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New User Onboarding Guide

Step-by-step setup guide for new HubSpot users at Televic Conference: account activation, certification, profile, email and calendar settings.

Before you start using HubSpot, you’ll need to go through this quick setup guide. Each step ensures your account is ready to help you sell efficiently and stay aligned with the team.

HubSpot account activation

  • Check outlook Inbox to find the email invitation to activate the Hubspot account.
  • Click on Join Hubspot and proceed with the system’s steps.

2. Training & Certification

3. Configure profile settings

Navigate to wheel icon on the right top ⚙️: Settings → General → Profile

→ Tab Profile:

  • Enter your first and last name
  • Upload a profile picture
  • Update the phone number
  • Set ‘sales workspace’ as default home page

→ Tab Email:

  • Get the new add-in for Office 365 to use HubSpot in your Outlook, follow the steps:
  • Connect email account (Outlook)
  • Set Inbox Automation on. (visible after connecting)
  • Turn Sales Notifications on. (bottom of the page)
  • More instructions on the outlook extension can be found later in this guide.

→ Tab Calendar:

  • Connect calendar
  • Enable:
    • Calendar Sync
    • Meeting Scheduling Page
    • Out of office calendar sync
  • Meetings:
    • Set meeting domain to web.televic.com

4. Install Mobile App

️ Go to settings and enable ‘device lock’ (bottom of the screen)

5. Configure Your Email Signature

  • Go to: Settings → General → Email → Manage email signatures
  • Switch to HTML mode
  • Paste this code:
  • Customize:
    • Name
    • Job Title
    • Phone Number
  • Preview & send a test email to verify formatting

6. Creating HubSpot Meeting Link

Follow these steps to create a personal meeting scheduling link in HubSpot. This allows prospects or colleagues to easily book a time slot with you.

Step-by-Step Guide

  1. Navigate to the Meeting Scheduler
    1. Go to Sales → Meeting Scheduler in HubSpot.
  2. Create a New Scheduling Page
    1. Click the Create scheduling page button in the ‘top-right corner.
    2. Select One-on-one.
  3. Set Up the Meeting Basics
    1. Internal Name: Choose something descriptive like Your Name - Meeting Link.
    2. Organiser: This should be set to you by default.
    3. Activate the “cancel and reschedule” option
    4. Event Title:
      1. Use a relevant name if the meeting is for a specific purpose (e.g., "Product Demo").
      2. Otherwise, use a general format like Televic x [Contact’s Name].
      3. To insert the contact’s name:
        1. Click Personalise
        2. Select Contact token → First name
        3. Add a space, then select Last name
  1. Set the Meeting Location
    1. Click Add video conference link
    2. Select Microsoft Teams as the location.

💡 Don’t see this option? Contact IT to check your permissions or integration settings.

  1. Meeting Description
    1. Leave this field empty or enter a description that makes sense like “Introduction call to better understand your meeting and conferencing requirements and to present how Televic Conference solutions can support your organization.”
  2. Meeting Type
    1. Select a type if it makes sense for your workflow; otherwise, leave it blank.

Customise Scheduling Page (Page 2)

  1. URL Slug
    1. Choose a simple, professional link name:

Example: yourname-meeting

  1. Page Title
    1. Leave as-is or translate to your native language

Example: Meet with Willem Van Maele

  1. Duration & Time Settings
    1. Set the meeting duration to 45 minutes (or other), uncheck all other options.
    2. Confirm your correct timezone is selected.
  2. Availability
    1. Set availability to match your working hours.
  3. Additional Settings
    1. Leave the defaults unless you have specific preferences.

Automation & Notifications

  1. Confirmation Email
    1. Keep this turned ON.
  2. Reminder Email
    1. Enable pre-meeting reminder
    2. Set to: 1 day before
  3. Non-English Meeting Links
    1. Click Customize your reminder email
    2. Translate the content using the internal translation reference:

Final Step

  1. Click Create scheduling page
  2. Copy the Share link
  3. Test the link to ensure everything works as expected.

6. Working with the HubSpot Outlook Extension

The HubSpot Outlook extension brings CRM data, email tracking, logging, and sales-enablement tools straight into Microsoft Outlook. Follow the steps below to install, configure, and use the add-in efficiently.

Installing the Right Add-in

  • Open Outlook ➜ Get Add apps ➜ search “HubSpot Sales” ➜ Install. The same web add-in works for classic Windows, the new Outlook, Mac, Outlook on the web, and Outlook.com.
  • The first time you compose a message, click the HubSpot sprocket icon (or Apps → HubSpot Sales) to sign in and connect your inbox to HubSpot. A connected inbox is required for templates, sequences, and calendar links to work.

Keep the Sidebar Pinned

  • Click the push-pin icon at the top of the HubSpot task pane. This keeps the pane open for every email; tracking and logging only fire while the pane is open.
  • If Outlook restarts you may need to pin it again.

Tracking vs. Logging Explained

  • Feature: Track
    • Adds a 1-pixel image that notifies you when an email is opened.
  • Feature: Click Tracking
    • Records when a recipient clicks on a link in your email.
  • Feature: Log
    • BCCs a copy of the email to the CRM so it appears on the contact record, the associated company, and the five most recent deals.
  • Select Track email opens (and clicks, if available) or Log in the sidebar before sending.
  • HubSpot inserts your personal BCC address automatically; nothing is stored if you clear the Log box. If a HubSpot email is in BCC, logging is set up correctly!
  • To log emails without the add-in (e.g., from mobile), copy your unique BCC address from Settings → Objects → Activities → Email Log & Track and add it manually

Managing Associations

When logging an email using the Outlook Sales extension, HubSpot attempts to automatically associate the email with:

  • Contacts whose email addresses match the recipients.
  • Associated Companies tied to those contacts.
  • Deals — specifically, the 1 most recently active deal involving the associated contact(s).

These associations occur automatically as long as logging is enabled for the email.

Before you send the email, the right-hand HubSpot sidebar in Outlook provides visibility and control over associations:

  • You can see each recipient and whether they are currently associated with a CRM record.
  • For existing CRM contacts:
    • The email is logged to the contact record.
    • It is also logged to the associated company and open deals, if applicable.
  • For recipients not yet in the CRM:
    • You'll have the option to create a new contact record.

Using Sales Tools Inside Outlook

  1. Templates – Ribbon ➜ Sales Tools ➜ Templates. Choose or search a template; personalization tokens (e.g., first name) pull live CRM data.
  2. Snippets – Type #shortcut in the body or pick Snippets from Sales Tools to drop reusable blocks of text.
  3. Documents – Attach documents stored in HubSpot and get view notifications.
  4. Meetings Links – Sales Tools ➜ Meetings ➜ select a link to embed a scheduling URL; recipients book directly on your calendar.
  5. Sequences (Pro/Enterprise) – Sales Tools ➜ Sequences ➜ pick a sequence to enroll the recipient without leaving Outlook.