すべての Tips, Tricks & Best Practices 投稿

Re: Hased Token

chighsmith — Fri, 23 Jan 2026 20:18:15 GMT

Hi @AskOren,

Thank you for posting to the Community!

I'd like to tag in some of our Top Contributors to see if they can provide any guidance here -- Hi @CateDuarte @LMeert and @sam_baybrad Do any of you all have any suggestions for @AskOren?

Thank you!

Cassie, Community Manager

Hased Token

AskOren — Fri, 23 Jan 2026 13:20:59 GMT

Hi All,

I'm working with a customer, I'm writing a PRD for a project to migrate the the customer from an existing custome CRM platform to HubSpot.

One of the things that I need to solve it recurring billing,. This will be done outside of HS, do to their product limitaionts.

To make a long story short, I need to save a token that represents the customer CC details to itentify him with the billing company in the next billing cycle.

What would be the best way to charecterize this property, so it will be secured in the best way?
Would you store it somewhere else and not in HS, under the contact object?

Thanks

Re: Automated Parent / Child association

danmoyle — Thu, 22 Jan 2026 20:44:22 GMT

Hey @COHagan8 - interesting project here! +1 for what @SteveHTM offered. I see a lot of folks frustrated by this feature limitation in HubSpot. I was thinking since you're already using a gen AI tool, maybe working with another one might help.

Since we know that reliable signals for auto-associating parent and child companies extend beyond domains and names to include firmographics, keywords, and external enrichment data, I'm thinking about tools like Claude, (which can now write to HubSpot!) Make, or Tray to help. They could maybe help with your auto-associating by integrating AI enrichment services into HubSpot workflows. I also know Insycle has bulk parent-child fixes, dedupe beyond domain and Workflow integration for auto-association.

You should be able to use HubSpot workflows triggered by new companies where ChatGPT tags parent/child. Enroll based on tag, then branch: query enrichment APIs for signals, compute similarity scores (like maybe via Make's AI modules), and associate via HubSpot's "Associate record" action using record ID or custom ID matches.

Hopfully this helps with some additional tools and inspiration.

Re: Automatically Associate a Contact and Company with a Ticket Based on Logged Email or Activity

danmoyle — Thu, 22 Jan 2026 19:35:17 GMT

Welcome to the Community @KBiduk. If I understand what you're asking, it won't work with standard HubSpot features because it will only auto-associate the original sender’s contact to the ticket. You can't automatically add all other stakeholders on the thread (CC, BCC, forwarded participants) to the ticket out of the box. To get closer to what you want, you might be able to lean on Conversations + ticket settings, plus either process changes or custom code/API.

How I understand basic HubSpot features in this regard... So, when an email is sent from, or received in, a connected conversations/help desk inbox and is associated with a ticket, HubSpot automatically associates that email activity with the ticket and the sender’s contact record. Makes sense. Then by default, only the original sender is automatically linked as a contact on the ticket; CC’d or later-added recipients are not automatically turned into associated contacts on that ticket.

So it would make sense based on that, that you're running into a limit. There's no native setting today that says “for every email on this ticket, associate all participants as contacts on this ticket.” And workflows cannot directly say “whenever an email is logged on a ticket, associate all email participants as contacts with that ticket” without custom code or an external integration.

If you're looking for help with a basic solution, here's some inspiration for beavior workarounds (not technical HubSpot coding or tools). These won’t be perfect automation, but they reduce misses:

Use Help Desk/Conversations as the hub: Ensure all support mail is going through a connected conversations/help desk inbox and tickets are created from that inbox, so all replies stay threaded to the same ticket instead of spawning new ones.

Train agents to manually associate stakeholders as they appear: In the ticket’s right sidebar, add additional contacts as soon as they’re CC’d or appear in the thread; this ensures future ticket emails can be associated with those contacts as well.

Use forms and ticket workflows for known extra contacts: If you often know a second stakeholder at ticket creation (“CC manager” field), create that second contact and associate it to the ticket via a ticket‑based workflow using “Create record” and associations.

If you want to explore technical workarounds, you have some options with Data Hub or APIs. If you have Operations Hub Pro/Enterprise or dev resources, you can get much closer to true automatic association.

