HubSpot Microsoft Teams

HubSpot and Microsoft Teams Integration – the List of Use Cases

Today, most companies use different CRM systems to optimize their sales processes. CRMs allow businesses to track new leads, communicate with prospects across the different channels, as well as organize and consolidate data. Since you’re reading this article, chances are you already know the benefits of using a CRM, especially HubSpot. What you’re looking for is the ability to integrate HubSpot into your existing collaboration platform. And this is exactly what we are going to talk about in this blog post: the use cases of HubSpot and Microsoft Teams integration. So, let’s go!  

Why integrate HubSpot with Microsoft Teams? 

Before we jump into common scenarios that companies apply to effectively integrate the two platforms, let’s delve into real examples explaining why you even need to integrate HubSpot and Microsoft Teams. In fact, I’m taking these examples from our own practice, here at nBold. I’m going to share with you the details of our marketing, sales, and product teams’ collaboration because we love both HubSpot and Teams and we use them on a daily basis.  

Align your sales, marketing, and product teams 

Sales executives, sales reps, and customer success managers are the ones who use CRM systems most of the time. With HubSpot salespeople can quickly look up deal information, update pipelines, and compare plan-fact results with useful and visualized reports.  

But these days not only salespeople are involved in the sales process. For instance, the marketing department provides sales reps with information on new leads, upcoming marketing campaigns, and results of marketing activities. In return, sales need to share customer feedback, sales wins, and deal updates to help produce more relevant content, and finally provide customers with a better experience.  

So where do establish these information flows? How to bring data from a CRM to existing communication channels? How to make sure there is no information loss between all parties involved in the sales process? Well, this is where HubSpot and Microsoft Teams integration can help you with team alignment and better management of the communication and collaboration processes.  

Automate and digitalize your sales process 

It’s hard to overestimate the importance of digitalization in 2022. Businesses work hard on automating routine processes and saving work time. Automated emails flows, notifications on deal updates, report builders, virtual assistants – these are only a small part of all benefits latest CRMs can bring to your company.  

With HubSpot and Microsoft Teams integration you can fully automate your existing processes and save your time to stay focused on important milestones and maximize your selling opportunities. Thus, you can manage notifications, automatically share HubSpot updates in Microsoft Teams channels, automate information sharing, and even build automated workflows related to your unique business scenarios.  

Meet your team where they already are, in Microsoft Teams 

Finally, let me walk you through our collaboration processes here at nBold. So, I can demonstrate to you the importance of effective HubSpot and Microsoft Teams integration.  

We basically do everything in Teams. We have various channels, such as Marketing, Ideas, Product to store and share information depending on the topic. Within the different channels we store our documentations, start new conversations, share expertise, and collaborate on tasks. I’m not kidding, my day starts and ends with Microsoft Teams! Chats, video meetings, webinars, approval processes, issue trackers – tons of information is shared hourly. 

But we also use dozens of other apps, including HubSpot. My colleague working in sales definitely spends more time in HubSpot than me. He creates new deals, leaves comments and follow-ups, tracks email workflows, and knows our contact database backward and forward.  

At the same time, as a participant of the collaboration process, I want to know about deals’ source and movements, customer feedback, and product interests.  

To make sure we don’t lose any detail of this information flow, we use HubSpot and Microsoft Teams integration by customizing workflows and managing alerts if something occurs. In other words, we brought HubSpot to our main communication and collaboration platform – Microsoft Teams.  

HubSpot and Microsoft Teams integration – the list of use cases 

Now let’s delve into real use cases of HubSpot and Microsoft Teams integration. You can get inspiration from our examples and build something similar that corresponds to your business needs.  

Collaborate on HubSpot deals in Microsoft Teams 

Suppose you have a Deal Room in Microsoft Teams with members from marketing, sales, and service departments. You can have multiple Deal Rooms for each sales area, high priority deal, or your company offices.  

Learn how to create Sales Deal Rooms in Microsoft Teams from your own Template Catalog

With HubSpot and Microsoft Teams integration you can automatically share deal’s updates right into the indicated Teams channel. Thus, all participants can stay updated on new deals and contact details changes.  

