HubSpot is a leading CRM on the market as it integrates with nearly all online services. It is a very efficient tool to share customer information between co-workers. However, it can come at quite a cost after you have reached beyond the terms for the free version. Their CRM seat costs $50 for starters up to $3,200 for the enterprise package.
There’s a cost-effective solution for this. Google and Shared Contacts for Gmail® allow all the members of your organization to access your HubSpot CRM contacts at a tiny fraction of the price. This is with proper permission assignment, of course. These apps can even allow your team members to add new or update contacts, without paying any license to HubSpot!
Guide to Share Your HubSpot Contacts With Non-CRM Teammates
Time needed: 4 minutes.
- First, you must ensure that you can share your HubSpot contacts with your colleagues. You will need to create a label (group folder).
This label is where you put your CRM contacts that you want to share with your non-CRM user team members.
- To create a label simply log into your Share Contacts for Gmail® account and click on the ‘+’ logo.
- Create a label. We strongly recommend you name the label “HubSpot”.
In this manner, you can clearly identify where your contacts are shared.
- Add the collaborators who should need access to these contacts as well as set their access permissions.
Set the access permission to ‘Can Edit’. This allows the users to update the contacts or create new ones, as well as to have the changes reflected directly in the CRM.
- You have now set up your HubSpot label on your Shared Contacts for Gmail® account. Now, you have to set up the synch in HubSpot. You begin by logging into your HubSpot account.
- Once logged in to your account, click on the ‘Marketplace’ icon. Then, ‘App Marketplace’
- Begin by searching ‘Google Contacts’ in the search bar, and then click on the app.
- Click ‘Install App’
Follow and accept all security account prompts thats proceed.
- Once you have accepted all prompts and chosen your desired account to integrate with, click ‘Set up Sync’.
- Select contacts and then ‘Next’.
- On the Contacts Synchronization page, do the following: Choose the ‘Google Contact contacts’ label that you created (HubSpot) and under ‘HubSpot contacts’ click the drop-down arrow and choose which CRM contacts you would like to sync to your Google Contact label.
The contacts from the selected view will be synchronized. This Two-Way sync will be required if you want some non-licensed users to update the contacts (the ones with ‘Can Edit” permission in Shared Contacts®)
- Map the fields in Google and HubSpot CRM > Click Save then hit ‘Review’.
Customizing your field mapping will help to determine what data from the CRM you want to pull into a particular field in Google contacts and Shared Contacts®. Click the Map More Fields link, to add more field and map them.
- Click ‘Save and sync’.
- To see if the synchronization was successful in your Shared Contacts® account, simply log in and click on the label ‘HubSpot’. As you can see the ‘HubSpot’ label is filled with the CRM contacts for you and your collaborators.
If after connecting your Google contacts with HubSpot, you still can’t access the contacts of the shared label, make sure you enabled the ‘Mobile & Outlook’ toggle.
You should always activate the ‘Mobile & Outlook’ toggle. This ensures that your shared contacts and general Google Contacts are synchronized. Furthermore, it allows you to see your general Google Contacts visible in your shared labels. In turn, it makes integrations with HubSpot and various other apps hassle-free.
It’s as simple as that! Now you can share your HubSpot CRM contacts with your whole organization without having to buy more licenses within HubSpot! All thanks to Shared Contacts for Gmail®.