Greenville Triumph SC · CRM reference

Your HubSpot Reference

Quick-reference guide for daily CRM tasks and a comprehensive wiki covering every HubSpot feature your team uses. Start at the top for the everyday essentials, or jump to any section in the nav.

01

Finding your way around

HubSpot has two ways to navigate: the left sidebar menu and the global search bar at the top of every page.

Two routes into any record

Left sidebar — CRM menu

Contacts — individual people
Companies — organizations
Deals — sales opportunities
Tickets — service requests

Global search (top bar)

Search by name, email, phone, or company
Results show across all record types
Fastest way to find any record
Works from any page in HubSpot

Fastest method

The search bar at the top is always available. Start typing a name, email, or company and results appear instantly — no need to navigate through menus first.

02

Records — contacts and companies

Click any contact or company to open the full record. Contacts and companies share the same three-panel layout.

Opening a contact

Left Sidebar→ CRM→ Contacts→ Click a Name

You can also hover over a name and click Preview for a quick look without leaving the list.

The three-panel layout

Left panel

Key info: name, email, phone, owner. Click “View all properties” for more.

Middle panel

Overview: snapshot of recent activity. Activities: full timeline of emails, calls, meetings, notes & tasks.

Right panel

Linked records: companies, deals, tickets. Click any to jump to that record.

How it all connects

HubSpot cross-links everything. A contact links to their company, their company links to deals, deals link back to contacts. Click any name in the right panel to jump between records.

Company records

Left Sidebar→ CRM→ Companies→ Click a Company

Same three-panel layout as contacts. The key difference: a company record rolls up all contacts, deals, and activity across the entire organization.

What you’ll see

All contacts at that company
All deals (open & closed)
All activity aggregated across every contact
Company properties (industry, size, owner)

Why companies matter

See the full relationship at a glance
One sponsor company may have 5 contacts
Every deal, email, and call rolls up here
Click any contact name to jump to their record

03

Activity, notes, calls & tasks

The Activities tab is the full history of everything that has happened on a record. This is where you add context and tag teammates.

Reading email & activity history

Open Any Record→ Middle Panel→ Activities Tab→ Filter by Type

The Activities tab shows every interaction in reverse-chronological order. Use the filter buttons to narrow by type.

Activity types you’ll see

Emails — sent/received, logged automatically
Calls — logged phone calls with notes
Meetings — synced calendar events
Notes — manually added by team members
Tasks — to-do items with due dates

Good to know

Emails log automatically when a team member’s inbox is connected to HubSpot. You don’t need to do anything special — correspondence with known contacts appears on their timeline.

Leaving notes

Notes are how you record context that isn’t captured automatically.

Open any contact, company, or deal record
In the left panel, click the Note icon (looks like a document)
Type your note — supports rich text formatting
Click Save note
The note appears on the record’s activity timeline

Tagging teammates in comments

On any activity in the timeline (an email, note, call, etc.), click the Comment icon
Type @ followed by a teammate’s name to mention them
They’ll get a notification in HubSpot and via email
Use this to loop someone in without sending a separate message

Notes vs comments

Notes go on the record itself — “Met at the stadium, interested in 10-seat group package.” Comments are conversations with your team — “@Sean can you follow up on the pricing question?”

Logging a call

Open the contact or company record
Click Log activity in the left panel, then select Log call
Choose the call outcome (Connected, Left voicemail, No answer, etc.)
Add the duration and notes about what was discussed
Optionally associate with a deal or other records
Click Log activity

Pro tip

Associate the call with the relevant deal too — not just the contact. That way the call shows up on both the contact and deal timelines.

Creating & managing tasks

Tasks are to-do items with due dates, assigned to specific team members. They’re how you track follow-ups without things slipping through the cracks.

Create a task from a record

Open a contact, company, or deal record
Click the Task icon (checkmark) in the left panel
Fill in: Title, Due date, Type (To-do, Call, or Email), Priority
Assign to yourself or a teammate
Click Create

Viewing your tasks

CRM→ Tasks

Your task list shows everything assigned to you. Filter by Due today, Upcoming, or Overdue.

Task queues

Group tasks for focused work sessions
Click Start tasks to work through them one at a time
Each task shows the associated record alongside it
Log calls, emails, or notes without leaving the queue

Task properties

Type: To-do, Call, or Email
Priority: None, Low, Medium, High
Status: Not started, In progress, Completed
Queue: Organize into groups

04

Deals & the sales pipeline

Deals represent revenue opportunities moving through pipeline stages. HubSpot shows them two ways.

Board view vs list view

Left Sidebar→ CRM→ Deals

Board view (Kanban)

Visual columns = pipeline stages
Deal cards show name, amount, close date
Best for a quick pipeline snapshot

List view (table)

Spreadsheet-style rows & columns
Sort by amount, date, stage, or owner
Best for detailed filtering & analysis

Example pipeline flow

Your stages may differ from the example below.

