HubSpot User Setup Guide

Before You Begin

You should receive a Welcome to HubSpot email from HubSpot.

Important: Use Continue with Microsoft when logging in to ensure your HubSpot account is connected to your company Microsoft credentials.

 

Step 1: Activate Your HubSpot Account

• Open the HubSpot invitation email.
• Click Join Your Team on HubSpot.
• In the login window, select Continue with Microsoft.
• Sign in using your company Microsoft account.
• Accept any permissions requested by Microsoft.

Troubleshooting

If you accidentally select "Sign in with Email" instead of Microsoft:

• Continue setup if you can access HubSpot.
• If you encounter login or security issues, contact your administrator for assistance.

 

Step 2: Configure Multi-Factor Authentication (MFA)

During your first login, HubSpot will require additional account security.

Recommended setup:

• Choose SMS Authentication.
• Enter your mobile phone number.
• Enter the verification code sent to your phone.
• Download and save your backup recovery codes (PDF).

Store recovery codes in a secure location for future account recovery.

 

Step 3: Update Your Profile

Navigate to:

Profile Picture → Profile & Preferences

Complete the following:

Personal Information

• Confirm your name is correct.
• Enter your mobile phone number.

Default Home Page

Set your default landing page:

• Locate Default Home Page.
• Select Tickets.
• Click Save.

This ensures HubSpot opens directly to your ticket queue each time you log in. [

Profile Picture

Add a profile picture when convenient.

Recommended:

• Use the same professional photo used on LinkedIn or Microsoft Teams.

 

Step 4: Connect Your Email

Navigate to:

Profile & Preferences → Email

Connect Outlook

• Click Connect Personal Email.
• Select Turn On Inbox Automation.
• Click Connect Your Inbox.
• Enter your company email address.
• Select Outlook 365.
• Sign in with Microsoft.
• Accept permissions.

Once complete, verify:

✅ Inbox Status = Enabled
✅ Inbox Automation = Enabled

Why This Matters

Connecting your inbox allows HubSpot to:

• Log email communications automatically
• Associate emails with tickets and records
• Give visibility into communication history across teams

Common Issue

If you receive an IT permissions error:

• Retry the connection.
• If the issue persists, submit an IT support ticket.

 

Step 5: Set Up Your Email Signature

While still under the Email tab:

• Click Manage Email Signatures.
• Copy your existing Outlook signature or create a new one.
• Save your changes.

Adding the AFS Logo

If desired:

• Click the Insert Image icon.
• Upload an approved AFS logo.
• Resize as needed.

Note: Some users may prefer not to include images in signatures to reduce email size and loading time.

 

Step 6: Configure Notifications

HubSpot allows both:

• In-app notifications
• Email notifications

Recommended setup:

• Enable in-app notifications.
• Adjust email notifications based on personal preference.

Review and disable any notifications you do not need, such as:

• Email opens
• Email clicks
• Document views

These can generate a high volume of alerts.

 

Step 7: Connect Your Outlook Calendar

Navigate to:

Profile & Preferences → Calendar

• Click Connect Calendar.
• Select Microsoft Outlook 365.
• Sign in with Microsoft.
• Accept permissions.

After setup, your calendar should display as:

✅ Connected

Benefits

HubSpot can:

• Sync meetings automatically
• Associate meetings with records
• Capture meeting notes and summaries
• Support AI-generated meeting recaps and action items

Note Taker Setting

Leave Note Taker Auto Join enabled.

This feature can automatically:

• Join meetings
• Create summaries
• Capture action items
• Generate transcripts

 

Step 8: Configure Task Defaults

Navigate to:

Profile & Preferences → Tasks

Recommended default:

• Follow-up task timing: 3 Business Days
• Reminder time: 8:00 AM

This helps ensure customer and carrier follow-ups are not missed.

 

Step 9: Verify Security Settings

Navigate to:

Profile & Preferences → Security

Confirm:

✅ SMS Authentication is enabled

Optional:

• Configure Microsoft Authenticator
• Configure Passkeys

Single Sign-On (SSO) will be implemented at a later date.

 

Step 10: Configure Meeting Scheduler

Navigate to:

Sales → Meeting Scheduler

Connect Microsoft Teams

• Open your default meeting link.
• Click Edit.
• Locate Video Conference Link.
• Select Microsoft Teams.
• Save.

Enable Rescheduling

Turn on:

✅ Allow Attendees to Cancel and Reschedule

This provides flexibility for anyone booking time on your calendar.

Benefits

Your Meeting Scheduler allows others to:

• Book available times directly on your calendar
• Avoid back-and-forth scheduling emails
• Automatically receive Teams meeting links

 

Step 11: Bookmark Your Ticket Queue

Navigate to:

CRM → Tickets

• Locate the ribbon/bookmark icon next to Tickets.
• Click the ribbon to save it as a bookmark.

This gives you one-click access to your ticket queue.

 

Expected Outcome

After completing setup, you should have:

✅ HubSpot account activated
✅ MFA configured
✅ Profile updated
✅ Outlook inbox connected
✅ Outlook calendar connected
✅ Email signature configured
✅ Microsoft Teams scheduling enabled
✅ Ticket queue bookmarked
✅ Notifications configured

You are now ready for HubSpot ticket management training and daily use.

 

Need Help?

If you encounter issues with:

• Microsoft permissions
• Email connection
• Calendar synchronization
• Teams integration

Submit an IT support request and notify your HubSpot administrator