As a business, you’re probably sending out hundreds, if not thousands, of emails every week to current and future customers so why not make it as smooth as possible? Integrating your email with HubSpot can save time and give you a more accurate picture of how your customers are interacting with your communications.

What is email integration?

Email integration joins your Customer Relationship Management (CRM) system with your email provider to allow you to track interaction with your emails, as well as log communications in a central place.

What are the benefits of integrating your email with HubSpot?

With email integration, you can see not only who opened your email but also whether they interacted with any links in your email. You’ll also be able to keep a log of email communications for others in your organisation to see them and for your own future reference.

Email integrations also save you some time if you use features such as the snippets, which allow you to add up to 2,500 characters of preset text into your emails. This will help to avoid having to repeatedly type openings or facts about your services. Templates are another fantastic time saver, as you can use these for order confirmations, emails about upgrading services or other emails you send regularly that only need minor adjustments of the specifics. To keep on top of your campaigns, you may also benefit from setting workflows for automatic follow-up reminders based on email interactions, which will send out an email that you have prepared to a contact after a set time without any communication, such as an offer that has not been used.

How to integrate your email with HubSpot

There are many different email providers that work well with HubSpot so you should be able to integrate your emails with ease. The HubSpot Sales Chrome Extension will allow you to track Gmail emails, as well as search your HubSpot contact database and use some of the HubSpot features from your email client. Download the HubSpot Sales Outlook desktop add-in here to use HubSpot from your Outlook email and access your templates, documents and more.

You can integrate emails with HubSpot by adding your BCC email – found under Settings > Integrations > Email Integrations > Log and Track – to the BCC section in your email. This will add a log of the email to your client’s record or create a new client if there is no record of them. For logging incoming emails, use the Forwarding email – found with the BCC email – and it will log the communication to the client’s record or create a new one. You must forward the email before replying or the header will change and will not be supported for integration.

If you have Sales Access or Account Access permissions, you can integrate your own email address for Google, Office 365, IMAP or POP3 account directly, via Settings > Integrations > Email Integrations.

When integrating your email with HubSpot, please remember

If you have integrated your email with HubSpot, only the email associated with the HubSpot account will have its emails recorded. In your email client, such as Gmail or Outlook, it is possible to have several email accounts, such as name@yourcompany.com, namesurname@yourcompany.com and customercare@yourcompany.com, so make sure that if you are contacting clients with these emails addresses that they are listed as aliases in HubSpot.

Not all emails should be tracked so make sure that you are excluding domains or email addresses that you don’t want in your system for other employees to see. If you outsource your HR services, for example, these emails would not be appropriate for logging and tracking. It is worth excluding your company domain so that internal communications are not recorded on HubSpot, as they will not be relevant.

For more information on integrating your emails with HubSpot or using HubSpot to improve your sales and marketing techniques, get in touch with our team today.