Prospecting

→

Qualification

→

Proposal

→

Contract Sent

→

Closed Won

Property	What it tells you
Deal Name	Descriptive name of the opportunity
Amount	Dollar value of the deal
Deal Stage	Current position in the pipeline
Close Date	Expected or actual close date
Deal Owner	Sales rep responsible for the deal

05

Common scenarios & quick reference

Real situations you’ll encounter and exactly how to handle them in HubSpot.

Step-by-step scenarios

You just had a meeting with a sponsor

You met with a rep from a local business about a sponsorship deal. Here’s how to record it.

Use the search bar at the top — type their name or company
Click their contact record to open it
Click the Note icon in the left panel
Write a quick summary: what you discussed, next steps, any commitments made
Click Save note
Optional: Create a Task for the follow-up with a due date
Optional: @mention a teammate who needs to know

Someone called about group tickets

A contact called asking about group sales for a corporate outing. Log it and create follow-up.

Search for the contact (or their company) in the top bar
Open their record, then Log activity → Log call
Set outcome to Connected, note the details (group size, date interest, budget)
Associate the call with the deal if one exists (or create a new deal)
Click Log activity
Create a Task: “Send group pricing sheet” with a due date of today or tomorrow

Your boss asks “what’s the status with Company X?”

You need a quick summary of the full relationship with a company.

Search for the company name in the top bar
Open the company record
Check the right panel for all contacts and active deals
Click the Activities tab in the middle panel for the full communication history
Filter to Emails or Calls to see recent touchpoints
Click into any deal card to see its stage, amount, and next steps

You need to loop a teammate in

A contact mentioned something relevant to another department. Tag the right person.

Find the activity on the contact/deal timeline (the email, note, or call)
Click the Comment icon on that activity
Type @ and start typing your teammate’s name
Write your message: “@teammate FYI they asked about premium seating — worth a call?”
They’ll get a notification and can respond in the same thread

Check meetings scheduled this week

Quick view of your upcoming meetings synced from your calendar.

Go to CRM → Tasks and filter by type Meeting, or
Check your HubSpot home page — upcoming activities show in the feed
Click any meeting to see the associated contact, company, and deal

Quick reference

I want to…	Go here
Find a specific person	Global Search, type their name or email
See all contacts	CRM → Contacts
See all companies	CRM → Companies
See the deal pipeline	CRM → Deals
Read email history with someone	Contact record → Activities → Filter: Email
Leave a note on a record	Any record → Note icon in left panel
Log a phone call	Any record → Log activity → Log call
Create a follow-up task	Any record → Task icon in left panel
Tag a teammate	Any activity → Comment → @name
See who works at a company	Company record → Right panel → Contacts
Check a deal’s status	Deal record → Left panel (Stage, Amount, Close Date)
View my tasks	CRM → Tasks
Preview without opening	Hover over any name in a list, click Preview

06

Data model & properties

How HubSpot structures records, properties, and associations under the hood. The vocabulary you’ll see in settings, imports, and API calls.

Four layers

HubSpot’s CRM is a relational database with four layers:

Objects — database tables (Contacts, Companies, Deals, Tickets, Custom Objects)
Records — individual rows within each object
Properties — data fields (columns) on each record
Associations — foreign keys connecting records across objects

Standard objects

Object	Purpose	Unique identifier
Contacts	Individual people	email, hs_object_id
Companies	Business organizations	domain, hs_object_id
Deals	Revenue opportunities	hs_object_id
Tickets	Support/service requests	hs_object_id

Additional objects by subscription: Leads (Sales Hub Pro/Enterprise), Line Items, Products, Quotes, Custom Objects (Enterprise).

Associations

Associations represent relationships between records:

Unlabeled: Simple connection (contact to company)
Labeled: Connection with a descriptor (contact is “Decision Maker” at company)
Primary: One company can be marked as primary
Records can be associated within the same object type

Common association patterns:

Contact > Company (many-to-many)
Contact > Deal (many-to-many)
Company > Deal (many-to-many)
Deal > Line Item (one-to-many)
Contact > Ticket (many-to-many)

Default association type IDs

From > To	TypeId
Contact > Company	1
Company > Contact	2
Deal > Contact	3
Contact > Deal	4
Deal > Company	5
Company > Deal	6

For custom labels: GET /crm/v4/associations/{fromObjectType}/{toObjectType}/labels

Properties system

Every object has default properties (pre-built), custom properties (user-created), and property groups (organizational categories). Properties have a type (string, number, date, datetime, bool, enumeration) and a fieldType (text, textarea, select, checkbox, date, number, etc.).

