G'day, guys, it's Trav here from Neighbourhood.
Are you looking to track your
communication outside HubSpot between prospective leads and clients?
This is where knowing how to manually log
a call, note, email or meeting on a record can come in handy so that that you
and your team can always be on the same page with each client.
Now, as a heads up, this applies to all products and plans to use this feature.
And if you're keen on more practical support, inside HubSpot,
Neighbourhood does offer a comprehensive, easy to follow course so that you're
making the most out of your HubSpot investment.
Stay tuned for more info at the end of this video.
And if you're keen to take your learning offline, though,
we'll include a free downloadable PDF in the description below.
All right, let's get stuck into this.
Now, this is relatively easy.
It's one of the main functions that I use
personally inside HubSpot on a contact record.
I will say if you're fairly new to this and you're sort of starting new processes,
try to get in the habit of capturing as much activity as possible.
A few reasons for that being is that the more activity that you can
capture, the more that you can report on it.
So just keep that in mind.
So let's dig into it and let's get going.
So I automatically open up in the task screen here.
So I'm going to move across and go to contacts and contacts here and this
will bring up all the contacts that we've got.
Now, this is our demo account, so it's got a lot of like dummy data
in it, but let's just say we've got Alison here.
Now, this is the contact record that I was talking about in the intro.
And recently HubSpot have just made a bit
of an update to logging specific activities.
So in order to log a few things,
you want to go at the very top next to Allison's name.
And then there's these orange buttons at the top here.
They have changed slightly just over
the last couple of weeks and they might change again, who knows?
The first one here is creating a note.
So if we want to create a note,
this is really good for a lot of internal communications.
So just to remember that the customer will
never see this unless you share the screen with them.
The idea here is to develop an internal
communication specifically to anybody about that.
Now, remember, you can log information
that's just about that, or you can also communicate with other people internally.
For example, if we're here and say,
Allison, I spoke to her about a product and she was keen
on P one and P five, making that one up there.
But say for example, now, that's obviously just a notepad,
if you will say, for example, I wanted to reach out to Dom and I wanted
to say Dom's input in regards to the product of p one.
You can use the Shift or use the at symbol
and just type in Dom's name so we can click on that.
What do you think about pricing?
Now when I go ahead and I can tag a bunch
of people in here that's relevant for somebody internally.
What happens is when I save that note specifically, it will actually notify him
via email to say you've been mentioned in a note and it will link him directly
back here in which we can have a sort of a conversation around that as well.
Now it does have all the formatting options you can link, you can add photos,
you can attach certain things to the actual note itself.
But just keep in mind it is an internal note and depending on your type
of business, it's really helpful to make sure that you keep a note of specific
interactions or something to be mindful of.
I will give you a little hot tip as well.
So if we are saving this note,
you can see here now at the very top here, it's actually a part of the timeline.
One really cool thing I like to do is if you have got a note and you are collecting
specific information about it and you kind of want it to be front of mind all
of the time, you can actually go up to actions here and go down to Pin.
If we click on Pin, that means it will always stay at the very top.
So no matter how many records get added to it, it will always be at the very top.
So keep that top of mind too.
If you are collecting specific information
about that customer and you kind of want it to be top of mind when someone does go
to the record, you can pin it there as well.
So that's pretty good.
Moving across to the email function that we've got here.
Now this isn't too dissimilar to what you would do normally if you've got a Gmail
account, if you've got Microsoft or STMP account or anything like that.
So in here we can write emails just like those platforms itself.
So in here it's asking what's the lawful basis of communication?
Now I'm just going to put some dummy data in here.
Now obviously you want to make sure you put the relevant information in there.
Now in here it works exactly like a male user that you've got here.
At the moment we've got powered by HubSpot
that obviously can be removed and you can also update your signature as well.
Now just a way that we do it now we copy our signatures, we use Gmail,
we copy the signatures the same in Gmail as well as in here.
So no matter where I'm emailing it's always going to look consistent as well
and it doesn't matter something to be mindful of as well.
