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Setup HubSpot CRM And Sidekick In 10 Simple Steps

By Jonathon OatesComments

Setup HubSpot CRM and Sidekick in 10 Simple Steps

Sidekick - your email superhero

[Updated] HubSpot Sidekick iS now called Sales. And we've streamlined this post into just five steps too. Check out the updated instructions here.

 

It was a showstopper. An entire auditorium on their feet, cheering like they were at a live concert. OK Go may have opened Inbound 2014 - HubSpot’s annual Inbound Marketing conference - touting dancers on treadmills at 9AM, but the big event was yet to come.

Liane (our MD and founder) and I had traveled to Boston to soak up the abundance of knowledge shared during the four days of workshops, presentations, and keynotes by the industries finest. And although traveling to the States is often a bewildering experience, we didn’t quite expect this sort of reception for an announcement made by the CEO of a software company…

HubSpot, who are our technology partner, announced not only new features of their marketing platform, but entirely new products - software built for sales teams, too; a self-populating CRM chock full of features, and Sidekick - a tool to empower your sales teams, and make email conversations between themselves and their prospects more meaningful.

Sidekick - your email superhero

Sidekick is an online app, accompanied by powerful plugins for Google Chrome, Gmail, and Microsoft Outlook that pull together a plethora of information on the companies whose websites you visit, and the prospects you communicate with.

At a glance sales teams can see all of their prospects’ online activity (recent social posts, pages on your website they’ve visited, emails they’ve opened), reach new leads, communicate with them in a more meaningful way, to ultimately close deals!

Like your email superhero, Sidekick sits inside your inbox and browser, pulling in relevant information - recent Twitter and email conversations, contact and company details - that you can use to populate HubSpot CRM.

Emails are tracked and you’re notified in near real-time when recipients open or click on them. You can even use templates to quickly compose repetitive emails, and on the business tier set up sequences and schedule when emails get sent, Sidekick will save you time, and can work your leads, even when you’re not awake!

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HubSpot CRM - simple, powerful CRM for sales teams

HubSpot CRM is exactly that, but without the bewildering bloat of other popular CRM software. It’s a simple CRM that works really well. Through its integration with HubSpot’s marketing platform, most importantly it helps to tie sales and marketing activity together.

HubSpot host a plethora of information to help you get started with their CRM and Sidekick. But it's evident the two are separate products, supported by two disparate teams - and in fact business units - within HubSpot. Not that this is an issue, but it’s important to remember if you ever need to get in touch with support, and Sidekick and HubSpot accounts are separate from one another.

A client asked recently if I could pull together a guide to walk their sales teams through setting up Sidekick and HubSpot CRM. It's a fairly straightforward setup process, but often the steps involved are spread across several pages.

It would be easier if all of the information was pulled together in one place, and I thought they couldn’t have been the first to ask for such a thing, so here is a distilled version of the 10 simple steps I sent to the client’s marketing and sales teams.

In ten minutes or so you should have learnt:

  • How to install Sidekick Chrome extension and Outlook plugin
  • How to link Sidekick up with your HubSpot portal - so you see when leads are active on your website
  • How to track emails sent to sales leads, and log them in HubSpot CRM
  • How to add contacts and companies, and find them again easily in the CRM
  • How to add a signature to emails you send from inside HubSpot CRM

The following are ten key steps to get HubSpot and Sidekick setup for your sales team:

Step 1. Install Sidekick in Google Chrome

Sidekick_1.1.jpg

  1. To install the Sidekick extension open Google Chrome and navigate to this link or click on the menu, then More Tools, and then Extensions. In the Extensions tab, click Get more extensions, and search for Sidekick.
  2. Click Add to Chrome to install the Sidekick extension - You should see a Sidekick button in the toolbar.
  3. Sign in with your Sidekick account by clicking on the Sidekick button, and then Log in or Sign up to Use Sidekick.

Sidekick_1.2.jpg

Tip: You can’t sign in to Sidekick with your HubSpot account. You need to create a Sidekick account if you don’t already have one.

Step 2. Install Sidekick in Microsoft Outlook

  1. Download Sidekick plugin for Microsoft Outlook and install it like you would any other software - double click on it and follow the wizard. 
  2. Restart Outlook and sign in to Sidekick - the Sidekick plugin should appear in the ribbon at the top of your inbox and in a sidebar when composing new emails.
  3. Tip: Outlook 2007 users should download the http://dl.getsidekick.com/outlook/2057/1.4.1.184/SidekickSetup.msi file - Outlook 2007 isn’t officialy supported by the latest plugins (it is 10 years old now!)