Type / fieldType matrix

type	Description	Valid fieldType values
bool	Binary yes/no	booleancheckbox, calculation_equation
enumeration	Set of options	booleancheckbox, checkbox, radio, select, calculation_equation
date	Day/month/year only	date
datetime	Day/month/year + time	date
string	Plain text (max 65,536 chars)	file, text, textarea, calculation_equation, html, phonenumber
number	Numeric with optional decimal	number, calculation_equation

Creating properties via API

POST /crm/v3/properties/{objectType}

{
  "groupName": "contactinformation",
  "name": "favorite_food",
  "label": "Favorite Food",
  "type": "string",
  "fieldType": "text"
}

Required fields: groupName, name (internal), label (display), type, fieldType.

Unique identifier example

{
  "groupName": "dealinformation",
  "name": "system_a_unique",
  "label": "Unique ID for System A",
  "hasUniqueValue": true,
  "type": "string",
  "fieldType": "text"
}

Max 10 unique ID properties per object.

Calculation properties

Computed properties using formulas. Use fieldType: "calculation_equation" with type of number, bool, string, or enumeration.

Arithmetic: + - * / · Comparison: < > <= >= = != · Logic: or and not

Functions: max, min, is_present, contains, concatenate, number_to_string, string_to_number

if amount > 0 and units > 0 then amount / units else 0
if quantity >= 100 then quantity * 8.50
elseif quantity >= 50 then quantity * 9.00
elseif quantity >= 10 then quantity * 9.50
else quantity * 10.00

Default properties by object

Contacts: email, firstname, lastname, phone, lifecyclestage, hs_object_id, createdate, lastmodifieddate, hubspot_owner_id
Companies: name, domain, industry, phone, city, state, country, lifecyclestage, hs_object_id
Deals: dealname, amount, dealstage, pipeline, closedate, hubspot_owner_id, hs_object_id
Tickets: subject, content, hs_pipeline, hs_pipeline_stage, hs_ticket_priority, hs_object_id

Custom objects (Enterprise)

User-defined database tables for data that doesn’t fit standard objects. Enterprise subscriptions only. Navigate: Settings → Data Management → Objects → Custom Objects.

Good use cases

Subscriptions
Assets & inventory
Locations
Events / games
Projects

Bad use cases

Duplicating existing objects
Data that fits in properties
Simple categorization

Creating via API

POST /crm/v3/schemas

{
  "name": "games",
  "labels": { "singular": "Game", "plural": "Games" },
  "primaryDisplayProperty": "game_name",
  "properties": [
    { "name": "game_name", "label": "Game Name",
      "type": "string", "fieldType": "text",
      "isPrimaryDisplayLabel": true },
    { "name": "game_date", "label": "Game Date",
      "type": "date", "fieldType": "date" }
  ],
  "associatedObjects": ["contacts", "deals"]
}

Practical example: Season Ticket Packages. Properties: package_name, seat_section, seat_row, seat_numbers, price_tier (P0-P5), total_price, season_year, payment_plan. Pipeline: Deposit Received → Seat Selection Pending → Seat Assigned → Contract Sent → Payment Complete → Active.

Subscription tiers

Feature	Starter	Professional	Enterprise
Workflows	—	Yes	Yes
Custom Objects	—	—	Yes
Custom Code Actions	—	Yes (Data Hub)	Yes
Calculated Properties	Yes	Yes	Yes
API Access	Yes	Yes	Yes
Sequences	—	—	Yes (Sales/Service)

Data model viewer: Settings → Data Management → Data Model. Graph view shows visual relationship maps, table view shows associations.

07

Workflows & sequences

HubSpot has two very different automation engines. Workflows are one-to-many. Sequences are one-to-one sales outreach.

Workflows

Workflows automatically enroll records based on trigger criteria and execute a series of actions. Available with Marketing Hub, Sales Hub, Service Hub, Data Hub, Smart CRM, or Commerce Hub Professional/Enterprise. Navigate: Automation → Workflows.

Three approaches: from scratch, using AI (“When [this happens], then [do this]”), or from templates. Object types (locked after setting triggers): Contact-based, Company-based, Deal-based, Ticket-based, Lead-based, Custom object-based, Conversation-based.

Enrollment triggers

When an event occurs — records enroll when something happens
When filter criteria is met — enroll new records, or both new and existing
Based on a schedule — calendar date or date property value

Re-enrollment: records must complete workflow first. Re-enrollment triggers are separate from initial triggers.

