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      Updating Contacts in HubSpot

       

      Purpose

      To ensure accurate, consistent and up-to-date contact information is maintained within HubSpot. It outlines the standardized process for updating existing records 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

       

       

       

       

       

      How to Update Contact and Card Properties in HubSpot

      Introduction

      Updating contact and card properties in HubSpot is essential for maintaining accurate and relevant information. This process includes adding missing properties, updating existing ones, and ensuring correct lifecycle stages.

      Importance of Following These Steps

      • Prevents Duplicate Entries: Searching before adding new contacts avoids duplication.
      • Ensures Accurate Data: Proper capitalization, full names, and complete addresses prevent formatting errors.
      • Improves CRM Efficiency: Keeping lifecycle stages and contact roles up to date ensures relevant communication and data usage.
      • Maintains Clean Data: Regular updates help in maintaining a clean and organized database, essential for business operations.


      Steps to Update Contact and Card Properties+

      Step 1: Navigate to the Contact Screen

      1. Open HubSpot: Log in to your HubSpot account.
      2. Go to Contacts: Navigate to the CRM and then to the Contacts’ section.
      3. Search for Contact: Use the search box to find the contact you need to update.

      Step 2: Check and Add Properties

      1. Review Properties: Ensure all necessary properties are listed, including first name, last name, lifecycle stage, email, phone number, address, Client Portal? and Contact Role/Status.
      2. Add Missing Property:
        • Click on Actions → Customize Properties.
        • Click Add Properties, search for the desired property (e.g., Client Portal? Contact Role/Status) and add it.
        • Arrange the properties as needed by a simple drag, drop and save.

      Example Contact Property

      Applicable Department

      Comments

      Email

      All

      Add Multiple Emails: - You can add multiple email addresses for a single contact. Click the email field → Add additional email addresses and save.
      Set Primary Email: - You can change the primary email by clicking Make Primary.

      Lifecycle Stage

      All

      Select the appropriate stage from the dropdown (e.g., Lead, Prospect etc.) and save.

      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

      Street Address, City, State, Postal code, Country, and Time zone.

      All

      Enter full address, incomplete address information can cause formatting errors.

      Contact Role/Status

      All

      Add Title and Authorization: Select the appropriate title (e.g., owner, manager) and mark whether the contact is authorized to make decisions, sign documents or provide process updates by selecting ‘Authorized’. Note: if ‘Authorized’ is not selected it is assumed that the contacts role with their organization is not authorized to make business decisions.
      Indicate Termination: If the contact is no longer with the company, add the role ‘Termed’.