quickbase Requests Tab: Access forms for submitting:

• Data Feed requests
• Code Install requests
• Platform Support requests
• Billing requests

From Service Records:

Similar Quickbase access points exist on the Service record's Overview and Quickbase Requests tabs.

Note: Use Quickbase views only for historical reference. All new work should be documented in HubSpot.

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Global Search

The search bar at the top of HubSpot can find records based on:

• Company names (full or partial)
• Contact names or emails
• Service names or IDs
• Project names or IDs
• Phone numbers
• Any data stored in records

No need for exact matches - HubSpot's search is flexible and returns relevant results with partial information.

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Managing Your Task Queue

Viewing Tasks

In Customer Success Workspace:

• Summary Tab: Today, Overdue, Tomorrow
• Actions Tab: Filtered views with more options

In Task Index:

• CRM → Tasks (bottom of menu)
• Shows all tasks assigned to you

Completing Tasks

Click the checkmark icon next to any task in your queue or on an activity card.

For Repeating Tasks: Completing the current task automatically generates the next occurrence based on your settings.

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Common Shortcuts

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Finding Specific Information

Need to review optimization history? → Project record → Activities tab → Filter by Notes

Need client context before optimizing? → Project → Service (eye icon) → Company → Review activity feed

Need to see legacy optimization notes? → Project → Quickbase Optimizations tab → Select your product type

Need to check account numbers or IDs? → Project → Overview tab → Related Quickbase Order card

Need to create a request? → Project → Tickets section (right column) → Add → Select pipeline type

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Key Principles for Efficient Navigation

1. Use the Service as your bridge - Never try to go directly from Project to Company
2. Preview before navigating - Use the eye icon to check information without leaving your current page
3. Leverage the activity feed - Chronological history provides context for decision-making
4. Bookmark your frequently used areas - Save clicks on views you access daily
5. Let automation work for you - Task generation and pipeline stage changes happen automatically when you complete key actions

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