HubSpot Training Operations - 7 May 2025

 

Hubspot Training Operations - March 07

VIEW RECORDING - 19 mins (No highlights)

@0:00 - Jonathan Riis Gilmartin (sunrise.dk)

because I'm on hold in another meeting.

 

@0:02 - Lisa Dalsgaard (Assessio)

That's why it may be perfect.

 

@0:03 - Jonathan Riis Gilmartin (sunrise.dk)

There he is. This meeting will also be recorded. I hope that's okay for everyone so that you can rewatch this.

 

@0:10 - Marjolein Wieman (Assessio)

I'll put it on a training page.

 

@0:13 - Jonathan Riis Gilmartin (sunrise.dk)

We need to figure out which training page, but I'll put it on a training page. If you want to create a new contract for a customer or C find an existing contract, of course, as well, we can just search for real contact, but I don't want to create a contract on a real customer.

Let's just search for sunrise now, you can use this search bar up here to search for everything. It can be a contact person, a company, or a deal.

You will have contracts on mostly deals in general, because they will be linked to the opportunity-specific deal. The contract will be linked there just so you know.

But you also have the option to have contracts on companies. So that's also somewhere that it can sit, but typically it would be used.

 

@1:06 - Marjolein Wieman (Assessio)

And then just to raise a question to all of you, like our supplier contracts just only will be in OneFlow, not in HubSpot.

HubSpot are only customers. Yes, correct. So that will be the same as before. So you will have different works pieces in OneFlow still and it will be on template level just stay with upstairs.

 

@1:31 - Emma Engebretzen (Assessio)

It's a template that's connected to HubSpot. depending on template you choose or actually what in HubSpot only those templates will be available, choose from.

And as Jonathan said, since the integration only goes one way, if you create a document in OneFlow, it will not be moved to HubSpot.

Yeah, exactly.

 

@1:58 - Marjolein Wieman (Assessio)

But just from my understanding, HubSpot But our only customers, suppliers are just in one flow, HR is just in one flow.

So we're only looking into the contracts, which are deals or actually attachments as DPOs or addendums or et cetera.

And that's what we're looking at now. Yes. Yeah.

 

@2:17 - Jonathan Riis Gilmartin (sunrise.dk)

Perfect.

 

@2:18 - Marjolein Wieman (Assessio)

Super.

 

@2:19 - Jonathan Riis Gilmartin (sunrise.dk)

I just want to show I'm on a company record now inside of HubSpot. On the left side, you can see properties or data fields.

You can also call them. So that's information about customer. This can be country, platform, segment, industry, life cycle stage.

You will mostly deal with customers. So that's fine enough. some other information that you can see here, you can open these.

you want to, you can also collide them. So you don't need to see it at all times. And this is also actually here where existing contracts will sit.

So here you will have a section called contracts and you will then have links to all contracts from off sales and just in general.

or the contract you are adding manually if you need to. They will sit in a section called the contract section.

I will send that video to you next week so you can see how that looks. And then here in the middle, you have activity.

So you know how this looks, right? This is more of a hotspot, you can say you have all activity on the customer.

So this can be meetings, this can be tasks, deal activity, just a lot of stuff you can see here in the middle.

And then on the right, you have associations. So what is the company linked to? And if we scroll down a little bit, you will see contacts and you will see deals.

And again, it will be mostly on deals and companies that you will be working. I just want to scroll down a little bit to show you that here we have the one flow section.

So the one flow section is visible on the company and the deal record. So you can create the contracts from both places.

Again, I would recommend doing it.

 

@4:00 - Marjolein Wieman (Assessio)

the deal level.

 

@4:00 - Jonathan Riis Gilmartin (sunrise.dk)

If you already have the signed master agreement and you need to add a DPA, example, or I don't know how that would work, we need to add another contract.

You would go into the deal. Let's just take this one. You would go into the deal and then you can scroll down a little bit.

Here we have one flow. You can say create contract and you can just select the right workspace. I will do Sweden and then I could say a new platform and then you just choose the people who need to sign, so that could be mess.

You can also change the role here, right? Influencer viewer and so on. You can have multiple, of course, if you need to do that.

I think it's the same when you do it directly from AppSales and you don't really need to think too much about this one.

This is just attachments from HubSpot will not be put into the template. You will still see these attachments because they are part of the template in OneFlow.

OneFlow also has the option to take attachments from the deal in HubSpot and upload them into the contract, but these templates are not set up for that, so they don't need to have that.

So just if you think this, you know, the message is worrisome, don't be, these are the appendix issues you need.

And then you can say create contract, and it'll just think. And then it will open up the contract. And then you can see that the contract has been created for Sunrise.

And I'm pretty sure the same, you were used to in op sales, you didn't have the client, organization, number, address, postal code, and city that's put in from HubSpot.

And then you can basically, if everything else looks good, of course, you can send it here. I suppose he's probably getting tired of me sending him contracts that tests, but I'm guessing you would like to see so I'll send you a test.

Test test test yes successfully send and then you can close this window actually and then you can see here also if I just hit refresh you can see that the status on the contract.

