CRM Configuration

Joining HubSpot

The example we will use is HubSpot – it is the system we recommend and use ourselves. Getting started couldn’t be simpler as everything is laid out in steps through a wizard. Click here to start.

Here’s a quick overview of the steps you’ll follow to set up your free account:

Now what?

Once you;ve completed your sign up you’ll be directed to the following landing page. Luckily, they’ve made it really easy for you by adding the steps down the right hand side. As you work through these steps, handy annotations pop up on the screen to guide you through.

Landing page post sign up

To view the contact records, head to the ‘Contacts’ tab in the top toolbar, far left. The contact record is the centre of all activity related to that person. It’s good to familiar yourself with this space first as most other functions are connected within here (and this is all about your customers anyway right?).

Customer contact record

The box on the left hand side is your contact data. This is customisable so before you do anything else we recommend getting this set up.

Which Fields Are Relevant To You?

Below are the key fields you probably want to consider.

Customer

  • First and Last Name
  • Company Name
  • Job Title
  • Email Address
  • Landline Phone Number
  • Mobile Phone Number

Your Relationship

  • First Contact
  • Lifecycle Stage
  • Lead Status
  • Contact Owner

Marketing

  • Source (How did they find you?)
  • Tags
  • Opted Out of One-to-One Email
  • Opted out of Marketing Emails
  • Lists

You can configure these settings in the ‘profile and preferences’ area of your CRM, by following the steps below. As well as hundreds of default fields, many CRMs, such as HubSpot, give you the option to add your own custom fields.

Steps to configure your contact properties

Email Integration

Integration your emails with your CRM will enable you to email contacts directly from within the CRM, from your own email address. This way, you’ll keep track of every conversation so they get lost. It is also easier to search through historic interactions all at once to find any information you need about that contact.

Templates

Most email marketing providers allow you to set up template emails if there are certain types of emails that you send regularly. This could be for sending a proposal or your post-networking follow-up.

HubSpot allows you to add up to 5 and has a library of suggested templates that you can adapt (or you can create your own).

Using software doesn’t mean you have to lose that personal connect. In fact, it should also serve to enhance it. Your templates can include personalisation tokens, i.e. fields that are pre-populated with the information for the particular contact you are emailing – like Dear {first name}.

Mobile App

Whilst you’re setting up your CRM, you can also download and log in to the mobile app. All the free CRMs we have discussed have a mobile app, allowing you to do a range of things you wouldn’t normally do on your PC.

This is particularly useful for the following reasons:

  • Make phone calls straight from the app and add notes after the call
  • Check where you originally/last met someone to save that embarrassing blank moment…
  • Email files, call on templates and other key activities when you’re away from the desk
  • Scan business cards straight into your contact records
  • Manage and add to your task list in case you have a great idea when you’re queuing for your coffee.
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