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How the HubSpot Admin Role Adds Value to Your Team

How the HubSpot Admin Role Adds Value to Your Team


Jill Schneider
November 8, 2022

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The HubSpot ecosystem is continually evolving and growing with new features and functions to streamline the inbound marketing process. How do you keep up? A quiet change has been happening over the last couple of years. We are moving from a culture where each team member has a working knowledge of certain areas in the HubSpot hubs to one where a whole new cross-functional position has evolved to enable users to get the most out of the HubSpot suite of tools. HubSpot Admins. You've heard the expression, "they only have one job." That's the HubSpot Admin. They bleed HubSpot orange.

Kyle Jepson (I'm pretty certain he bleeds HubSpot orange), HubSpot's Senior Inbound Sales Professor, is presenting "Things Every HubSpot Admin Needs to Know" at our upcoming HubSpot User Group (HUG) virtual event.  It's got me thinking a lot about the HubSpot Admin role and how it can benefit an organization.

What is a HubSpot Admin, and What Do They Do?

Let's get one thing straight. Hiring a HubSpot Admin doesn't mean your sales and marketing teams suck. Think of it like this — what happens when you have too many cooks in the kitchen and no one is in charge? It can get hectic, things can get overlooked, and it doesn't run efficiently. Enter, the head chef. They get things in order and operating as a kitchen should. You can think of a HubSpot Admin as the head chef of your HubSpot tech stack.

Their job is to squeeze every last drop of performance out of HubSpot by handling the day-to-day maintenance and management of the tool so sales and marketing teams can be successful.

A skilled HubSpot Admin will manage things like:

  • Designing & customizing HubSpot dashboards so sales and marketing teams can analyze their efforts.
  • Set up asset partitioning so only the right teams and users can view and edit them.
  • Set up integrations from the App Marketplace to help sales and marketing teams do their jobs more efficiently.
  • Create and manage custom objects to track and store data that's unique to your organization.
  • De-duping data to remove duplicate contact or company records.
  • Set up automation — workflows and sequences to automate your sales, marketing, and service processes.
  • Manage migrations and onboarding of your digital assets into HubSpot — website, content, contact, deals, etc.
  • Train new employees to reach HubSpot proficiency
  • And more!


But Wait — Everyone On My Team Knows how to use HubSpot

Until now, many sales and marketing teams had a couple of HubSpot gurus. Maybe each one held a little more knowledge than the others about a specific function in one of the hubs. You might go to HubSpot Dave with questions about a complicated workflow setup or to HubSpot Hannah for onboarding expertise. What happens when Hannah is out of the office for the week? Does progress come to a screeching halt until she returns? You could call HubSpot Support (they are the unsung heroes at HubSpot and have helped me through some situations a time or two).

If you had a HubSpot Admin on staff, you wouldn't have to do either. An experienced HubSpot Admin will know how to accomplish what you need and do it according to best practices. It's like having your own private HubSpot support person on staff.

What's the Difference Between a HubSpot Admin and a Marketing Manager?

A Marketing Manager has clients assigned to them to develop, implement, and execute strategic marketing plans for clients. They build a rapport with the client, communicating with them on a regular basis. Here are some other things a marketing manager does:

  • Design, manage, and evaluate marketing campaigns
  • Creating a social media engagement strategy
  • Manage budgets for marketing campaigns
  • Collaborate with stakeholders
  • Review and approve advertising creative
  • Managing the marketing team
  • Analyze market trends and conduct competitor research

A HubSpot Admin floats between your sales and marketing teams, helping them utilize the HubSpot platform to its fullest potential. The HubSpot Admin's job description might look different depending on the organization, but their focus remains their HubSpot expertise. Here are things a HubSpot Admin does:

  • HubSpot
  • HubSpot
  • HubSpot
  • And more HubSpot

How Do You Know When It's Time to Hire a HubSpot Admin?

Let's take a little quiz (don't worry, you won't need to prepare):

  1. Are you getting the most out of your HubSpot stack? 
  2. Can you prove the ROI of your marketing initiatives?
  3. Are you new to HubSpot?
  4. Have you had an embarrassing experience using a personalization token in an email?

If you answered yes to any of these questions, it might be time to consider adding a HubSpot Admin to your team. There are other things to consider. Each business is different, but I can't think of a reason not to hire a HubSpot Admin.

Where would HubSpot Admin Start?

Unless it's a new client onboarding, a thorough audit of your existing HubSpot setup is important. They will look at things like settings configuration and the health of your CRM database. They will dig into how you are using dashboards and reporting tools and how your sales pipeline is set up. They will also look at how you manage your files. Are they organized in folders, and are you following best practice naming conventions? 

Once they have a good understanding of how you are using your HubSpot stack, they can provide and implement personalized recommendations for using the technology to its maximum capabilities.

This is just the tip of the iceberg about HubSpot Admins and how they can help you get the most out of your HubSpot tech stack. Sign up to attend our free virtual event with a real HubSpot Pro! He always has tons of great tips and tricks. 

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