With custom‑coded workflow in HubSpot you can use a ticket‑based workflow with a custom code action that:

Pulls email activities associated with the ticket.
Extracts all email addresses on those messages.
Checks if they exist as contacts; creates them if needed.
Uses the Associations API to associate those contacts to the ticket.

Or if you're open to external integration or middleware options, I think a small app (or Make/Zapier/Tray flow calling the HubSpot API) can periodically look at ticket conversations, parse participants, and associate them programmatically in the same way.

I found these tips to help reduce missed responses for now. Again, not a perfect solution, but these help with how HubSpot currently works.

Make sure all outbound stakeholder outreach happens from the ticket’s email composer in Help Desk/Conversations, not from personal inboxes, so everything lands on the ticket thread.

Add a simple internal process: “Anytime you add or CC a new stakeholder, immediately add them as an associated contact on the ticket.” This takes a few seconds and ensures visibility for everyone working the ticket.

If you have Data Hub Pro, prioritize a small custom‑code workflow to auto‑associate email participants; it directly addresses the “responses are being missed because contacts aren’t associated” issue.

I hope that helps you find the right solution for your use case!

Re: Tracking User Engagement for a Letter Boxed Game Website

Victor_Becerra — Thu, 22 Jan 2026 19:08:53 GMT

Thanks for sharing your question @Hellencharless2
I'm tagging a few community experts to help you find a solution here:
Hello there @TomM2 @Lucila-Andimol and @SanjayKumar what do you think? any suggestions here?
Would love to have your insights!
Thanks!

Tracking User Engagement for a Letter Boxed Game Website

Hellencharless2 — Thu, 22 Jan 2026 16:51:05 GMT

Hello HubSpot Community,

I am managing a website for the Letter Boxed solution game (NYT) and I want to track user engagement and interactions more effectively.

Here’s what I am trying to do:

Monitor which game pages or tips users interact with the most.
Track newsletter sign-ups and content downloads related to Letter Boxed.
Automate follow-up emails to users who frequently engage with specific Letter Boxed strategies or content.

I am using HubSpot CMS and Marketing Hub, but I am unsure of the best way to implement tracking, workflows, and reporting specifically for game-related engagement.

Could anyone guide me on:

How to set up custom tracking for interactive game pages?
Best practices to create workflows for Letter Boxed newsletter content?
How to generate reports on user interactions and engagement metrics?

Re: Question about leads marked as Direct Traffic

isabelvx — Thu, 22 Jan 2026 14:51:01 GMT

Exactly this. If you wrap a meetings link with a UTM on website, then you know that the click came from that specific link with that UTM but nothing more. There's no info on the source, if it's organic or paid social. Anyone knows if there's any difference when you embed a meetings link vs when you use a Hubspot hosted meeting link? Is there anything that can be done with GTM or GA4?

Re: Original Source assign to Direct Traffic

Bagency — Thu, 22 Jan 2026 14:46:48 GMT

Hi @AdamErstelle and @Anton
Just to inform you:
I found the solution!

The hubspot embed script also embeds a banner.js file with its own cookie consent management. This blocks the consent of tracking the hubspotutk (or breaks the session or something). When you have a setup with your own cookie banner - I use CookieBot - you need to manually push a trackPageView event AFTER your CookieBot consent trigger. So in Google Tag Manager I run this script after a Cookie consent trigger:

Re: Dealstage Tracking

karstenkoehler — Thu, 22 Jan 2026 12:48:13 GMT

Hi @SSingh9486,

There is a default report under Menu > Reports > [left sidebar] Sales > Deals > Deal funnel.

"View the journey your deals take, from creating deals to closing deals. Track conversion rate, and measure how often your deals skip a stage. Sales reps don't always move deals into each deal stage, or complete all deal stages in chronological order. View all your deals, and how long on average it takes from the beginning to the end of the journey."

This also contains a table view (with columns Step, Next step, Measures incl. Total, Average time and Next step conversion rate) below.

(If you're using the free tools, there's no access to custom reports so your "stuck" with default reports.)