Delay actions

Action	Description
Set amount of time	Pause for X days/hours/minutes
Calendar date	Wait until a specific date
Date property	Wait until date in a property
Event occurrence	Wait until page visit, form fill, etc.
Days of week	Wait until a specific day
Time of day	Wait until a specific time

Branch types

Type	Description
Single property	Up to 250 branches, no AND/OR
AND/OR logic	Filter criteria combinations
Random distribution	Split by percentage (Marketing Pro/Enterprise)

Action categories

CRM: Edit records, Create record/task/note, Delete contact, Increase/decrease property, Rotate to owner, Create associations
Communication: Send email, in-app notification, internal email, WhatsApp, SMS, Enroll/unenroll sequence
Data Operations: Custom code (JS), Format data, Send webhook (Data Hub Pro/Enterprise)
Connected Apps: Slack, Google Sheets, Asana, Trello, OpenAI, Anthropic (beta)
Marketing: Add/remove from static list, ads audience, Set marketing contact status
AI: Data Agent custom prompt, research, summarize record, custom LLM
Flow Control: Go to workflow, Go to action

Settings & best practices

Settings

Run at specific times only
Schedule auto-deactivation
Pause dates (holidays)
Enrollment rate monitoring (Enterprise)
Suppression lists

Best practices

Records must complete before re-enrolling
Only emails saved for automation appear in Send Email
Sent to primary email only
Contacts must be marketing contacts for workflow emails
Deleting a delay: waiting records skip immediately

Sequences

Automated 1:1 sales outreach. Timed email templates from your connected inbox combined with task reminders. Sends from your personal inbox. Stops when contact replies or books a meeting.

Requirements

Requirement	Detail
Hub	Sales Hub Starter, Professional, or Enterprise
Seat	Paid Sales Hub seat
Inbox	Gmail or Outlook connected
Permission	Sequences permission enabled

Email limits

Plan	Daily limit
Sales Hub Starter	100 / user / day
Sales Hub Professional	500 / user / day
Sales Hub Enterprise	1,000 / user / day

Bulk enrollment: up to 50 contacts at once, throttled at ~3 emails/minute. Max 10 email templates per sequence.

Step types

Step	Behavior
Automated Email	Sends automatically at scheduled time
Manual Email Task	Creates a task; review/personalize before sending
Call Task	Reminder to make a phone call
LinkedIn Task	Reminder for LinkedIn outreach
General Task	Any custom follow-up action

Enrollment & unenrollment

Enrollment methods

One-off: From contact record, email icon, select sequence
Bulk: Select up to 50 contacts from list/view, throttled 3/min
Workflow (Enterprise): Auto-enroll based on property/lifecycle changes
A contact can only be in ONE sequence at a time

Unenrollment

Automatic: Reply, books meeting, email bounces
Manual: Remove when unqualified, moved to funnel, requested stop
Workflow-based (Enterprise): Unenroll based on property changes

Ticket sales sequence patterns

Season ticket depositor follow-up

Day 0: Thank you + next steps
Day 2: Seat selection info/timeline
Day 5: Call task — personal check-in
Day 8: Benefits reminder email
Day 12: Urgency email (limited availability)
Day 15: Final call task

New lead from stadium interest

Day 0: Welcome + stadium info
Day 2: Pricing overview
Day 4: Call task
Day 7: Testimonial / social proof
Day 10: LinkedIn task
Day 14: Last chance / special offer

Sequences vs workflows

Feature	Sequences	Workflows
Purpose	1:1 sales outreach	1-to-many automation
Sends from	Personal inbox	Marketing email system
Stops on	Reply or meeting	Based on set logic
Best for	Sales follow-up	Nurture campaigns, ops

Deal workflow patterns

Stage change notification: Closed Won → internal notification + follow-up task
Stale deal alert: No movement in X days → reminder + review task
Automatic task creation: Contract Sent → follow up in 3 days
New deal assignment: Deal created → rotate to owner → intro task

08

Data operations

Lists and segments, deduplication, imports and exports, and syncing with external systems.

Lists & segmentation

Segments group records based on property values. Used across marketing emails, workflows, reports, ads, surveys. Navigation: CRM → Segments.

Active segments

Auto-update as records match criteria
Newsletter lists
Outbound call lists
Workflow triggers

Static segments

Snapshot — manual add/remove
Event attendees
One-time blasts
Bulk delete, historical snapshots

Converting: Active → Static stops auto-updating. Static → Active starts auto-updating (must have filters set).

Filter logic: AND (within group) — all conditions must be true. OR (between groups) — at least one group must be true. Filter sources include property values, associated object properties, activities, page views, form submissions, email interactions, workflow enrollment, segment membership.

Limits: 250 filters per segment, 60 associated object filters, complex filters may take up to 2 hours to evaluate.

GET  /contacts/v1/lists
GET  /contacts/v1/lists/{listId}/contacts/all
POST /contacts/v1/lists/{listId}/add
POST /contacts/v1/lists/{listId}/remove

Deduplication

Navigate: Data Management → Data Quality → Duplicate Management. Identified by: Contacts (email, first+last name, phone), Companies (domain, name).

