Managing Data Creation
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      2. HubSpot for Management
      3. Managing Data Creation

      Managing Data Creation in HubSpot

      It is imperative to ensure the data contained within HubSpot is kept accurate and clean. To do this, we need to stay on top of duplicate Contacts and Companies and keep the database "cleansed".

      Why Data Monitoring and Cleansing is Important

      • We are charged by the Contact – ie. The more contacts we have the more HubSpot charges us.
      • Duplicated contacts and companies lead to confusion and hinder an effective and positive customer journey. When there is more than one contact or company, Tickets and Deals can be put against the “wrong” entry.
      • We don’t want to waste our time and energy running campaigns with contacts who aren’t relevant or who are “spam”.

      Quick Check

      • The quickest way to check if a Contact or Company has been set up correctly in HubSpot is to look at the “Account Type” property.
      • If this property is blank, the record hasn’t been set up.
      • All records should contain an Account Type of one of the following:

      –Priority Customer

      –Customer

      –Reseller

      –Lead

      –Supplier

      –Swagelok

      Other Indicators to Look for

      • If the Company name is a web address, that is a key indicator that the record hasn’t been set up and has been automatically created by an email.
      • If there are no other notes or attachments against the record, it is an indicator that the record hasn’t been set up correctly.
      • If the Company or Contact owner isn’t one of the BDMs (or Si) then this indicates the record may not have been set up.
      • Account Number is NOT a good indicator to look for as only Customers and Resellers and Leads who have bought from us via MISC014 will have an Account Number associated with them.

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      • Continue through the list of Companies missing the "Account Type" field until you have either deleted or added them all as required.
      • If you are adding Companies, please ensure all relevant information is completed, including "Company Owner", "Account Type", "Account Number" (if relevant), "Address" and other contact details.
      • After completing the Companies list, start on cleansing the Contacts list.

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      Continue in this way until all Contacts on the list have either been added to HubSpot against a Company with all required and relevant information, or deleted from the system.