Alternatively, on the deal index page (Menu > CRM > Deals), you can specify which columns should be displayed. There are columns like:

Date entered current stage: the date the deal entered its current pipeline stage.
Date entered [stage ID]: the date and time the deal entered the stage.
Date exited [stage ID]: the date and time the deal exited the stage.
Latest time in [stage ID]: the total time spent by the deal in the stage since it last entered the stage. This is calculated based on the Date entered and Date exited properties. When a deal is currently in a stage, it will have no value for this property, unless it had previously been in that stage. In that case, its value will refer to the previous time in the stage and will not update until the deal leaves the stage.
Cumulative time in [stage ID]: the cumulative time spent by the deal in the stage. This can be useful if deals re-enter a stage multiple times and you want to track their total time in the stage. When a deal is currently in a stage, it will have no value for this property, unless it had previously been in that stage. In that case, its value will include the previous time in the stage and will not update until the deal leaves the stage.
Time in current stage: the time the deal has spent in the current pipeline stage.

Best regards!

Dealstage Tracking

SSingh9486 — Thu, 22 Jan 2026 12:39:44 GMT

I want to create table which reflects number of deals that moved dealstages along with the initial & final stage and also wish to filter it by date. What would be correct workflow?

Re: Improving user experience

AskOren — Thu, 22 Jan 2026 10:16:12 GMT

Thank you @CarolinaDeMares

Re: How to create a segment (list) of contacts and companies I have followed?

karstenkoehler — Thu, 22 Jan 2026 05:02:18 GMT

Hi @TBridgeman,

This is unfortunately currently not possible. Other users have however requested this before in the ideas section of the community: https://community.hubspot.com/t5/HubSpot-Ideas/View-all-records-that-you-follow/idi-p/681089

The product team reviews these requests based on popularity, so I'd recommend commenting and upvoting. You can also help others find the request more easily (and drive traction) by accepting my reply as a solution. I'd appreciate it, too.

Have a great day!

How to create a segment (list) of contacts and companies I have followed?

TBridgeman — Thu, 22 Jan 2026 05:00:33 GMT

I just joined a company and have been reviewing contacts and companies with a co-worker. I have followed some of them to keep track of any future activity. How can I create a list of these records so I can go back to them at any time and review? I am not seeing any filter or logic options when I try to create a segment (list). Thanks in advance.

Re: Creating sub tasks and set date

SkeeStylus — Wed, 21 Jan 2026 20:17:16 GMT

Hey @helgaraisely,
Great News! This wasn't honestly on my radar but Subtasks are now in Private Beta. Thank you @hhiggins and the Product Team for the great work! Here's more on the Beta!

What is it?

Subtasks allow you to break down tasks into smaller, more manageable steps within HubSpot.

Why does it matter?

Complex tasks often involve multiple steps to complete. Previously, you had to create separate tasks for each step, which didn't align with how you actually approach your work. Subtasks let you organize your work in HubSpot exactly as you think about it, making it easier to:

Track progress on multi-step tasks
Delegate specific steps to team members
Ensure all parts of a complex task are completed

How does it work?

Creating Subtasks

You can add subtasks when creating or editing a task in several locations:

Gantt View in Projects, Deals, and Services
Project Record & Preview
Customer Success Workspace

To create a subtask:

Navigate to Gantt View > Create Task
Look for the Subtask section in the task form

Alternatively, in the Gantt View:

Hover next to an existing task
Click the Create subtask option

In the Project Preview:

Click Create task in the Tasks card
Add subtasks in the form

Within the Project Record:

Go to the Tasks card
Click Create task or edit an existing task
Add subtasks in the form

In the Customer Success Workspace:

Navigate to the Gantt View or Project Preview
Follow the steps above to create subtasks

About Subtasks

Subtasks have the same properties and permissions as regular tasks
You can create up to 30 subtasks per parent task
Subtasks are not yet available when creating tasks from the top highlight card of Project Preview or other CRM Record Pages

Who gets it?

This feature is available for:

HubSpot Commerce Hub Professional and Enterprise
HubSpot Content Hub Starter, Professional, and Enterprise
HubSpot Marketing Hub Starter, Professional, and Enterprise
HubSpot Data Hub Starter, Professional, and Enterprise
HubSpot Sales Hub Starter, Professional, and Enterprise
HubSpot Service Hub Starter, Professional, and Enterprise
HubSpot Smart CRM Professional and Enterprise

Re: Improving user experience

CarolinaDeMares — Wed, 21 Jan 2026 18:27:10 GMT

Thanks for the clarification @AskOren! since qualified leads are redirected to the meeting link immediately and within the same browser session, the only autofill behavior available today is HubSpot’s cookie-based prefill. There’s no supported way to force CRM-driven autofill on meeting links, even when the contact already exists in the CRM.

