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Setting Up User Preferences

Staff walkthrough for HubSpot profile setup: RingCentral number, Gmail connection, the HubSpot extension, and Google Calendar.

Purpose

Set up your HubSpot preferences once, correctly, and the account stays out of your way after that. This covers your profile, your direct RingCentral number, your default homepage, and the connections, Gmail, the HubSpot extension, Google Calendar, that make outbound calls, texts, and meetings work the way they should.

At a Glance

  • Profile and Preferences lives in the top right of the HubSpot dashboard.
  • Confirm your direct RingCentral number in RingCentral itself before it will populate correctly in HubSpot; without that, outbound calling, SMS, and call tracking will not work as expected.
  • Connect Gmail, install the HubSpot Chrome extension, and link Google Calendar so scheduling, call tracking, and reminders run on their own instead of by hand.
  • Notification channels (email, phone, browser) and two-factor authentication are both configurable per user. Security settings come preset; two-factor is optional, not required.

Setting Up Your Preferences

  1. Open Profile and Preferences. In the top right of your HubSpot dashboard, open Profile and Preferences and enter your name and your direct RingCentral number. This number drives outbound calling and SMS.
  2. Confirm the number in RingCentral first. Set your direct number in RingCentral itself before relying on it in HubSpot. Then choose your default homepage, whichever page you use most.
  3. Connect your Gmail. Connect your personal Gmail for in-browser use. Turn on inbox automation here too, so contact details and follow-up tasks pick up on their own instead of you entering them by hand.
  4. Install the HubSpot extension. Install it from the Chrome Extensions menu. It lets you set an email alias, edit your signature, and block specific emails from saving to the CRM, none of which most users need to touch.
  5. Turn on call tracking and transcription. With the extension installed for Gmail, your direct RingCentral number populates for outbound and inbound calls, and both get tracked and transcribed automatically.
  6. Link Google Calendar. Link your profile to the calendar you actually use, and set task defaults, due dates and reminder timing, to match how you work.
  7. Finish your notification and security settings. Choose which notifications come by email, phone, or browser, per interaction type. Security settings are preset by default; two-factor authentication is available if you want the extra step, but it is optional.

Edge Cases and Troubleshooting

  • Your RingCentral number is not showing up on calls. Confirm it is set correctly in RingCentral first, then check Profile and Preferences again. The HubSpot extension also needs to be installed for Gmail before tracking and transcription will populate that number on inbound and outbound calls.
  • You are looking at the alias, signature, and blocking settings inside the extension, unsure if you need them. Most users do not. They exist for a specific edge case, not as a required setup step.
  • What do I say when a new teammate asks if two-factor authentication is required? Tell them the account's security settings come preset by default, and two-factor is an optional extra step, not something that locks them out of the account for skipping it.

Vendor Reference

Who to Ask

Not sure why your RingCentral number will not save, or which homepage or notification setting fits how you work? Ask your manager before changing account-wide settings on your own. For the Gmail-specific features, tracking, sequences, meeting links, tasks, once your preferences are set, see Utilizing HubSpot in Gmail.