About this process

  • Department: Marketing
  • Responsible: Lead
  • Accountable: Lead
  • Consult: Strategist
  • Inform: Marketing
  • Date created: 29/05/19
  • Date last updated: 29/05/19

Basic HubSpot Portal set up should be completed when we onboard a new client whether or not HubSpot is new to them. If they are an existing HubSpot user the following steps should be reviewed as part of the onboarding process. 

Step 1 of the process

Open the ‘Getting Started: HubSpot Setup’ Project

From the clients’ portal go to Marketing > Planning and Strategy > Projects.

Find the template called “Getting Started: HubSpot Setup’.

Here is where you can manage the tasks associated with each step in the process. 

If the client is a current HubSpot user, review each element in the checklist to confirm it has been completed. If complete and the elements look correct to the best of your knowledge, great, job done. If not, go to step 2 and work through each list item that has not been completed.

Step 2 of the process

Completing the tasks - Client or BQ

Invite the team: Client & BQ to invite their own respective teams

  • Assign the task to the client and set a due date no longer than one week. Add a comment to remind them to add their IT support person. 
  • Ensure BQ team members working on the account have the right level of access.

Review and get familiar with your account dashboard: Client

Assign the task to the client and set a due date no longer than one week. 

Connect your social accounts: Client or BQ

  • If we’re running their social and you have access to their accounts as an admin then connect their accounts. If not, assign the task to the client and set a due date no longer than one week. 

Confirm target domain: BQ

  • If not already done and the target domain is known, confirm target domain in the settings and tick list item. If not known, assign the task to the client and set a due date no longer than one week. 

Confirm time zone: Client

  • If not already done and the time zone is known, confirm in the settings and tick list item. If not known, assign the task to the client and set a due date no longer than one week. 

Install HubSpot tracking code to your website: Client

  • Assign the task to the client and set a due date no longer than one week. 

Filter out internal IP addresses: Client

  • Assign the task to the client and set a due date no longer than one week.

Integrate with Google Analytics: Client

  • Assign the task to the client and set a due date no longer than one week.

Connect subdomains: Client

  • ‘We recommend clients use blog.domain.com for their blog and resources.domain.com for their landing pages and thank you pages’ - include this note as a comment, assign the task to the client and set a due date no longer than one week.

Add an email sending domain: Client

  • Assign the task to the client and set a due date no longer than one week.

Upload logo and favicon: Client

  • Assign the task to the client and set a due date no longer than one week.

Define physical address and email types: Client

  • Assign the task to the client and set a due date no longer than one week.

Configure blog settings: BQ

  • If we are blogging using HubSpot the marketer/content writer should complete this task and tick off the checklist item

Review and connect all applicable integrations: Client

  • Assign the task to the client and set a due date no longer than one week.

Import contacts into HubSpot: Client and BQ

  • This should be discussed with the client as it could require updating properties. Add a comment that this element should be discussed in the next weekly meeting. 

Replace your existing form with HubSpot forms: Client and BQ

  • This should be discussed with the client as it could require access to their CMS. Add a comment that this element should be discussed in the next weekly meeting. 

Review and go live with your templates: BQ

  • Confirm template migration has been completed. If not, initiate template set up and add a comment that template creation is underway and this item will be picked up once complete. Advise that often some design work is required in addition to this migration to fix bugs or improve responsive design. 

Take your blog live: TBD

  • Action on this item is to be determined on a case by case basis. Add a note in the comments about the next action for this item or tick off the item if not applicable. 

Setting up Facebook and Google Ads to connect with HubSpot Ads: Client or BQ

  • Complete this item on behalf of the client if possible. If you do not have access, assign to the client and set a due date no longer than one week. 

Add a task called ‘Confirm Cookie Tracking’ 

  • Open an incognito window, navigate to the client’s website and confirm a cookie policy appears. If there is a policy on the site, tick off this task in the checklist.

If not, assign this task to the client and set a due date no longer than one week.

Step 3 of the process

Introduce the client to this checklist

Create a vidyard video showing the client how to access this list of activities noting the assignee option, descriptions, deadline and further information. Show how to change the assignee (example: add your IT support and assign them the task of adding tracking code to the site).

Send an email with the video link and explain that the deadline is set so that other activity can begin. A delay in this step will delay the entire project. 

Step 4 of the process

Review the progress of this list and check in with the client two days before the deadline.

Topics: Marketing Services Processes