Now has changed to pending and then when the contract is signed it will say signed and then everyone will be happy.

 

@6:38 - Lisa Dalsgaard (Assessio)

Can you also show me how to add if my person person I'm negotiating with about a contract she's not list how do I then add her before.

 

@6:52 - Jonathan Riis Gilmartin (sunrise.dk)

Yes so if you have someone on the deal you need to add as a contact person you can just go to the contact which are always in the top right corner.

when you're on the deal and you can say add and typically it would be create new right so you would search for the email so let's just say uh here and then you can say you know what's on Denmark by rough uh source and then job title and phone number is not mandatory so you can skip those you don't think they are needed and you can say create oh we go back and that was the referral what did that mean then you put source yes i think i just need to add a none of for you because of course you don't need to put in source per se because it's just uh it's someone who's already in dialogue with right so i think i'll just put a special source in for you then you can then add to it

And then you've created the contract. Oh, sorry. You created the contact, not the contract. And then you can go to the one flow section and of course you can change this one.

I'm pretty sure by adding a colleague. Oh, that's internal. You can add participant. That's of course not coming from hotspots.

I think actually push updates. I want to change the contract. don't want to push. But then you probably have to do it the other way around.

What I just did, I would need to add the person before because I can't seem to change course directly in here.

So I would then just say make sure to add them as a contact first. And then, so you have them here on the list, right?

And then you can click them off. OK. I think that's an important thing to note.

 

@9:05 - Lisa Dalsgaard (Assessio)

So good question, so thank you for that, Lisa.

 

@9:08 - Jonathan Riis Gilmartin (sunrise.dk)

then when the contract is signed, you will, of course, still receive the notification from OneFlow. And then the signed contract will just sit here in HubSpot as well.

 

@9:20 - Lisa Dalsgaard (Assessio)

And I also have a problem right now with connecting with my OneFlow account. And I think it's because I have two different emails.

Yeah. So if I change my email in OneFlow, then it will automatically also connect in HubSpot. Have you changed your email in HubSpot as well?

 

@9:45 - Jonathan Riis Gilmartin (sunrise.dk)

No, my email in HubSpot is my ASSESIO email.

 

@9:48 - Lisa Dalsgaard (Assessio)

And then my email in OneFlow is the PeopleTestSystems email. That's not working. Yeah. But then it will be working if I just change my email.

 

@10:00 - Marjolein Wieman (Assessio)

in one flow right?

 

@10:01 - Jonathan Riis Gilmartin (sunrise.dk)

Yeah, that should be working because you need to have the corresponding email that yeah to hotspot to one flow if you have that then that's good but if you don't that will cause some issues sounds like it will cause issues yeah so I would change that oh cool I mean I think that's what I've prepared for now I don't think there's anything else I know that right now you will have a lot of duplicate templates in one flow as soon as we've gone over the first of April where every when up sales is done we will remove the other templates and as soon as there's no documents out for signature in the old templates we will remove them of course but not before so just in the interim it will feel like there is a lot of templates you can see that the template is called the same but just has a hotspot or HS in the last part of the

And that will be the hotspot template, but it doesn't, you know, you can start using the hotspot template instead of using the old ones.

They are the same, but it's just it makes it easier to remove the old templates as soon as everyone from sales stops using them.

Because if you stop using them and sales stop using them, then very quickly, nothing is out for signature with the old template, right?

 

@11:22 - Marjolein Wieman (Assessio)

And then we can remove them.

 

@11:27 - Jonathan Riis Gilmartin (sunrise.dk)

Okay, perfect.

 

@11:31 - Marjolein Wieman (Assessio)

Um, yeah, I do have another question regarding flux queue. And I don't know if it's interesting for everybody, that point, because, yeah, because it's not like if you look at the connection, it's not hotspot flux queue and then one flow, but it's like, they're separate because you use the flux queue to to make your quotation or two.

Yes. Yeah. So you do that. And then after you've reached an agreement, you may in your contract. Yes, separate lines.

Yes.

 

@12:05 - Jonathan Riis Gilmartin (sunrise.dk)

So what we basically do and what has been the let's see if I still have access.

 

@12:08 - Marjolein Wieman (Assessio)

This is a sandbox.

 

@12:09 - Jonathan Riis Gilmartin (sunrise.dk)

So it's not the final setup, we just walked through yesterday. So the whole idea with Velox is basically that you use this as a quotation pricing engine to give the right price based on the customer's information.

Now again, the flow is a little longer than it will be.

 

@12:27 - Marjolein Wieman (Assessio)

Then the actual flow will be.

 

@12:30 - Jonathan Riis Gilmartin (sunrise.dk)

So you can see here I have some client information. This is just pretty standard. And I can continue to configure.

I can add line items. Different products. Just add something. Yeah. You see here. then I have the product here.

And then I can make changes. just to the product. I can set discounts. can set the quantity and do some different things.

I can of course also choose which part of a session I am.

 

@13:11 - Marjolein Wieman (Assessio)

Again, these are not the right values.