POST /crm/v3/objects/{objectType}/merge
{ "primaryObjectId": "123", "objectIdToMerge": "456" }

Bulk operations

POST /crm/v3/objects/{objectType}/batch/update   (max 100/batch)
POST /crm/v3/objects/{objectType}/batch/archive  (90-day recycle bin)

GDPR delete

DELETE /crm/v3/objects/contacts/{contactId}?gdprDelete=true

Imports

Methods: CSV upload, spreadsheet sync (Google Sheets/Excel), API batch endpoints.

File requirements: CSV, XLSX, or XLS. 512,000 rows or 150 MB max. UTF-8 encoding. Required unique identifiers: Contacts need email, Companies need domain or name, Deals need deal name.

Step-by-step: CRM → Contacts → Import → File from computer → Select objects → Upload → Map columns → Configure (create and update / create only / update only) → Set lifecycle stage → Review → Finish.

Associations: Include identifiers for both objects in one file. Select both objects during setup.

Best practices

Clean data first. Test with 10-20 rows
Use email for contacts, domain for companies
Standardize dropdown values to internal property names
Semicolons for multi-select. TRUE/FALSE for checkboxes
ISO 8601 dates
Lifecycle stage only moves forward

Exports & data sync

Exports: From views (select records, Export), from lists, from reports. Formats: CSV, XLS, XLSX.

Data Sync (Operations Hub): Two-way real-time sync with 100+ apps. Configure sync direction, field mappings, filter rules, conflict resolution.

Vivenu integration

Sync contacts (purchasers), transactions, and event attendance. Methods: native integration, Zapier/Make, API-based, CSV import. Key fields: Email, Name, Phone, Purchase history, Last match attended, Ticket type, Seat location.

09

API reference

Base URL, authentication, REST conventions, rate limits, and the endpoints you’ll hit most often.

Fundamentals

Base URL

https://api.hubapi.com

Authentication

Private App Access Token (recommended): Authorization: Bearer pat-na1-xxx

OAuth 2.0: For multi-account apps.

REST conventions

GET (read), POST (create/search), PATCH (update), PUT (associations), DELETE (remove).

Rate limits

Type	Limit
Standard API	100 requests / 10 seconds
Search endpoints	5 requests / second
Daily limit	250,000 requests / day

Batch patterns

POST /crm/v3/objects/{objectType}/batch/create
POST /crm/v3/objects/{objectType}/batch/read
POST /crm/v3/objects/{objectType}/batch/update
POST /crm/v3/objects/{objectType}/batch/archive
POST /crm/v3/objects/{objectType}/batch/upsert

Pagination: ?limit=100&after=100

Specific properties: ?properties=email,firstname,lastname

Property history: ?propertiesWithHistory=lifecyclestage

Key endpoints

/crm/v3/objects/contacts
/crm/v3/objects/companies
/crm/v3/objects/deals
/crm/v3/objects/tickets
/crm/v4/objects/{from}/{fromId}/associations/default/{to}/{toId}
/crm/v3/properties/{objectType}
/crm/v3/pipelines/{objectType}
/crm/v3/owners
/crm/v3/objects/{objectType}/search
/crm/v3/objects/calls | emails | meetings | notes | tasks

Webhooks

Subscribe to: contact.creation, contact.propertyChange, deal.creation, deal.propertyChange, deal.deletion.

Scopes

Scope	Access
crm.objects.contacts.read/write	Contacts
crm.objects.companies.read/write	Companies
crm.objects.deals.read/write	Deals
crm.objects.custom.read/write	Custom objects
crm.lists.read/write	Lists / segments
automation	Workflows

CRM object operations

Common pattern

POST   /crm/v3/objects/{objectType}              # Create
GET    /crm/v3/objects/{objectType}/{id}         # Read
GET    /crm/v3/objects/{objectType}              # List
PATCH  /crm/v3/objects/{objectType}/{id}         # Update
DELETE /crm/v3/objects/{objectType}/{id}         # Delete
POST   /crm/v3/objects/{objectType}/search       # Search
POST   /crm/v3/objects/{objectType}/batch/*      # Batch ops

Create contact example

{
  "properties": {
    "email": "jane@example.com",
    "firstname": "Jane",
    "lastname": "Doe",
    "phone": "+18884827768",
    "company": "Greenville Triumph",
    "lifecyclestage": "lead"
  }
}

Create with association

{
  "properties": { "email": "jane@example.com" },
  "associations": [{
    "to": { "id": 101 },
    "types": [{
      "associationCategory": "HUBSPOT_DEFINED",
      "associationTypeId": 1
    }]
  }]
}

Upsert: Use idProperty with email or custom unique identifier.

Lifecycle stage: Can only move forward. Clear first to move backward.

