HubSpot Email Tracking Software: Why We Love It + How to Get Started

Sales Email Reports for Managers

HubSpot Sales Hub includes a library of out-of-the-box reports that can help your sales manager monitor rep performance. Here are a few of our favorites to add to your sales dashboard:

Report: Team activity totals
Answers: How productive is my team in terms of sales activity?
HubSpot description: View the total number of tasks, calls, notes, emails, and meetings your reps are logging. See how this compares to the previous month.

Report: Activity leaderboard by rep with type breakdown
Answers: Which of my sales reps are engaging with their leads the most?
HubSpot description: View the number of calls, meetings, and emails each of your sales reps has booked or sent. See which of your reps has the highest activity.

Report: Email tracked to reps’ inboxes
Answers: What’s the newest email to my reps’ inboxes?
HubSpot description: View the latest emails tracked with HubSpot to your reps’ inboxes. See who the email is from, the subject line, and first few sentences. As well as the date and time received.

Sales Email Reports for Reps

We also recommend setting up a HubSpot sales dashboard for each of your individual reps. Here are our favorite reports to include on those individual sales rep dashboards:

Report: Sequence sender score
Answers: How effective is my email outreach? And how do I get more replies?
HubSpot description: View a measure of your sending practices based on your reply and bounce rates. See where you can improve to get more responses.

Report: Email tracked to my inbox
Answers: What’s the newest email in my inbox?
HubSpot description: View the latest emails tracked with HubSpot to your inbox. See who the email is from, the subject line, and first few sentences. As well as the date and time received.

Report: Activity feed timeline
Answers: Who's interacting with my email, meeting, and website content?
HubSpot description: View which leads are opening, clicking links, and replying to your emails. See who booked a meeting with you. See which leads are coming back to visit your website. Filter by activity types, sequence enrollment, and lifecycle stage.

How to Get Started

• Confirm which email provider hosts your email addresses. If you’re not sure, you can ask your IT department or use a free online tool like MxToolbox.
• Each individual user needs to set up their own email integration, so check user permissions to make sure that your reps have access to HubSpot Sales Hub.

Log into your HubSpot portal and click the Settings icon ⚙ in the top right corner. Click Integrations on the left-side menu, then select Email Integrations. Click the Connect an Inbox button.

Select your email provider from the list that appears, then following the corresponding instructions below.

HubSpot Gmail Integration

After you click Google / Gmail, a window will appear and give you the option to turn on inbox automation. It is not required, but there are some good reasons to check this box given here. Either way, you can click Connect your inbox to proceed.

Next, you will be prompted to log into your Gmail account. Once you’ve logged in, you’ll see a window asking you to grant access to HubSpot. Click Allow to proceed.

You’ll be redirected to the HubSpot Email Integrations page and notice that your account is now connected. Sometimes you need to refresh the page to reflect that the account has been added.

Go over to the HubSpot Extensions tab and click Install to download the Gmail HubSpot extension. This will allow you to log and track emails directly from your Gmail inbox without having to log into HubSpot.

HubSpot Office 365 Integration (also called HubSpot Outlook Integration)

Note: Outlook is an email app within the Microsoft Office 365 productivity suite, which is why the names are often used interchangeably.

After you click Office 365, a window will appear and give you the option to turn on inbox automation. It is not required, but there are some good reasons to check this box given here. Either way, you can click Connect your inbox to proceed.

After that, you’ll see a window asking you to grant access to HubSpot. Click Continue to proceed.

Next, you will be redirected to the Outlook login screen and prompted to login. Once you’ve logged in, you’ll see a success screen telling you that your inbox has been successfully connected.

You’ll be redirected to the HubSpot Email Integrations page and notice that your account is now connected. Sometimes you need to refresh the page to reflect that the account has been added.

Go over to the HubSpot Extensions tab and click Download to install the HubSpot Sales add-in for Office 365. This will allow you to log and track emails directly from your Office 365 inbox without having to log into HubSpot.

If you use the desktop version of Outlook, you can click Download to install the HubSpot Sales add-in for Outlook (Windows/PC). This will allow you to track emails directly from your Outlook inbox via the desktop app without having to log into HubSpot.

Configure Email Tracking Settings

Now let’s click over to the Log and Track tab. Scroll down to Never Log. Enter email domains or specific contacts that you never want logged. For example, you could enter your company’s email domain that way internal communications aren’t logged.

Scroll down a little further to the section called Track emails from CRM, Conversations, and Extensions. In general, we recommend turning both of these settings on to enable email tracking across all users with connected emails. This will make emails track by default for all users, though users will still be able to disable logging and tracking for specific emails when they send them.

Get the Most Out of HubSpot Sales Hub

Sales email tracking is just the tip of the iceberg when it comes to getting the most out of your HubSpot Sales Hub! From sales automation tools to advanced analytics and customized reports, you’ll find everything you need to maximize efficiency and drive closed deals. It’s easy to get overwhelmed by the massive opportunities presented by HubSpot Sales Hub, so feel free to reach out for a free consultation to see how you could get even more out of your HubSpot package.