 

@13:13 - Jonathan Riis Gilmartin (sunrise.dk)

These are just something that was done in the POC. And I can, they continue to the overall pricing. I can give it a period as a contract period in years.

And I can say give it a discount, so on. So I can see that contract links. based on our contract links, what is the year, what is the MRR, for example?

And then I can continue to, I won't need approval. So that's just the stage that there is. And then you can say continue to quote.

And here you will then have, here you will then have the option to generate, you can say a quote for the customer.

this quote or the template for the quote or the quote itself, you can then send to the. customer and then you can say okay the customer then approves it and you will have something a button here called add to HubSpot.

You can say add HubSpot here and then the quote like the full on offer that we've built including the pricing also including the different attachments that you have already in your workflow that will then be put into HubSpot and then when the customer is ready to sign one flow will be populated with that template so like the design and that part will be put into one flow so one flow is just handling the e signature of what you just did in Baylor so that will be the combination you can say.

So we're not going to be needing the templates in one flow then?

 

@14:49 - Marjolein Wieman (Assessio)

At some point no.

 

@14:51 - Jonathan Riis Gilmartin (sunrise.dk)

You will probably still have them for some things that are not commercial of course in the same way but in this

In the end scenario we will be building here, you will configure everything in VLOX, including the pricing, and then OneFlow will handle the signature of that, what we've built.

 

@15:14 - Emma Engebretzen (Assessio)

So the price appendix today will be generated from VLOX, integrated in the OneFlow template. So it will be like an appendix in there, so we will remove the existing appendix regarding pricing.

 

@15:33 - Jonathan Riis Gilmartin (sunrise.dk)

And for my line for Bloom, you also have ordered confirmation, right?

 

@15:38 - Marjolein Wieman (Assessio)

I'm sorry, I have what?

 

@15:39 - Emma Engebretzen (Assessio)

For Bloom, do you work with ordered confirmations? I know the talent index did that before, I'm not sure they do anymore, but when you work with batches?

Oh yeah, we don't do that for Bloom.

 

@15:54 - Marjolein Wieman (Assessio)

Okay, good. Okay. Perfect. Thank you, of course. Thank you. I hope that was useful.

 

@16:10 - Emma Engebretzen (Assessio)

Again, I have recorded it.

 

@16:11 - Jonathan Riis Gilmartin (sunrise.dk)

So I will put this in the training page as a recording you can rewatch if you want to. And then next week when the one flow contracts are in and also the section is done, I can then send you and saying here you can always find existing one flow contracts or at least the link to them.

I think it's the sale and same enough sales. You have a link to the contract and then you can go in and find the right.

yeah.

 

@16:40 - Marjolein Wieman (Assessio)

Perfect.

 

@16:41 - Jonathan Riis Gilmartin (sunrise.dk)

Thank you.

 

@16:42 - Marjolein Wieman (Assessio)

Thank you so much.

 

@16:44 - Lisa Dalsgaard (Assessio)

Thank you too.

 

@16:45 - Jonathan Riis Gilmartin (sunrise.dk)

Can you stay?

 

@16:49 - Emma Engebretzen (Assessio)

just have one question for you.

 

@16:51 - Marjolein Wieman (Assessio)

Bye. Bye.

 

@16:52 - Emma Engebretzen (Assessio)

Bye. I think they're but a poor piece. Pendix, which I got the update, did it well to solve?

 

@17:05 - Derya Antepli

Yes, now I get it up, I to answer. No problem. But yes, now I it.

 

@17:12 - Emma Engebretzen (Assessio)

Yes, good. If you are done, you just tick off on my side.

 

@17:17 - Derya Antepli

No, it's just that it will translate the whole thing and then take it.

 

@17:22 - Emma Engebretzen (Assessio)

Yes, it can't just click in. It can't just change price appendix and cut out the part where it's in.

So you have to go into the template that you use and copy it into it. Okay. I that's what I at least.

Yes, okay. I wish that you could have copied a file and then just put it in.

 

@17:48 - Derya Antepli

But it doesn't No, that would have been very difficult.

 

@17:51 - Emma Engebretzen (Assessio)

But yes, that's what I'm to look at next week.

 

@17:56 - Derya Antepli

Yes, this print model is going be good.

 

@18:00 - Emma Engebretzen (Assessio)

It's not easy as but I guess you'll sell it if you need it. Yeah, you can hear it with...

 

@18:08 - Derya Antepli

But look at it a pen. Yeah, you can hear it with a Yeah, you can do that.

 

@18:13 - Emma Engebretzen (Assessio)

And then when it goes into a half-bottom and we have a queue for the of April, will be automatic.

So this is like a A gap, isn't right.

 

@18:21 - Derya Antepli

Yeah, first of all. Super.

 

@18:24 - Emma Engebretzen (Assessio)

Good.

 

@18:25 - Derya Antepli

Thank you. Thank you.

 

@18:27 - Emma Engebretzen (Assessio)

Bye. welcome.

 

@18:28 - Derya Antepli

Bye.