How to Onboard Your Team into HubSpot Using User Objects

Personalise your team's onboarding process, ensuring every new hire receives the right training & support from day one.

Onboarding your team correctly is critical for success, and doing it efficiently can save your business time, money, and potential headaches down the line. HubSpot’s new User Objects feature allows you to automate and personalise the onboarding process, ensuring every new hire gets the right information at the right time. This means no one is left overwhelmed, and your team members are fully equipped to hit the ground running from day one.

Let's dive into how you can leverage HubSpot to streamline your onboarding process, making it not just effective but essential for your business operations.

Step 1: Set Up the Automation Workflow

1. Navigate to the "Automations" tab in HubSpot, and select "Workflows." This is where you will set up the process that guides new hires through their onboarding journey.
2. Choose a trigger that activates when you've invited a new user. Specifically, set the trigger to:
   1. Invite Status: Set to "Invite Accepted."
   2. Invite Accepted Time: Set to "Less than one day ago."
   3. Why This Matters: This ensures that your workflow only engages with new hires who have recently accepted their invitation, making the process timely and relevant.
3. Once the trigger is activated, add an "If/Then" branch in your workflow based on the new hire’s team (e.g., Sales, Marketing).
   1. For Sales Team Members: Direct them to relevant HubSpot Academy sales videos.
   2. For Marketing Team Members: Provide links to marketing-specific resources and courses.
   
   Why This is Important: Tailoring the onboarding experience ensures that every team member receives the most relevant training, leading to higher engagement and quicker proficiency.
   
   
4. Configure the workflow to send out internal email notifications or Slack messages.
   1. Example: On day one, send a welcome email with essential instructions:
      1. "Book a meeting with key team members."
      2. "Read the health and safety document."
5. After sending the initial email, add a delay of one day. On day two, send another email with new tasks:
   1. "Send necessary documents to HR."
   2. "Watch this HubSpot Academy course."

Bonus Tip: Consider adding feedback loops within the onboarding process where new hires can rate the helpfulness of each step, ensuring you continuously refine the experience.

By setting up a well-structured onboarding process in HubSpot, you’re not just welcoming new employees—you’re ensuring they are empowered, informed, and ready to contribute effectively from day one. This method saves time for your HR and management teams, reduces the risk of miscommunication, and fosters a smooth integration into your company culture.

Invest in your team’s success from the start, and see the long-term benefits of a well-executed onboarding process. HubSpot makes it not just possible, but easy and effective! 

Author: Bridget Pyne 

Marketing Manager