Step 3. Ensure You Have the Right Sidekick Settings

You should be using Sidekick with the same email address you use to send emails from Microsoft Outlook. Navigate to https://app.getsidekick.com/settings and check the email address in the top right is correct when you are signed in.

Step 4. Link HubSpot and Sidekick Together

  1. Navigate to https://app.getsidekick.com/settings/revisits and enter your Hub ID under the Connect Sidekick to Your HubSpot Account heading and click Connect HubSpot. When you’re signed into HubSpot CRM, your Hub ID is shown in the top right of the screen.
  2. You will be asked to sign into HubSpot and authorise Sidekick, before being redirected back to the the HubSpot Integration screen - you should see a green Connected badge.
  3. You can receive notifications when leads visit your website by choosing either everyone, or only your own leads’ visits and clicking Save Changes.

Sidekick_4.2.jpg

Make sure you have Google Chrome open and the Sidekick extension installed to receive notifications.

Step 5. BCC HubSpot CRM into Emails Sent from Outlook and Gmail

Behind the scenes, BCC’ing the CRM into your conversations between with your leads ensures the email chain is logged against contacts’ records inside HubSpot - shared between sales and marketing teams.

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Navigate to https://app.getsidekick.com/settings and enter the email address replace-me@bcc.hubspot.com under the heading Log in CRM then click Change to save this setting where ‘replace-me’ is your Hub ID.

You can log inbound emails by forwarding them to the replace-me@forward.hubspot.com address - swap out ‘replace-me’ with your Hub ID

Step 6. Tracking Emails Sent from Outlook

You should see two new checkboxes in the ribbon at the top of your inbox that you can select to track emails sent from Outlook, and log them in the HubSpot CRM.

Compose a new email to hello@getsidekick.com and you should receive a notification that it was opened shortly after you send it.

Make sure you have Google Chrome open and the Sidekick extension installed to receive notifications.

Step 7. Add New Contacts to the CRM

To add new contacts to the CRM navigate to https://app.hubspot.com/sales/replace-me/contacts/list/view/all/ and click the blue button towards the top right of the screen.

A pane opens to populate a new contact record. The HubSpot Owner field should already be set, but can be changed to assign the contact to another team member.

Tip: From here on in, swap out ‘replace-me’ with your Hub ID whenever you see it in links, like the one above

Step 8. Add New Companies to the CRM

Navigate to https://app.hubspot.com/sales/replace-me/companies/list/view/all/ or click the Companies tab in the menu bar towards the top of the screen.

Like adding a new contact, click the blue button towards the top right of the screen and a pane opens to populate a new company record.

The fields will auto-suggest information if it is already available in your contacts database e.g. an existing contact record has the company property populated

Step 9. Create Custom Views in HubSpot CRM

Custom views help you find and filter your contacts based on properties in contact records. Navigate to https://app.hubspot.com/sales/replace-me/contacts/list/view/all/ or click on the contacts tab in the menu bar towards the top of the screen.

Click on the All contacts heading In the sidebar towards the left of the screen to find the default, or standard views.

To create a new custom view click on the plus (Add filter) button below the All contacts heading, then either choose a property to filter by from the list, or search for a specific property in the field below the Filter contacts by… heading.

Sidekick_9.1.jpg

Create a call queue from any list of contacts or custom view by selecting the checkbox towards the right of a contact and clicking the phone button that appears towards the top of the screen.

To view the call queue click on the All contacts heading In the sidebar towards the left of the screen, and then Call Queue.

Step 10. Add a Signature to Emails Sent from the CRM

Navigate to https://app.hubspot.com/settings/replace-me/signature and compose and format an email signiture and click Update to confirm the changes.

Tip: This email signature will be appended to any email sent from within the HubSpot CRM - signatures set-up in Outlook are separate to those in the CRM.

Aaaand… Breathe

This guide only scratches the surface of Sidekick and HubSpot CRM - they’re being updated with new features all the time - but hopefully you’re now set up and eager to explore everything they have to offer.

I’ll be following up with more how-tos and tips that I hope will help turn you into a Sidekick super-user, including how to work smarter with email templates and mini email workflows, called Sequences. Sidekick are about to launch a new scheduling feature too.

In the meantime, post your own tips or questions to the comments, or find me on Twitter @jonathonoates. You can always sign up to our newsletter too (scroll down ↓↓) to ensure you never miss a post - happy marketing!

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