Associations API (v4)

PUT  /crm/v4/objects/{from}/{fromId}/associations/default/{to}/{toId}
GET  /crm/v4/associations/{from}/{to}/labels
POST /crm/v4/associations/{from}/{to}/batch/create  (max 1,000)

Deal stage update example

PATCH /crm/v3/objects/deals/{dealId}
{ "properties": { "dealstage": "closedwon" } }

POST /crm/v3/objects/deals/batch/update
GET  /crm/v3/pipelines/deals
GET  /crm/v3/pipelines/deals/{pipelineId}/stages

Line items

POST /crm/v3/objects/line_items
PUT  /crm/v4/objects/line_items/{lineItemId}/associations/default/deals/{dealId}

Search API

POST /crm/v3/objects/{object}/search

Filter operators

Operator	Description
EQ	Equal to
NEQ	Not equal to
LT / LTE	Less than (or equal)
GT / GTE	Greater than (or equal)
BETWEEN	Range (use value + highValue)
IN / NOT_IN	In list (use values array, lowercase)
HAS_PROPERTY	Has any value
NOT_HAS_PROPERTY	No value
CONTAINS_TOKEN	Contains (supports * wildcard)

AND logic: filters in same group. OR logic: multiple filter groups. Limits: 5 req/sec, 10,000 max results, 200 per page, 5 filter groups max, 6 filters per group max.

Closed won deals example

{
  "filterGroups": [{ "filters": [
    { "propertyName": "dealstage",
      "operator": "EQ", "value": "closedwon" },
    { "propertyName": "pipeline",
      "operator": "EQ", "value": "default" }
  ]}],
  "properties": ["dealname","amount","closedate","hubspot_owner_id"],
  "sorts": [{ "propertyName": "amount",
              "direction": "DESCENDING" }],
  "limit": 100
}

Wildcard email domain

{ "filters": [{
    "propertyName": "email",
    "operator": "CONTAINS_TOKEN",
    "value": "*@greenvilletriumph.com"
}]}

10

Reporting & dashboards

Report types, chart options, ticket-sales patterns, and subscription limits.

Report & chart types

Report types

Single Object
Cross-Object (Pro/Enterprise)
Funnel
Attribution (Marketing Enterprise)

Chart types

Bar, Line, Area
Pie / donut
Tables / pivot tables
KPI displays
Scatter, Combo

Patterns for ticket sales

Revenue by Deal Stage: Deals → Sum of Amount by Stage → stacked bar / funnel
Sales Rep Performance: Deals → Count + Sum by Owner → filter close date
Contact Acquisition: Contacts → Count by Create date → line chart
Pipeline Velocity: Deals → Avg time in stage → bar chart
Revenue Forecast: Deals → Weighted amount by Close date → bar chart

Dashboards: Reporting → Dashboards. Add reports, arrange in grid, global date range, share with teams.

Limits

Tier	Dashboards	Reports / dashboard
Free	3	10
Starter	10	10
Pro	25	30
Enterprise	50	30

11

Sales tools

Meetings, calling, documents, and playbooks — the everyday sales toolbox.

Meetings & scheduling

Shareable booking links for contacts to schedule based on real-time calendar availability. Sync to CRM and calendar automatically. Requires connected calendar.

Meeting types: One-on-One, Group (requires Sales/Service seat), Round Robin (requires seat).

Configuration tabs: Overview (title, location, videoconference, description), Team Members, Scheduling (date range, duration, buffer, minimum notice, increments), Form (fields), Automation (confirmation, reminders).

Sharing methods: Direct link, embed on website, CTA button, email signature, live chat, sales emails, mobile app.

Recommended pages for ticket sales

Stadium Tour (30 min, in-person, round robin)
Season Ticket Consultation (15-30 min, phone/video)
Group Sales Inquiry (30 min, phone/Zoom)
Renewal Meeting (15 min, phone)

Calling tool

Minutes allocation

Plan	Minutes / user / month
Free	Limited
Starter	500
Professional	3,000
Enterprise	12,000

Minutes do NOT roll over.

Setup: Settings → Calling. Get HubSpot number or register your own. Third-party providers: Aircall, RingCentral, Zoom Phone, etc.

Making calls: From record (phone icon), from calling tool (top nav), or from task queues.

During & after call: Mute, Record, Take notes, Log outcome. After: Set outcome (Connected/Left voicemail/No answer/Wrong number/Busy), type, notes.

Recording & CI: Enable in Settings → Calling. Consent settings: record all or ask permission. Conversation Intelligence (Pro/Enterprise): automatic transcription, keyword tracking, talk-to-listen ratio, coaching playlists.

Outbound priorities

New depositors — welcome call within 24h
Inbound leads — call within 5 minutes
Renewal conversations — 60-90 days before expiration
Lapsed holders — targeted outreach
Post-match follow-up — day after match

Documents & playbooks

Documents: Trackable files that notify when prospects view them. Upload at Library → Documents. Supported: PDF, PPT/PPTX, DOC/DOCX, XLS/XLSX. Tracking: notification on open, page-by-page viewing analytics, link sharing detection. Settings: require email to view, disable sharing, allow downloading.