As a workaround, I’d recommend collecting all qualification data in the initial form and keeping the meeting scheduler as lightweight as possible (ideally requiring only an email address). This minimizes friction if autofill doesn’t occur and provides the cleanest experience given the current product limitations.

Re: Improving user experience

AskOren — Wed, 21 Jan 2026 14:00:22 GMT

Hello Carolina,
Thank you for the quick response.

Leads that are above certine company size are redirected to the meeting link.

Basicly they should submit both forms from the same browser if they havn't closed the brower before I redirected them.

Thanks again

Re: Improving user experience

CarolinaDeMares — Wed, 21 Jan 2026 13:56:49 GMT

Hey @AskOren!
Currently, HubSpot does not support prepopulating meeting scheduling pages with contact properties from the CRM in the same way forms do.

Meeting links may appear to auto-fill fields only when the contact has previously submitted a HubSpot form in the same browser, with HubSpot tracking cookies enabled, and the visitor is still recognized by the existing HubSpot tracking cookie.

To better understand your use case, could you share a bit more context on how you’re handling lead qualification after the form submission? For example, are all form submitters redirected to a meeting scheduler, or only certain leads?

This would help in suggesting a more suitable workaround. In the meantime, I’d recommend keeping the meeting scheduler as short as possible (for example, requesting only the email address) to reduce friction in the experience.

Hope this helps and if you'd like to explore more alternatives we can defently support at ZUID.

Carolina De Mares

ZUID.
Goirkekanaaldijk 12
5046 AT Tilburg
Nederland

Improving user experience

AskOren — Wed, 21 Jan 2026 12:56:55 GMT

Hello All,
I'm working with a client and I'm trying to improve their potetnial cusrtomers experice.

Here is the user's flow:

Lead submits a (HS) form that is embedded in the customer's website under his domain.

Once the lead submits the form, he is redirected to a (HS) meeting link - Where he need to submit his details one more time.

This is what I would like to change/improve.

Since the lead already submitted a HS form (and his details are stored in the CRM), is there a way to pre-populate these values in the meeting link that the lead is redirected right after the form submission?

Thank you

Re: Post-Flight Survey

CarolinaDeMares — Tue, 20 Jan 2026 19:54:19 GMT

@Stacks42 have you considered using HubSpot’s built-in Surveys for this?

Surveys are actually a good fit for collecting post-flight feedback like WiFi issues, delays, maintenance, etc., and they integrate nicely with the CRM. You can send them automatically after a trip and capture the responses without building custom forms from scratch.

That said, Surveys don’t support weighted scoring on their own. What you can do is use the survey responses as the input and then handle the scoring separately. For example, each survey question or answer can update a property (or trigger a workflow), and then you can use calculated properties on your Trips object to deduct points from a starting score of 100 based on those responses.

So Surveys would handle the data collection, and calculated fields and workflows would handle the logic behind your 80% threshold. It’s not fully out of the box, but it’s a pretty clean setup and avoids a lot of custom work on the front end.

Hope this helps!

Carolina De Mares

ZUID.
Goirkekanaaldijk 12
5046 AT Tilburg
Nederland

Post-Flight Survey

Stacks42 — Tue, 20 Jan 2026 16:06:32 GMT

Our team is in Aviation and we are looking to do post-flight surveys to ID if there were any issues with each trip. The survey would ask about different elements of the flight and customer experience, such as if the WiFI was working, if there was a maintenance issue/delay, etc. We have a custom "Trips" object that we might possibly leverage.

We would like to somehow use a form and "Weight" each of the selections so they would reduce from 100%, and our goal would be that each trip would be above at least an 80% threshold. I'm trying to figure out if it is possible to leverage a scoring system or property in order to do this. It would be similar to how the lead scoring works but opposite, reducting from 100%.

Can this be accomplished? Would calculated fields be involved? Maybe some feature in the Customer Success portal can help?? Thanks!