BluePoint HubSpot CRM Setup — Custom Fields & Contact Types

Overview

During the BluePoint ATM marketing sync (October 2025), the team identified several gaps in the HubSpot CRM configuration that needed to be addressed before Mike Stebbins could effectively use the system for prospecting and sales activity. This article captures the key configuration decisions, patterns, and rationale for future reference.

Related client context: ^[1]

Contact Type Custom Field

HubSpot ships with basic CRM fields that don't distinguish between the different kinds of people a company tracks. BluePoint's CRM contained a mix of prospects, vendors, partners, and internal contacts with no way to segment them.

Decision: Create a Contact Type property (dropdown) with the following values:

Rationale: Without this field, there's no reliable way to exclude existing customers from prospecting email sequences, identify partner contacts for separate outreach, or filter the contact list to a meaningful working set.

Implementation: Add via Settings → Properties → Contact Properties → Create Property. Mark Hope's Asymmetric HubSpot account uses an equivalent contact_type field as a reference implementation.

"We have a field called contact type — customer, lead, vendor, partner. And then you can say, I want to see all my partners, all my dealers, all my customers." — Mark Hope

Contact Activity Log Permissions

Mike Stebbins initially could not see email activity, call logs, or the communication timeline on contact records, even though Wade Zirkle could see the same data.

Root cause: HubSpot has layered user permissions (~10 levels). Mike's user role was missing the activity/email logging and viewing permission.

Resolution: Mark Hope updated Mike's user permissions during the call. After a page refresh, the full activity timeline became visible across all contacts.

Lesson: When a user reports missing activity data, check Settings → Users & Teams → [User] → Edit Permissions → Contacts before assuming a data problem. The fix is a permission toggle, not a data re-import.

ZoomInfo Integration & Data Import Strategy

BluePoint has access to ZoomInfo with a 700-contact download limit per month. Each ZoomInfo export contains significantly more fields than HubSpot's default schema.

Recommended Import Workflow

1. Download a sample export from ZoomInfo to see all available fields.
2. Identify which fields to retain — ZoomInfo provides far more data than most teams need. Decide before importing to avoid cluttering the CRM schema.
3. Create matching HubSpot properties for any ZoomInfo fields you want to keep (e.g., company revenue tier, technographic data, intent signals).
4. Import via the correct path: Search HubSpot → "Import" → Apps → Import. This method tags each contact with a source field showing which list they came from — useful later for prospecting attribution ("where did I get this person?").

Field Mapping Considerations

• HubSpot's default contact fields cover: name, email, phone, company, lifecycle stage, contact owner, last contacted date.
• ZoomInfo adds: direct dials, LinkedIn URLs, technographics, firmographics, intent data, and more.
• Only create custom HubSpot properties for fields you will actively filter or report on. Unused fields add noise.

Existing Imports (as of October 2025)

Total contacts in HubSpot at time of call: 1,622

Working Effectively with Contact Views

HubSpot views function like saved filtered spreadsheets. Key patterns established during the call:

• Filter by state/region to build geographic call lists (e.g., Colorado = 31 contacts).
• Save views for recurring segments (e.g., "Stadiums & Arenas — Not Contacted").
• Right-click to open a contact in a new tab while working a list — this preserves the list view so you can return after logging the call.
• Refresh the list after making changes in a contact record; updates don't appear in the list view in real time.
• Bulk actions (assign owner, edit fields, enrich records) are available when contacts are selected from a view.

Logging Calls & Sales Activity

BluePoint is not using the HubSpot dialer. The recommended workflow for manual call logging:

1. Open the contact record, review activity and notes before dialing.
2. Click Log Call (or use the quick-action phone icon from the list view).
3. While on the call, fill in: Outcome (connected / left voicemail / no answer / wrong number), Direction (outbound), and call notes.
4. Save and return to the list.

Email activity (opens, clicks, page revisits) is tracked automatically for contacts who received HubSpot email sequences. Contacts who opened an email multiple times are high-priority for follow-up calls.

Drip Campaign Architecture (Planned)

Three campaign buckets were scoped during the call. None except the entertainment automation currently exist.

Content for the "Not Ready" campaign should be semi-dynamic — evergreen educational content supplemented with timely industry news. Mike Stebbins was assigned to draft a list of topics.

See also: ^[2]

Email Sender Configuration

Marketing emails should be sent from a subdomain alias (e.g., mike@bluepointatm.co) rather than the primary business domain (mike@bluepointatm.com). This protects the primary domain's sender reputation from unsubscribes and spam flags accumulated during cold outreach.

Wade Zirkle's alias was already configured. Mike Stebbins' alias (mike@bluepointatm.co) was identified as not yet set up and was added to the action list for Mark Hope.

Action Items

• [ ] Mark Hope — Set up mike@bluepointatm.co sender alias in HubSpot
• [ ] Mark Hope / Asymmetric — Create Contact Type custom property in BluePoint HubSpot account
• [ ] Mike Stebbins — Download a ZoomInfo sample export; identify fields to retain before bulk import
• [ ] Mike Stebbins — Send list of tools to integrate with HubSpot (Sales Navigator, Fathom, etc.) to Mark Hope
• [ ] Mike Stebbins & Wade Zirkle — Prepare HubSpot training priorities/questions for Tuesday 9 AM MT session
• [ ] Mike Stebbins — Draft topic list for "Not Ready" drip campaign

Related Articles

• ^[1]
• ^[2]
• ^[3]
• ^[4]