Playbooks (Pro/Enterprise): Interactive guides for calls/meetings. Library → Playbooks. Types: Call, Meeting, Custom. Build with text blocks, questions (open text, dropdown, checkbox, date, number), property update fields, notes sections. Use from record sidebar → Playbooks. Log saves to timeline.

Discovery call playbook

Fan history, attendance
Seat interest, budget
Preferred area, decision timeline
Updates lifecycle stage and deal amount

Seat selection & renewal

Seat selection: Confirm preferences, review inventory, present pricing, walk through benefits, handle objections, close and process
Renewal: Satisfaction (1-10), concerns, upgrade interest, stadium benefits, payment method, decision

12

Marketing

Email marketing, forms, landing pages, and the marketing-vs-sales email distinction.

Email marketing

Marketing vs sales emails

	Marketing	Sales templates
Purpose	Bulk sends to lists	1:1 outreach
Sent from	Marketing → Email	CRM records, sequences, inbox
Tracking	Analytics dashboard	Per-email open/click
Unsubscribe	Required (auto-included)	Not required

Creating marketing emails: Marketing → Email → Create email. Types: Regular (one-time), Automated (for workflows), Blog/RSS.

Personalization tokens: {{ contact.firstname }}, {{ company.name }}, {{ deal.dealname }}, {{ owner.firstname }}. Always set default values.

Smart content (Pro/Enterprise): Show different content based on list membership, lifecycle stage, country, device, language, contact owner.

A/B testing: 50/50 split test or winning version test (small sample, then auto-send winner). Test one variable: subject line, sender name, CTA, body copy, images.

Deliverability: Required: physical address, unsubscribe link, verified sending domain. Marketing contacts only. Bounce management: hard bounce auto-blocked, soft bounce retried.

Limits

Feature	Free	Starter	Pro	Enterprise
Emails / month	2,000	5x tier	10x tier	20x tier
A/B testing	No	No	Yes	Yes
Sales templates	5	5,000	5,000	5,000

Forms & lead capture

Forms collect visitor info and create/update contacts. Available on all plans.

Types: Embedded, Standalone page (HubSpot-hosted URL), Pop-up (scroll %, exit intent, time).

Field types: Single-line text, Multi-line text, Email, Phone, Number, Dropdown, Radio, Checkbox, Single checkbox, Date picker, File upload, CAPTCHA.

After submission: Thank you message, redirect to HubSpot page, redirect to external URL, redirect to scheduling page (Enterprise), conditional redirect.

Progressive profiling (Pro/Enterprise): Show different fields to returning contacts based on what you already know.

Ticket sales forms

Season Ticket Interest: Name, email, phone, seats, preferred section, source
Group Sales Inquiry: Name, email, phone, org, group size, event type, preferred date
Stadium Tour: Name, email, phone, preferred date/time, group size
Newsletter: Email, first name, fan interests checkboxes

Pop-up forms

Types: Pop-up box, dropdown banner, slide-in
Targeting: URL, scroll %, exit intent
Time on page, new vs returning

Landing pages & website content

	Landing pages	Website pages
Purpose	Convert via single CTA	General content
Navigation	Minimal / none	Full site nav
Location	Content → Landing Pages	Content → Website Pages
Plans	All (Free+)	Content Hub Starter+

Creating: Content → Landing Pages → Create. Select theme → template → name → drag-and-drop editor → configure settings → preview → publish.

A/B testing: Run a test → make one change → 50/50 traffic split. Adaptive testing (Pro/Enterprise): AI auto-optimizes multiple variations.

Ticket sales pages

Season Ticket Sales: Benefits, pricing, seat selection, interest form
Group Sales: Corporate events, birthday parties, youth groups, inquiry form
Single Match: Opponent-specific, pricing, urgency, direct ticket link
Stadium Waitlist: Construction progress, amenities, deposit / interest form

13

Admin & service

Setup, users & permissions, account settings, and service tools (conversations, tickets).

Email & calendar setup

Auto-logging, email tracking, calendar sync, sequences, templates, meetings tool, send from CRM. Each user must connect individually.

Supported providers

Provider	Email	Calendar	Sequences	Conversations
Gmail	Yes	Yes	Yes	Yes
Office 365	Yes	Yes	Yes	Yes
Exchange	Yes	Limited	Yes	No
IMAP	Yes	No	No	No

Connect personal email: Settings → General → Email → Connect personal email → Select provider → Authenticate.

Connect calendar: Settings → General → Calendar → Connect your calendar → Select provider → Authenticate. Calendar sync ON by default. Only syncs primary calendar.

Sales extensions: Gmail: Chrome extension. Outlook: O365 add-in (recommended). Provides: Log/Track toggles, contact sidebar, templates, sequences, documents.

Users, permissions & teams

Seats control Hub access. Permissions define capabilities. Teams organize users. Permission Sets (Enterprise) are reusable templates.

