BluepointATM HubSpot CRM Setup & Training

Notes and decisions from the BluePoint ATM marketing call covering HubSpot CRM training, permission fixes, contact management, and drip campaign planning. See also: ^[1] and ^[2].

Overview

BluePoint ATM is actively onboarding into HubSpot as their primary CRM and email marketing platform. As of this call, the account holds 1,622 contacts across multiple imported lists. The team is working to bring Mike Stebbins (BluePoint's sales lead) up to speed on contact management, activity tracking, and campaign workflows, while resolving permission gaps and planning new drip campaigns.

A dedicated HubSpot training session was scheduled for Tuesday at 9 AM MT. Mike and Wade are to compile a list of training topics in advance.

Contact Management

Data Model

HubSpot uses a relational model:
- Contacts — individual people records
- Companies — associated organizations; linked to contacts
- Deals — opportunities (equivalent to Salesforce "Opportunities"); tied to a person + company + job
- Tickets — used for inbound support issues (not currently active for BluePoint)

Current Contact Imports

Imports visible in HubSpot as of this call:

ZoomInfo is the primary source for new list pulls. The account allows approximately 700 contact downloads per month, including full profile data (name, address, phone, etc.).

Custom Fields

HubSpot's default fields don't cover all ZoomInfo data. Recommended approach:
1. Do a ZoomInfo download and review the exported columns
2. Identify which fields to retain
3. Create matching custom properties in HubSpot before importing

A Contact Type field is recommended (modeled on Asymmetric's own setup) with values such as:
- Customer
- Lead
- Vendor
- Partner

This allows filtering non-marketing contacts (vendors, partners) out of campaign sends without deleting them.

Views & Filtering

• Views are saved filtered lists (e.g., "Colorado contacts," "Unassigned contacts")
• Filters can be built on any property (state, vertical, owner, lifecycle stage, etc.)
• Views can be private (user-only) or shared across the team
• Tip: When working a call list from a view, right-click a contact → "Open in new tab" to avoid losing your place in the list

Blocking Unwanted Contacts

To prevent tool/vendor contacts (e.g., Fathom, internal emails) from polluting the CRM:
- Delete the contact record manually, and
- Block the domain in HubSpot settings to prevent re-entry via Gmail sync

Permissions Fix — Mike Stebbins

Problem: Mike could not see contact activity histories (emails, calls, notes) even though he was listed as contact owner.

Resolution: Mark updated Mike's user permissions to grant full activity/email logging and viewing access. After a screen refresh, activity timelines became visible across all contacts.

Action taken: Permission updated during the call — no further action needed.

Note: HubSpot has multiple permission layers; if other data gaps appear, flag them to Asymmetric rather than troubleshooting independently.

Email Campaigns

Active Campaign

• Entertainment segment automation — 10-email sequence, ~990 recipients, launched September
• Sends are staggered (one email per interval); all tracked in HubSpot
• Open rates, click rates, and individual engagement (number of opens per contact) are visible per email send

Identifying Hot Leads

From within any email send in HubSpot:
- View recipient list → filter by "clicked" or "opened"
- Open individual contact records to see how many times they viewed an email
- Contacts who opened multiple times are priority outreach targets for Mike's cold call/LinkedIn sequence

Upcoming Campaign — Stadiums & Arenas

Decision: Next campaign focus is stadiums and arenas (not live music as originally planned).

Rationale:
- Stadiums/arenas are early adopters of reverse ATM technology — prospects will already be familiar with the product
- Large addressable market: NCAA Division I/II/III facilities, minor league venues, semi-pro arenas
- Live music campaign can reuse the same asset structure later

Approach:
- Review and update existing entertainment campaign copy/visuals for stadium/arena messaging
- Mike and Wade to pull the ZoomInfo list themselves for more audience control
- Melissa to prepare a copy doc from the existing automation for editing

Following campaign: Water parks and amusement parks (seasonal — budget season timing, Oct–Mar)

Campaign Rhythm

• Typical active campaign: ~10 emails over 10 weeks (one per week)
• After 10 emails: contacts who haven't unsubscribed but haven't engaged move to a long-term nurture (one email/month, ongoing)
• Contacts who engage become active sales leads for direct follow-up

Drip Campaign Planning

Three drip campaign types identified as needed:

Status: None of these are built yet. Only the entertainment automation is live.

Next step: Mike to draft initial topic ideas for the "Not Ready" drip campaign. Content can incorporate blog posts for SEO cross-benefit.

Logging Sales Activity

Mike is encouraged to log all outbound activity in HubSpot:

• Calls: Activities → Log Call → set outcome (connected, left voicemail, no answer, etc.) + direction (outbound)
• Meetings: Log or create meetings directly from the contact record
• Notes: Add after any meaningful interaction
• Tasks: Create follow-up tasks with due dates from within the contact record

Quick-dial shortcut: use the phone icon on the contact list row to initiate a call without opening the full record.

HubSpot + ZoomInfo Integration

• Mike now has ZoomInfo access via the shared asymmetric email login
• Two-factor auth phone number should be updated to Mike's number (he will handle in admin console)
• ZoomInfo data fields that exceed standard HubSpot properties will need custom field creation before import

Sending Domain Setup

Issue: Campaign emails need to send from a BluePoint-branded address to protect Mike's primary inbox reputation.

Decision: Set up mike@bluepointatm.co as a HubSpot-connected sending address (mirrors how wade@bluepointatm.co is configured).

Status: Not yet configured as of this call. Mark to complete.

Website & Blog / SEO Notes

• Blog section to be moved to the website footer (keeps SEO benefit without cluttering main navigation)
• October blog posts and social content are pending Wade's review in ClickUp
• Blog content should feed into email campaigns as it's published — cross-channel amplification

Action Items

Related

• ^[1]
• ^[2]
• ^[3]
• ^[4]