It shouldn't be considered as an inbox.
It should always just be sort of outgoing, but we'll go through here and we might
send Alison an email hello and we might go through.
We can use template, sequencing or anything of that matter that we need to.
I don't think we've got anything hooked up.
If we have that's amazing. Seems to be working.
There you go.
We can see that the email is there as well.
Again, much like before,
if we wanted to pin that one, if it's super relevant,
we're going to swap that over and we've pinned that one to the very top there.
So you can see there that those hopefully that's not a real email address.
If it is, you just got an email from me
and that's sending out manual email through as well now, phone call,
I don't think we have anything set up here at the moment.
We use this feature quite extensively here at Neighbourhood.
If we wanted to make a phone call to that person, we could go through,
set up our own number and actually have a phone call.
The great thing about the phone call
function in here is that one, it will record it for you too and in most
cases it will give you the transcription of it as well.
You're actually able to take notes in that feature as well.
Again, great for sales teams or customer
service teams that are actually using this feature.
I always have a good rule of thumb is
that they should always be writing as many notes as possible in an interaction
with a phone call should they be sick or no longer at the business.
There's always a track record of exactly so at least recording.
But notes are also very helpful in regards
to explaining next steps and what the call was about.
Specifically.
The next one we've got here is creating a task, if you're familiar with it.
I'm sure we've got videos in here that talking about management of tasks.
If we need to manually add a task without
having to go to sales and tasks and adding a task here, we can just go through
and add one directly that corresponds to Allison's profile.
So going through this process,
as you can see on the screen, filling out the task name, when it is,
when it needs to be reminded and if it needs to be repeated.
The beautiful thing with this,
as well as you can go through and assign specific tasks to other people too.
So, for example, if you spoke to Alison and I need to get Don to go ahead and do
a proposal or something, I could set a task for him and when it
needs to get done and then allocate that task over to Dom and then basically
click on Create again, he'll get that notification and also
the reminders for when that is possible as well.
So that's a really good feature too.
Another one that we've got is scheduling a meeting in here now.
It's going to pop up and say that we need
to sort of connect our calendars as well to this.
Obviously it needs to talk to the calendar.
It's not dissimilar to adding a calendar
invite inside your calendar as well and it will pipe through and show up.
Personally, in my own opinion,
I like to use the calendar feature only because I can see what my day is like
and what it is in this feature we're going through.
We're just basically shooting it and putting it straight across there.
So if you are just wanting to go ahead and book a meeting quite easily with any
of Google or Outlook, you can go ahead and use that feature too.
We've also got the Ellipses at the right hand side there as well,
which just recently allowed us to sort of go ahead and log a few more things.
So for example, if we sent them an SMS
really much like the notes too, but with a date and time on it as well,
we can go through and just copy and paste the text.
I assume in the future they're going to go through and have some functionality there
so you don't have to manually type this in.
We use message media.
It goes through and just pulls through across automatically.
A LinkedIn message, logging a WhatsApp message as well.
These are all fairly new features as well,
so you can go through and actually keep a note of what's done there.
You can log a phone call, log a meeting, logan email or log a posted mail as well.
They all are pretty much laid out exactly the same, but when you go through and type
that out and log the activity, you should see a posted mail at the very top there.
So that's pretty much it and that's how
you go through and individually log on a Contacts profile.
And there you have it.
You now know how to manually log a call,
notes, meeting or email inside a record inside HubSpot.
Now, if you're wanting to make the most out of your HubSpot investment,
Neighbourhood offers a STEPBYSTEP course covering marketing,
sales service and CMS Hub in depth ensuring you and your team are best
serving your customers while developing efficient internal processes.
Now we'll leave a link for this in the description below as well.
If you're after a PDF version of this for later on or you're just passing it
to a Mate and need we'll include a link in the description as well.
Now, if you've gained value from this video or you're keen to learn more about
HubSpot, make sure you hit that subscribe button as well.
But for now happy hubspoting.