Adding users: Settings → Users & Teams → Create user → Email → Assign seats → Set permissions → Create.

Permission categories

CRM: View/Edit/Delete (All/Team’s/Own/None) for each object. Import/Export control. Bulk actions.
Marketing: Email, Forms, Landing pages, Social, Ads, Campaigns, Files.
Sales: Sequences, Templates, Documents, Playbooks, Forecasting, Payments, Quotes.
Service: Knowledge base, Customer portal, Feedback surveys, Help desk.
Automation: Workflows, Chatflows.
Account: Account defaults, Billing, Property settings, User management, Data quality, Integrations.

Recommended user structures

Super Admin (1-2): Full access
Sales Manager: View/edit all, delete team’s, full sales tools, full reporting
Sales Rep: View all, edit own + team’s, sequences, templates, no delete
Marketing: Full marketing tools, view contacts, no sales tools
Box Office: View own only, minimal tools, no delete/import/export

Security: Limit Super Admins, enable 2FA, review quarterly, audit activity, remove users promptly, restrict export.

Account settings & initial setup

Day 1 checklist: Profile (name, timezone), email connection, calendar connection, browser extension, notifications, mobile app.

Admin setup: Account defaults (timezone, currency, fiscal year), domain, branding, email sending domain (DKIM/SPF/DMARC), users and seats, teams, deal pipelines, ticket pipelines, properties, lifecycle stages, lead status, integrations, subscription types, GDPR settings, views and dashboards.

Key integrations: Google Workspace / O365, Zoom / Meet / Teams, Slack, Zapier / Make, Vivenu, social media, Stripe, Google Analytics.

Settings navigation quick reference

Setting	Location
User profile	Avatar → Profile & Preferences
Email	Settings → General → Email
Calendar	Settings → General → Calendar
Users & Teams	Settings → Users & Teams
Account defaults	Settings → Account Defaults
Properties	Settings → Properties
Deal pipelines	Settings → Objects → Deals
Ticket pipelines	Settings → Objects → Tickets
Domains	Settings → Content → Domains & URLs
Integrations	Settings → Integrations → Connected Apps
Privacy / GDPR	Settings → Privacy & Consent
Security / 2FA	Settings → Account Setup → Security
Calling	Settings → Calling

Conversations & help desk

Shared inbox for managing communications across channels (email, chat, Facebook Messenger, WhatsApp, forms). Setting up: Settings → Inbox & Help Desk → Inboxes → Connect a channel.

Team email: Connect shared address (e.g., tickets@triumph.com). Gmail or Office 365 only. All emails appear in shared inbox.

Configuration: Assignment rules (auto-assign), round-robin, auto-reply, working hours, SLAs (Service Pro/Enterprise).

Live chat: Automations → Chatflows → Create → Website → Live chat. Configure welcome message, availability, display (avatar, color, position), language, target pages. Features: real-time messaging, visitor info sidebar, canned responses, transfer conversations, file attachments, typing indicators.

Chatbots: Automations → Chatflows → Create → Website → Bot. Templates: qualify leads, book meetings, support triage, knowledge base search, offline collection. Actions: send message, ask question, quick reply buttons, if/then branch, set property, assign to agent, create ticket, enroll in workflow, book meeting, search knowledge base.

Help desk (Service Hub): Ticket-centric workspace. Unified ticket view, SLA management, ticket routing, customer portal. Auto-assign by channel, properties, team capacity. Skill-based routing.

Snippets: Canned responses. Library → Snippets. Type #shortcut in any text field. Ideas: #pricing, #parking, #groupmin, #seatmap, #stadiuminfo, #renewal.

Tickets & service pipeline

Tickets track issues through pipeline stages from creation to resolution.

Pipelines: Settings → Objects → Tickets. Default stages: New, Waiting on contact, Waiting on us, Closed. Customize: add stages, set Open/Closed status, reorder, automate.

Creating tickets: Manually (CRM → Tickets), from email, from forms, from chatflows, from workflows, via API.

Properties: Ticket name, Pipeline, Status, Priority, Category, Owner, Create/Close date, Source, Time to close, Time to first response.

Views: Board (Kanban drag-and-drop), Table (spreadsheet-style, bulk edit), Saved views.

SLAs (Service Pro/Enterprise): Time to first response, Time to close. Targets by priority. Business hours clock. Breach notifications.

Fan support pipeline

New → In Review → Awaiting Fan Response → Resolved → Closed
Categories: purchase issue, refund/exchange, seat relocation, parking, accessibility, login, general

Season ticket service pipeline

New Request → Under Review → Awaiting Approval → Processing → Complete
Use for: upgrades, payment modifications, add-ons, transfers, special events

Customer feedback (Service Pro/Enterprise): CSAT, NPS, CES surveys. Auto-send on ticket close.