SOP
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      Adding Contacts in HubSpot

       

      Purpose

      To ensure accurate, consistent and up-to-date contact information is maintained within HubSpot. It outlines the standardized process for adding new contacts to support effective communication, sales, marketing efforts, and the Client Portal. By following this procedure, teams can avoid duplicate entries, maintain data integrity, and improve overall CRM efficiency.

      Scope

      This SOP applies to all team members responsible for managing contact data in HubSpot.

       

      Version History

      Version #

      Date

      Author

      Summary of Changes Made

      1.0

      10/15/2025

      Bilal Qureshi

      Initial version

       

       

       

       

       

      Part 1: How to Add Contacts in HubSpot

       

      Introduction

      Adding contacts in HubSpot is a crucial task that helps maintain organized and accurate records. Following the best practices ensures efficiency and reduces errors.

       

      Steps to Add a Contact: -

       

      • Log in to HubSpot → https://app.hubspot.com/login
      • Search and select the Company record where you want to add a contact.
      • Click +Add under the Contact section.
      • Search for Contact → Enter the desired contact name in the search box to check if it already exists. This helps prevent duplicate entries.
      • Create New Contact → If the contact does not exist, proceed to create a new contact.
      • In the contact creation panel, fill in the following: fields with (*) are required

      Contact Property

      Applicable Department

      Values

      Email

      All

      If available, input the email address. Note that the email field is not mandatory but aids in avoidance of duplicate contact creation.

      First Name*

      All

      Ensure proper capitalization (first letter uppercase, remaining letters lowercase).
      1. Example: First Name: John, Last Name: Doe
      2. Avoid special characters and ensure the full last name is entered to prevent formatting errors

      Last Name*

      All

      Salutation (Dr, MR, Mrs, Ms)

      All

      *Do not enter Salutations (Dr, MR, etc.) in First Name*

      Job title

      All

       

      Phone number

      All

      The area code is automatically added. Simply input the rest of the number. Example: 301-971-0202

      Company name

      All

       

      Contact Owner*

      All

      Defaulted to you

      Lead Source

      Sales & Marketing

       Select the appropriate source for the contact

      Lifecycle Stage

      All

      Sales & Marketing = Lead, Prospect or Qualified Lead.
      CS and Ops = Customer

      Contact Role/Status

      All

      Select the type of contact.

      Example: - Signer, Owner, Practice manager, Authorized, Termed, etc.

      If the contact is not longer associated with the company, select “Termed”

      Client Portal?

      CS & Ops

      This is connected to the Client Portal and essential to provide portal access to clients.

      Yes = Client Access

      Blank = No Access

      No = Access Removed

      Be advised it takes up to 24 hours after this property is updated for the client to establish access

      Allow your team to market to this Contact

      All

      Sales & Marketing = Only if we have the consent
      CS & Ops = If it is a customer then check the box