HubSpot Microsoft Teams
HubSpot and Microsoft Teams

In this way, your team members can communicate in real-time on multiple deals without wasting time on manual data entry. Moreover, your sales leaders can quickly provide deal support in critical moments. Integration between HubSpot and Microsoft Teams gives your team and frontline managers real-time insights on deals, contacts, and accounts created in just a few clicks.  

Improve communication with key accounts 

In the same way, you can also collaborate with your team members on your key accounts to benefit from essential deals and partnerships.  

For example, with HubSpot and Microsoft Teams integration your account managers can easily schedule a Microsoft Teams meeting from any record. Set up meetings with your key accounts, demo presentations and onboarding calls right from your HubSpot calendar and get Teams meeting links automatically added to your Teams calendar.  

HubSpot Microsoft Teams meetings
HubSpot Marketplace

Let’s discuss one more capability of Microsoft Teams and HubSpot integration. You may already know that you can build different workflows using HubSpot. At nBold, we use this feature to automatically send follow-up emails and interact with our prospects. After connecting Microsoft Teams through the HubSpot marketplace, you can add Teams actions to your own workflows.  

For example, you’re able to automatically create Teams channels. In this case, we would like to create a channel per key account so you can collaborate on key deals with your sales experts, customer success team and others.  

To do so, I create a new workflow and choose the right trigger with multiple filters. For example, my workflow will run each time a new deal is created for a company with annual revenue greater than $100,000. 

HubSpot Workflow

Add Microsoft Teams action to HubSpot workflows

When the filter is set, you’re able to add a Teams action. Read here about how to connect Teams and HubSpot.

add Teams to HubSpot workflow

In this case, I want to create a channel in my own Microsoft Teams environment. Here I’m able to manage dynamic naming convention for channels with information about deal’s details. In addition, I can manage the privacy policies and choose between standard and private channels.  

Microsoft Teams HubSpot workflow

Now, each time an important deal is created, a dedicated channel will be created in my Microsoft Teams environment. This allows me to collaborate on deals with my colleagues in a single collaboration workspace, store related documents such us contracts, agreements, and presentations, as well as connect with experts and ask for their help and expertise if needed.  

By the way, I should mention the nBold platform that allows you to automatically create collaboration workspaces with pre-built content. This includes the channel structure, document templates, boards of tasks, playbooks for your account executives and much more. Everything is created from your own Collaboration Template Catalog!  

Manage notifications and stay informed about CRM updates 

As we previously mentioned, you can add Microsoft Teams actions into your existing workflows in HubSpot. With Teams connector, you’re able to add channels, as well as get Teams notifications based on your own triggers.  

Thus, you can get notifications on deal change status, when companies fit your territory, and much more.  

For example, you may want to send a Teams notification to the deal owner each time a new task is created in HubSpot. Make sure your sales manager doesn’t miss any important activity or can ask for help from the colleagues to complete the task.  

add Teams to HubSpot workflow

You can also notify your marketing department on each new lead created in HubSpot. Or send a notification each time someone submits a particular HubSpot form on your website.  

add Teams to HubSpot workflow

Finally, you can build a workflow triggering a Teams notification to specific customer support team members when someone needs support.  

So, the capabilities are endless and really depend on your unique business scenarios. The main idea is to show you that with HubSpot and Microsoft Teams integration you can bridge the gap between different departments involved into your sales process and improve your interaction with prospects and existing customers.  

Improve Collaboration at scale

To conclude, I would like to mention nBold – the collaboration management technology that can bring you even more value from the integration between the two platforms. Here are just a few examples of the integration with HubSpot platform: 

  • Create fully built workspaces in Microsoft Teams from your own Collaboration Templates for any key HubSpot record. 
  • Automatically receive HubSpot notifications about record updates in Microsoft Teams
  • Automatically add a tab with a list of the HubSpot contacts 
  • Delete or archive teams/channels when the related deal is closed in HubSpot, and much more. 

See how it works

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