Customising your CRM with Hubspot and Zapier

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Customising your CRM with Hubspot and Zapier
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Automation at work
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Customising your CRM with Hubspot and Zapier

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Customising your CRM with Hubspot and Zapier

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Step 1

Once you’ve signed up and logged into Hubspot CRM you should see a setup screen, scroll to the bottom and press Skip Setup.

Find and press Contacts from the Navigation Menu, select Contacts. On the next screen press Add a Contact. Fill the fields. Add an Email Address, First Name, Last Name and Job Title.

Press Create Contact.

You’ll notice if we have added a Business or Company email address Hubspot will create a Company record and tie it to our Contact Record.

From the Contact Record, click into the Company from the right Menu to view those details.

Step 2

Next let’s connect our email account.

On the Contact Record we just created, click the Email icon from the left hand side menu under the Contacts name. On the pop up in the center console, select your Email provider and connect your inbox.

Once connected, you now have the ability to send emails directly from inside of Hubspot. Additionally, sending emails from inside the native client, will log them against the Contact Record inside of Hubspot.

Next let’s create a Deal.

On the Contact Record, click +Add from the Deals section in the right hand menu. Enter some dummy Deal values including the Deal Stage to create a Deal logged against the Contact and Company.

You can view the stages current Deals are at via the Sales > Deals naviagation menu.

Step 3

In Hubspot, certain features are restricted on the free plan. One of which is Sequences. These can be useful for Sales outreach.

Let’s recreate this feature using Zapier.

First let’s create a Custom Field which we’ll use to Trigger our Zap. Click into your Contact record and in the left hand menu, scroll down and select View all properties. On the Manage Properties screen, select Manage Properties.

Select Create Property from the next screen. Use the following to create a new property, Object Type = Contact, Group = Contact Information and Label = Send Onboarding Email.

Press Next. Choose Next as the Field Type then press Create. Now navigate back to our Manage Properties screen, Search for our new Property and press Add to your view.

We should now see the property in the left menu on the Contact record.

We now have a property which we can toggle to Trigger a Zap.

Step 4

Open Zapier and Create a new Zap.

For the first Step in the Zap, select Hubspot and New Contact Property Change as the Trigger. Sign in and connect your Hubspot account. Once connected press Continue.

On the Customize Contact screen, Search for and Select the Property we created from the Property Name field. Press Continue.

If we get a green tick Zapier will move you to the next step in the Zap.

Now let’s choose Gmail and Send Email as the Action Event. Press Continue. Connect your Gmail account making sure it is the same one used in Hubspot. Press Continue.

Now let’s customise the email. Using the option on the right hand side of each Field, map the Contact’s Email from our Hubspot step into the To field.

Back into Hubspot now, goe into your Settings (top right) and find the Email Integrations menu. Select Log and Track then copy that BCC email address.

Back into Zapier now, enter that address into the BCC field. This will help log the email against the correct record.

In the From field, select your email address and complete the other required fields as desired. Press continue once done.

For the next step in our Zap we’re going to add a Delay. Click the blue + Button to add another Step (note - this is a multi-step Zap which requires a paid Zapier account). Search for and Select the Delay app. This is a Helper function which you should see on the pop up.

Customise the Delay setting it for 1 Day.

Finally add another step to your Zap. Again, select Gmail and create another Email which would be the next Email in your Sequence.

Once done, press continue and switch on your Zap.

That’s it, we now have a Multi-step Zap which will send an Onboarding sequence to a Hubspot contact once our Custom Field is toggled on the Contact record in Hubspot.

Test this by creating yourself as a contact in Hubspot, toggling the Property. You should see the activity logged on your Contact record and also the Zap processed within Zapier.

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