Who is your HubSpot Admin?

In the fast-paced world of B2B marketing and sales, having a robust CRM system is crucial. For many small to mid-sized companies, HubSpot has become the go-to platform for companies of all sizes. But who ensures that this powerful tool is working optimally for your organization?

Enter the HubSpot Admin – a role that's becoming increasingly vital as more and more companies adopt HubSpot as a CRM, and as HubSpot product updates are being put out faster than ever. 

What is a HubSpot Admin?

A HubSpot Admin is the maestro of your HubSpot instance. They're the technical expert who understands the intricacies of the platform and how to tailor it to your company's unique needs. This role bridges the gap between your marketing and sales teams and the technology that powers their efforts.

HubSpot Admins are responsible for configuring and maintaining the HubSpot platform, managing user access and permissions, customizing workflows and automationm ensuring data integrity and compliance, and providing training and support to end-users.

No pressure. :)

What are the Essential Responsibilities of a HubSpot Admin?

The role of a HubSpot Admin is multifaceted and crucial for maximizing your investment in the platform. Here are some key responsibilities:

1. System Configuration and Optimization

HubSpot Admins set up and maintain your HubSpot portal, ensuring it aligns with your business processes. This includes customizing properties, creating custom objects, and setting up integrations with other tools in your tech stack.

2. Data Management and Quality Assurance

Maintaining clean, accurate data is crucial for effective marketing and sales operations. HubSpot Admins implement data management best practices, perform regular audits, and establish protocols for data entry and maintenance.

3. Workflow and Automation Creation

Leveraging HubSpot's powerful automation capabilities, admins create and optimize workflows that streamline marketing and sales processes, saving time and improving efficiency.

4. Reporting and Analytics

HubSpot Admins set up dashboards and reports that provide actionable insights to marketing and sales teams, helping to drive data-informed decisions.

5. User Training and Support

As the resident HubSpot expert, admins provide training to team members, troubleshoot issues, and stay up-to-date with new features and best practices.

What Does This Look Like in Practice?

In a typical day, a HubSpot Admin might:

• Start the morning by reviewing system logs and addressing any urgent issues

• Spend time optimizing a complex workflow for a new marketing campaign

• Meet with the sales team to understand their reporting needs and create custom dashboards

• Conduct a training session for new hires on HubSpot basics

• Collaborate with the marketing team to implement tracking for a new lead generation initiative

• End the day by documenting processes and planning for upcoming projects

The role requires a blend of technical skills, strategic thinking, and excellent communication abilities. A great HubSpot Admin is always learning, adapting to new features, and finding innovative ways to leverage the platform for business growth.

Who is Your HubSpot Admin?

Based on everything above, who does this sound like in your organization?

Do you have a designated HubSpot Admin?

Congrats! You get a gold star. ⭐️

Seriously, having a designated team member to take ownership of your CRM and all the tools HubSpot has to offer is essential. It's important to your success with the software, but also for making your entire team feel heard when it comes to feedback, confident with their tools, and valued in their given responsibilities.

Are you the de facto HubSpot Admin?

Many marketing and sales leaders find themselves wearing the HubSpot Admin hat by default. While this can work in the short term, it often leads to suboptimal use of the platform and takes you away from your core strategic responsibilities.

Is it a shared responsibility?

Sometimes, when a company hasn't formally considered this role before, or haven't had enough team members in the platform to warrant a ring leader, multiple people can fall into owning different parts of the CRM. Maybe the Sales Director manages Forecasting, Templates, and Sequences, whereas the Marketing Director manages the website, marketing emails, and social media. 

But what happens when Reporting, a tool that both teams utilize and rely on to hold themselves accountable, doesn't have someone specific managing it? Who handles deciding whether to implement a new product update that affects both teams, such as Sequences being a new asset option for the Campaigns tool in Marketing Hub? If any team members are a little too relaxed about messing with property settings, report customizations, or record data, who makes the call on where and when to edit user permissions overall?

Naming one person the main HubSpot Admin at your company helps avoid confusion and frustration amongst your team. Providing a clear responsibility and structure—even if, in actuality, nothing much changes—helps ensure everyone knows who to go to for questions, who makes the final decisions, and, more importantly, who doesn't.

Choosing your HubSpot Admin

If you're struggling to get the most out of HubSpot, experiencing data quality issues, or feeling overwhelmed by the platform's complexity, it might be time to consider hiring or designating a dedicated HubSpot Admin. You might be missing out on the platform's full potential.

Investing in proper HubSpot administration can lead to significant improvements in your marketing and sales operations. It ensures that you're leveraging the full power of the platform, maintaining data integrity, and continually optimizing your processes for better results.

Remember, a skilled HubSpot Admin isn't just a technical role – they're a strategic partner in your company's growth, helping to align your technology with your business goals and drive success in your marketing and sales efforts.

Resources for HubSpot Admins

Whether you're looking to hire a HubSpot Admin, train an existing team member, or get expert help to optimize your instance, there are resources available. HubSpot offers certification programs, online courses, and bootcamps.

• The Sprocketeer community on Slack is invaluable.

• The HubSpot Admin HubSpot User Group (or HUG) is open to anyone and meets weekly to cover new features or discuss best practices. 

• I can't recommend HubSpot Academy's Super Admin Bootcamp enough! Every portal needs an Admin, but more importantly, every Admin needs some support! Grateful for this collaborative community. Keep an eye on the registration page to see when you could join next! 

Do you have specific questions about being a HubSpot Admin? I've been there!

My door (or contact form) is always open! I'd love to provide my insight wherever I can, or point you in the right direction if I know of someone that could help.