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Utilizing Hubspot in Gmail

Checklist for tracking emails, launching sequences, scheduling meetings, and creating tasks from the HubSpot Gmail extension.

Purpose

The HubSpot Chrome extension links your Gmail to HubSpot. Track emails, launch sequences, use snippets, schedule meetings, and manage tasks, all from your inbox.

At a Glance

  • Orange status boxes in Gmail show a tracked email's open and click status.
  • Tracking covers opens, clicks, tickets, companies, and contacts, not just the email itself.
  • Turn off tracking on any single email you do not want tracked.
  • Sequences, snippets, meeting links, and tasks all launch directly from Gmail.

Checklist: Working From Gmail

  1. Confirm the extension. Extension installed, Gmail linked. No extension, no orange boxes, no tracking.
  2. Track an email. Send it. Watch for the orange box. Toggle tracking off per email when you do not want it.
  3. Start a sequence. Launch from the compose window. Use the "inbound first call" template for a first reply to a new inbound lead, or another template that fits the situation.
  4. Use a snippet. Pull a saved snippet in instead of retyping the same content.
  5. Schedule a meeting. Insert your meeting link, or propose times directly in the email. The recipient picks a time, and the meeting locks in on its own, no back and forth. Add your direct phone number or a scheduling-page link when the situation calls for it.
  6. Update a task. Create or update a HubSpot task straight from the Gmail thread, using the available templates.
  7. Escalate to a manager. Reply to the client noting a short delay. CC your manager on that same reply. Create a HubSpot task assigned to the manager so the follow-up does not fall through.

Vendor Reference

What Do I Say When a Client Asks Why an Email Looks "Tracked"

Keep it simple: the extension shows you when an email is opened or clicked, so you know when to follow up, nothing more than that. Turn tracking off on that email if the client would rather you did not track it.

Who to Ask

If a task is not landing where you expect, or a template does not fit the situation, loop in your manager instead of guessing. Getting your profile, RingCentral number, and the extension itself set up in the first place happens in Setting Up User Preferences.