Recently, HubSpot updated how you can manage notifications. These changes mean that your users can keep a closer eye on prospects, client tickets, system changes, and data challenges. The HubSpot notifications update gives you far more control over what information you receive, how you receive it, and when you choose to act on it.

Background

Previously, you would receive standard notifications only, either by email or on the platform (or as a Chrome pop up - but I’ll get to that in a minute). You would set up your preferences by clicking the gear and then “Notifications” in the left navigation. 

Now, there are so many additional options! In addition to your own HubSpot notifications, HubSpot Admins can also build custom notification profiles to help keep your users focused on what matters most to them. Similar to setting up system access by team member responsibilities, you can build and assign dedicated notification profiles. 

Notification Mechanisms

There are a variety of ways to receive notifications from HubSpot. Not every option is available for every category of notification, but here’s a synopsis of each.

  • Email: receive an email notification. Select this approach for messages you don’t need to act on right away. Your certification is expiring? Receive an email. 
  • Bell: get a red dot next to the bell in the HubSpot desktop experience. Are you waiting for an import to complete? This notification will let you know while you’re in HubSpot
  • Pop-up: similar to a bell notification, this is useful when you aren’t in your browser or in HubSpot. It gives you a quick view. 
  • Browser: a browser-specific pop up notification. A quick caution about this approach (and pop-ups), if you often screen-share during meetings, you may want to avoid these types of notifications. It can be embarrassing to show a colleague or client notifications you may receive while sharing your screen.
  • Teams or Slack: if you have Slack or teams integrated with HubSpot, using Slack / Teams chat notifications can be a great way to track activities, especially since it will link you directly to the page in HubSpot. You can work on items asynchronously, but still have the notifications in a stream so you can refer to them later. (If you haven’t guessed, this is one of my personal favorites!)
  • Mobile app: Some users depend on the mobile app - especially if you are a field sales or service person, using the mobile app while you’re on the road is very useful! Setting up notifications via the mobile app will help you stay on top of new requests, questions, tickets, or any number of things you need to respond to quickly.

HubSpot notification categories

From A to Z, you can customize notifications for nearly everything in HubSpot! Instead of listing all 32 categories, each with multiple options, here’s a summary of notification profiles for different types of HubSpot users.  Note that you can also use these profiles as a part of HubSpot preset profiles.

Business Development Rep

  • Calling / Missed calls: If you are using HubSpot to track calls, this is very useful.
  • Chat and Email Conversations: Get notified when a chat is assigned to you, or when there’s an unassigned chat
  • Contacts / Companies when they’re assigned or when you’re mentioned in Notes, Meetings, etc.
  • Deal stage updates, assignment or if you’re mentioned in or added to a deal.
  • 1 on 1 email opens, clicks, and replies
  • Quote signing status, completion, payment (depends on using HubSpot Quotes)
  • Task assignments, reminders, mentions, daily task summary

Marketer

  • Academy topics: if your Inbound or Contextual Marketing certifications are expiring
  • Blog notifications (only if you use HubSpot Content Hub for your blog): blog draft is shared, you’re mentioned in a draft, there is a new comment about a blog draft, there’s a new blog comment
  • Form completions: receive a notification when a HubSpot form is completed 
  • If you are using Lists to create marketing segments, receive a notification when the list is completed
  • Receive a notification when your SEO Scan is completed

HubSpot Admin

  • Data quality lets you know when new duplicates are found or property anomalies are found
  • Project notifications when there’s an update to a project you’re assigned to or when a teammate mentions you on a project
  • Integrations - receive notifications when there are data errors or when the integration brings back records that were previously deleted
  • Security report or alerts for suspicious login attempts may happen
  • System notifications about significant data events such as imports, exports, integration syncs or CRM migrations
  • Upgrades - when a user requests access or a seat upgrade

HubSpot Notifications Update: Conclusion

Whether you are just setting up HubSpot at your organization or have been using it for years, customizing your notifications preferences can really help out your users.

If you would like to use the new features in the HubSpot notifications update, reach out to the team and we can guide you through setting them up!