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HubSpot Admin: New Hire Account Set Up Steps

Purpose: To ensure all new HubSpot users are correctly added, configured, and trained with the right tools, permissions, and resources. This SOP Guides HubSpot Administrators through the full onboarding process for new employees

🌟 Quick Checklist:

For Role Specific Set Up, Please Reference this Sheet while Following the Checklist!

  • Create HubSpot User → assign Permission Set, Team(s), and Seat

  • Update Job Title, Department, Phone Number, Name

  • Add Default Email Signature - (HTML Guidelines Below)

  • Create Default Meeting Link

  • Adjust Notifications - (To Reduce Clutter)

  • Clone/Create/Update Dashboard(s) - (Role Dependent & Customizable upon Request) 

  • Update Company/Contact/Deal/Order views

  • Add Employee Contact to ICRealtime Employee Hub Company Record - (Details Below)

  • Install Dialpad Meetings Integration App → Revoke App Marketplace access after

  • Update Admin Workflows - (Secondary Owner Cases, if new Tribe/admin)

  • Create Tribe Dashboards with reports:

    • Accounts in Tribe by Secondary Owner

    • Accounts by State

    • Customers & Leads

    • CEDIA Leads/Customers - (when applicable)

    • Activity Feed

    • Today’s To-Do’s

    • Billed + Pending SO’s by Tribe

  • Provide Admin Dashboards with Tribe Data

  • Clone Existing NSE Dashboards 

  • Update Property Permissions - (Role-dependent)

  • Assign Sales KB content membership - (For Gated Articles)

  • Create Unique Dealer Application Link - (Follow SOP)

  • Send Welcome Email - (with Links/Resources)

🌟 Detailed Steps:

🔻 Create & Configure HubSpot User

  • Go to Settings → Users & Teams → Create User.

  • Enter the User’s email address → click Next.

  • Assign a Custom Permission Set - (e.g., Sales Team Permission Set)

  • Add user to the appropriate Team(s) and apply Presets.

  • Assign a Seat if required.

  • Update Profile fields: Job Title, Department, Phone Number, Name.

 

🔻 Set Up User Preferences

  • Add Default Email Signature → (HTML Guidelines Below)

  • Create a Default Meeting Link.

  • Update Notifications - (Reduce Unnecessary Alerts)

🔻 Dashboards & Views

  • Clone or create Dashboards per role (Reference the linked Role-by-Role Spreadsheet)

  • Update Company, Contact, Deal, and Order views.

  • Create Tribe Dashboards with core reports

  • Ensure Admins have dashboards reflecting Tribe data.

  • Copy NSE Dashboards from existing templates → customize on request.

🔻 Add Employee to ICRealtime Employee Hub

  1. Search Company Record: ICRealtime Employee Hub.

  2. Under Contacts, click Add → Create New Contact.

  3. Fill out required details:

    • First & Last Name

    • Email

    • Phone Number

    • Job Title

    • Contact Owner = ICR Communications

    • Lifecycle Stage = Active Employee

    • Lead Status = Employee

    • Department

    • State/Region

    • Address

    • Closest Office Hub

    • Content Membership

🔻 Install Integrations

  • Have employee install the HubSpot native Dialpad Meetings Integration App.

  • Temporarily enable App Marketplace Permissions → disable after installation.

🔻 Update Workflows & Permissions

  • If adding a new Admin, adjust workflows to reflect new ownership.

  • If adding a new Tribe, update workflows for Secondary Owner Cases.

  • Update Property Permissions based on role (See Sheet)

  • Assign Sales KB & Price Sheet Content Memberships for gated article access.

  • Generate a Unique Dealer Application Link (see SOP for exact steps)

🔻 Send Welcome Email

Once setup is complete, send the employee’s Welcome Email

  • ☑️ Onboarding Tasks → SOP link

  • ☑️ New Employee Training Guide - (Post - Task Completion)

  • ☑️ Scheduled training session details

  • ☑️ Dashboard links

  • ☑️ Index Views

  • ☑️ Email Signatures + Notifications confirmation

  • ☑️ ICR Information Hub

  • ☑️ Sales Enablement Knowledge Base

  • ☑️ HubSpot Help Center

  • ☑️ Contact Form

  • ☑️ Unique Dealer Application link + SOP

  • Mention: Deeper Process Reviews will follow in Training

🌟 Email Signature HTML

This should be copied and pasted into the new users html signature, the bolded text should be modified with the new users information. The LinkedIn section can be removed if their personal link is not provided

