Streamline your efforts as a marketer with Hubspot workflow hacks and ensure you leave a lasting impression, without lifting a finger.
Key takeaways:
- HubSpot workflow hacks allow marketers to automate tasks, personalize communications, and track leads more efficiently, helping to streamline daily activities and boost productivity.
- Integrating tools like Giftsenda with HubSpot or leveraging third-party apps like Albato enhances cross-platform automation, making it easier to manage tasks and campaigns outside of HubSpot’s native limitations.
- By cleaning up outdated properties and setting up custom filters, marketers can maintain a more organized, relevant CRM, ensuring that communications remain targeted and the database stays optimized for better performance.
So, you’re a marketer, huh? That probably means your life is all analytics, creativity, caffeine and the occasional obsession about open rates. Or maybe, you’re not a marketer but you’re looking for a way to grow your business. Either way, you may have a product to promote or a brand to build, and let’s be honest there are only so many hours in the day before your marketing funnel turns into a marketing strainer. That’s where HubSpot marketing automation steps in: your secret weapon and ally – all rolled into one.
And with the Hubspot workflow hacks we’re diving into, you’ll discover the clever, sneaky, gloriously underused tricks that turn HubSpot from a helpful tool into your personal marketing machine. Meaning you’ll not only learn how you use the platform – you’ll learn how to weaponize it. From learning how to automate like a robot with a soul, to stalking leads legally, and sending emails that don’t get banished to the spam folder dungeon; we’re talking about squeezing the ROI out of every HubSpot pixel like it owes you money.
Why Use Hubspot Workflow Hacks for Marketing?
If you’re a marketer, using HubSpot without leveraging its hacks is like owning a high-tech spaceship and only using it to drive to the corner store. Sure, you’re technically using it, but you’re missing out on the speed, power, and intergalactic potential it actually offers. HubSpot Workflow hacks are the clever, time-saving, performance-boosting tricks that turn everyday users into marketing masterminds.
These marketing automation tips are smart, little strategies that help you unlock hidden features, automate repetitive tasks, personalize at scale, and create workflows so seamless that they basically run themselves. Instead of spending your time clicking through endless tabs and manual follow-ups, you can focus on strategy, creativity, and actual results. Whether you’re nurturing leads, optimizing your email campaigns or fine-tuning SEO, these Hubspot workflow hacks give you the edge to outsmart your competition and impress your team.
Use Email Snippets & Templates
These HubSpot automation strategies are particularly useful for marketers who manage high volumes of communication, whether it’s campaign outreach, lead nurturing, or internal collaboration. HubSpot’s email snippets allow you to create and save pre-written messages that can be quickly inserted into emails or live chat conversations using a simple command. This ensures consistency in your messaging and significantly reduces the time spent drafting repetitive responses. Snippets are ideal for commonly used phrases, follow-up messages, or standardized campaign updates. In addition to snippets, document templates can be uploaded and inserted into emails with ease; perfect for sharing marketing plans or proposals. .
Why use this hack? Using these tools streamlines communication, enhances efficiency, and helps maintain brand consistency across all touchpoints.
Leverage Automatic Email Reports
Many marketers and CRM managers spend time manually sending reports, but HubSpot offers a simple way to automate this task.Once your dashboard or report is ready, you can schedule it to be emailed at regular intervals. Just click “Share,” then choose “Email this dashboard” to access the automation settings. Select how often you’d like it sent (daily, weekly, or monthly) and choose the delivery time. This marketing workflow optimization is ideal for clients or teams who need consistent updates without the back-and-forth.
Why use this hack? Automating report delivery improves efficiency and keeps everyone aligned with minimal effort.
Setup Workflows to be Date-Specific
HubSpot workflows allow you to trigger actions based on specific dates, making your communications timely and relevant. When setting up a workflow, you can choose between “Specific date” or “Contact date property.” The “Specific date” option is great for fixed events like public holidays or product launches.
On the other hand, “Contact date property” allows for personalized workflows, such as sending emails on a contact’s birthday or sign-up date. This feature helps automate both broad campaigns and individualized messages.
Why use this hack? By using these options, you can ensure that your communications are both timely and personalized.
Top Tip: setup Contact date property workflows of valued clients and have an email gift invite sent to them directly in your Hubspot CRM. This is perfect to celebrate your client’s special occasions, such as birthdays!
Automatically Send Gifts by Integrating Giftsenda
Integrating the Giftsenda platform with HubSpot allows you to automate gift sending directly within your existing workflows. You can set triggers based on specific actions, such as a customer’s anniversary, purchase, or a key milestone. When these actions occur, HubSpot can automatically initiate a gift send via Giftsenda, creating a seamless, personalized experience. These HubSpot efficiency hacks help you engage customers and prospects with thoughtful, timely gifts without manual effort. It enhances customer relationships by showing appreciation and increasing brand loyalty.
Why use this hack? Automating this process saves time while ensuring gifts are delivered at the perfect moment in the customer journey.
Leverage Albato for Multiple Integrations
This may be more of a personal choice, but if you’re working with many integrations, a third-party app like Albato, may be useful for streamlining your work. Marketers should consider using Albato alongside HubSpot to automate a wider range of tasks across multiple platforms. Unlike HubSpot, which is limited to its ecosystem, Albato connects with hundreds of apps; enabling cross-platform automation and its free plan offers 100 transaction tasks per month. This means you can sync data, trigger actions, and streamline workflows beyond HubSpot’s native capabilities.
Why use this hack? Albato is the best choice for marketers who need powerful, cross-platform automation that goes far beyond HubSpot’s built-in limits.
Top Tip: If you have a Giftsenda account, you can integrate Albato to streamline your gifting efforts – free of charge!
Set Up a Custom Lead Source Property
When onboarding new clients to HubSpot, one of the first things to prioritize is setting up a clear and tailored lead source tracking system. While HubSpot includes default source properties, they’re often too generic to provide meaningful insights. To gain more clarity, you can create a custom dropdown property called “Lead Source” and populate it with values that reflect your specific channels or campaigns. To ensure each contact is accurately categorized, it’s important to build an automated workflow that assigns the appropriate lead source based on predefined criteria.
Why use this hack? This approach improves reporting and helps align marketing efforts with actual lead origins.
Top Tip: Giftsenda offers Hubspot integration that allows you to embed gift-sending functionality directly into your Hubspot workflows, such as when a client is successfully onboarded. Send a shareable giveaway link to mark the occasion and create a memorable customer experience!
Customize Activity Visibility on the Contact Record
When customizing your contact record view in HubSpot, it’s important to filter out activity types that aren’t useful for your marketing work. By default, HubSpot shows all interactions, emails, calls, tasks, meetings, and more, which can clutter your screen with irrelevant updates. As a marketer, you might not need to see every sales call or task completed by the sales team. To keep your view focused, simply uncheck options like “Sales calls” or “Tasks” in the activity filter.
Why use this hack? It allows you to concentrate on marketing-related interactions, such as email engagement and form submissions, without unnecessary distractions.
Prevent Unwanted Email Submissions
Spam sign-ups can quickly inflate your contact list, and your HubSpot bill, if left unchecked. To reduce this, always enable CAPTCHA on your HubSpot forms as a basic first step. You can also block specific email domains by editing the email field settings in your forms. This includes free email providers like Gmail, or even custom domains to keep competitors out. You can create an active email list using the following filters:
Create an active list called “Email Suppression List” with the following filters:
- Unsubscribed from all email is equal to True; or
- Email address quarantined is equal to True; or
- Marketing emails bounced is greater than 5; or
- Invalid email address is equal to True; or
- Email hard bounce reason is known
Why use this hack? These simple filters help protect your database quality and keep your content exclusive.
Clean Up Custom Properties that aren’t in Use Anymore
Over time, your account may accumulate outdated or unnecessary custom properties, such as those from past event registrations or promotions. It’s a good idea to review and delete these properties periodically.
Cleaning up your CRM will keep things organized and streamlined. Removing unused properties also reduces the risk of team members accidentally selecting them in the future.
Why use this hack? Cleaning up custom properties helps ensure your CRM stays relevant and efficient for everyone.
Leverage the SEO Tool
SEO is crucial for marketers, which is why HubSpot’s SEO tool is worth mentioning. It helps optimize your pages and content in real-time as you create them, ensuring they rank well in search results. The tool also alerts you about issues like overly long meta descriptions, unoptimized images, or mobile-unfriendly pages, saving you manual checks. You can scan your entire website or individual pages for SEO suggestions.
Simply go to Marketing > Website > SEO, and choose the URL to start scanning.
Why use this hack? Instead of manually checking each page or relying on third-party tools, you can quickly scan your entire site or individual URLs for SEO recommendations directly within HubSpot.
Enhance Marketing Impact with Hacks …. and Giftsenda
Incorporating thoughtful, timely gifts into your marketing strategy can significantly enhance customer engagement and brand loyalty. By leveraging HubSpot workflow hacks and integrating tools, like Giftsenda, marketers can automate the process of sending personalized gifts based on specific actions or milestones, further strengthening relationships with customers and prospects. When combined with efficient CRM management and cross-platform automation, gift-giving becomes a seamless part of your marketing efforts, ensuring that every touchpoint feels personal, meaningful, and impactful.