<br/><a href="https://icrealtime.com/"><img alt="-" height="54" src="https://storage.googleapis.com/signaturesatori/customer-C01i4cr6s/images/jIqas.png" width="150" /></a>    <h3 class="sc-fBuWsC eeihxG" style="font-family:'arial';margin:0px;font-size:18px;color:#000000">USER FULL NAME</h3>    <p class="sc-fMiknA bxZCMx" style="font-family:'arial';margin:0px;color:#000000;font-size:14px;line-height:22px">JOB TITLE</p> <div><br><div><a href="LINKEDIN">Connect with me on LinkedIn!</a></div><br><a href="MEETING LINK">Let’s Connect – Book a Meeting Here!</a>    <p class="sc-dVhcbM fghLuF" style="font-family:'arial';margin:0px;color:#000000;font-size:14px;line-height:8px"><br />    <br>    <span style="font-size:13px"><span style="color:#7f8c8d">&quot;</span><span style="font-variant:normal;white-space:pre-wrap"><span style="font-family:'nunito sans' , sans-serif"><span style="color:#666666"><span style="font-weight:400"><span style="font-style:normal"><span style="text-decoration:none">We are committed to ensuring that all our customers are <span style="line-height:1">provided with the finest level of efficiency, service, and courtesy.&quot;<br />    ~ Matt Sailor, CEO</span></span></span></span></span></span></span></span><br />    <br />    &nbsp;</p>    <table cellpadding="0" cellspacing="0" class="sc-gPEVay eQYmiW" style="font-family:'arial';font-size:medium">    <tbody>    <tr height="25" style="vertical-align:middle">    <td style="vertical-align:middle" width="30">&nbsp;<img alt="-" height="15" src="https://storage.googleapis.com/signaturesatori/customer-C01i4cr6s/images/0S50e.png" width="15" /></td>    <td style="padding:0px;color:#000000"><span style="font-size:12px">PHONE NUMBER</span></td>    </tr>    <tr height="25" style="vertical-align:middle">    <td style="vertical-align:middle" width="30">&nbsp;<img alt="-" height="15" src="https://storage.googleapis.com/signaturesatori/customer-C01i4cr6s/images/pJ15B.png" width="15" /></td>    <td style="padding:0px"><span style="font-family:'arial' , 'helvetica' , sans-serif"><span style="font-size:12px">EMAIL</span></span></td>    </tr>    <tr height="25" style="vertical-align:middle">    <td style="vertical-align:middle" width="30">&nbsp;<img alt="-" height="15" src="https://storage.googleapis.com/signaturesatori/customer-C01i4cr6s/images/4xAz5.png" width="15" /></td>    <td style="padding:0px"><a class="sc-gipzik iyhjGb" href="//ICRealtime.com" style="color:#000000;font-size:12px">ICRealtime.com</a>&nbsp;&nbsp;<span style="font-family:'arial';font-size:medium">&nbsp;</span>&nbsp;</td>    </tr>    <tr height="25" style="vertical-align:middle">    <td style="vertical-align:middle" width="30">&nbsp;<img alt="-" height="15" src="https://storage.googleapis.com/signaturesatori/customer-C01i4cr6s/images/sZDHR.png" style="font-family:'arial' , 'helvetica' , sans-serif;font-size:13px" width="15" /></td>    <td style="padding:0px"><span class="sc-csuQGl CQhxV" style="font-size:12px;color:#000000">3050 N Andrews Ave Ext, Pompano Beach, FL 33064</span></td>    </tr>    <tr>    <td style="vertical-align:middle" width="30"><img alt="-" height="19" src="https://storage.googleapis.com/signaturesatori/customer-C01i4cr6s/images/L3QBk.png" width="22" /></td>    <td style="padding:0px"><a href="https://www.facebook.com/icrealtimeus/"><img alt="-" height="24" src="https://storage.googleapis.com/signaturesatori/customer-C01i4cr6s/images/eImcW.png" width="24" /></a><span style="color:#000000;font-family:'arial';font-size:14px">&nbsp;</span><a href="https://www.linkedin.com/company/icrealtime"><img alt="-" height="24" src="https://storage.googleapis.com/signaturesatori/customer-C01i4cr6s/images/zfE6i.png" width="24" /></a>&nbsp;<a href="https://www.instagram.com/icrealtime/"><img alt="-" height="24" src="https://storage.googleapis.com/signaturesatori/customer-C01i4cr6s/images/gNKqn.png" width="24" /></a>&nbsp;<a href="https://www.youtube.com/channel/UCQ4Nof0i7efOyt7Rf2jSBuQ"><img alt="-" height="24" src="https://storage.googleapis.com/signaturesatori/customer-C01i4cr6s/images/NArzP.png" width="24" /></a></td>    </tr>    </tbody>    </table>    <br><div><br /><a href="https://web.icrealtime.com/cedia-expo-1"><img alt="2025 CEDIA Smart Home Awards Winner" height="100" src="https://storage.googleapis.com/signaturesatori/customer-C01i4cr6s/images/b3XyJ.png" width="650" /></a></div>  

🌟 IC Realtime Employee Hub Properties to Update

Property

Notes / Values
First Name  
Last Name  
Email  
Phone Number  
Job Title  
Contact Owner ICR Communications
Lifecycle Stage Active Employee
Lead Status Emlpoyee
State/Region Abbreviation
Address 3050 N Andrews Ext. Pompano Beach or AZ
Closest Office Hub East Coast or West Coast
Department  

📌 Notes & Best Practices

  • Always confirm role-specific setup against the Role-by-Role Spreadsheet.

  • Double-check permissions, presets, and dashboards before user training begins.

  • Keep ICRealtime Employee Hub updated this is the HubSpot Master Employee Record.

  • Automating the Welcome Email is recommended - (Future Improvement)