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HubSpot Onboarding

Switching HubSpot on takes an afternoon. Building it around your business takes experience.

We set HubSpot up properly the first time, around how you sell and deliver. Lifecycle stages, pipelines, properties, integrations and reporting, built with your team and handed over with the documentation to run it.

Let's talk What's included
Discipline HubSpot RevOps
Hubs Marketing, Content, Sales, Service
Length Typically 8–12 weeks
What we're noticing

Good HubSpot starts with the plans.

What we see

When HubSpot goes live on the defaults, it usually works fine for a while. Then the business grows. Lifecycle stages stop matching how you sell, the reports don't line up with what sales is seeing, and the spreadsheets creep back in. Fixing that a year in costs more than setting it up properly now.

What we do

We help you draw up the plans. Together we map your customer journey end to end, from first enquiry through to renewal, so everyone can see how it should work before anything gets built. Then we help you build it: lifecycle stages, pipelines, objects and properties first, with reporting and automation on top. By the time your team logs in for training, HubSpot already makes sense to them.

What's included

What we usually include in an onboarding, adjusted to your business and how much help you need.

01

Discovery and process mapping

We spend the first couple of weeks talking to your team and seeing how work actually moves. Then we map how you sell and deliver, and plan a HubSpot setup that fits.

02

CRM setup and data migration

Your records, properties and history moved across carefully.

03

Lifecycle and pipeline design

Stages that match how deals move through your business. Each one has a clear point where it's done, so nothing lingers in limbo.

04

Properties and data governance

The fields you actually need, named so they make sense, with checks in place to keep the data trustworthy.

05

Workflows and automation

Automation that takes the repetitive work off your plate, like notifications, handoffs and lead routing, while keeping your team across what's happening.

06

Email templates and marketing assets

Branded templates and the essentials for nurture and outreach, built so your team can keep using and updating them after handover.

07

Dashboards and reporting

Three to five dashboards built around the questions leadership asks: what's in the pipeline, where it's coming from and how fast it's moving. Built natively in HubSpot wherever we can.

08

Integrations

The tools you already rely on, connected properly. Calendar, email, calling, billing and the rest of your stack, so nothing gets double-handled.

09

Training and handover

Training built around what each person actually does day to day. Documentation your team owns, so you're never stuck waiting on us.

Who we onboard

Six industries we know well, and what HubSpot needs to do for each.

01

SaaS and technology

CRM and lifecycle built around trials, demos and renewal cycles. Reporting that shows pipeline coverage as well as contact volume.

02

Financial services and lending

Pipelines for multi-stakeholder deals and longer approval cycles. Reporting that shows principals the book without an export.

03

Professional services and accounting

Lead-to-engagement workflows with consistent handoffs and templated comms, and visibility into where each engagement sits.

04

Education and training

Enquiry-to-enrolment journeys. Segmentation by program and intake. Automated comms timed to your intake calendar.

05

Property, real estate and construction

Deal stages built for long cycles and multiple stakeholders. Follow-up automation that survives a six-month sales conversation.

06

Media and publishing

Subscriber and advertiser lifecycle managed side by side, on one data set.

How we work

How we'll work with you.

01

We plan it with you

We sit down with your team and map how you sell before we touch the portal, so everyone's agreed on the plan before anything gets built.

02

We build from the ground up

We set up your lifecycle stages, objects and pipelines first. Once those are right, everything you add later has something solid to sit on.

03

We help keep your data clean

Messy data usually comes from how it gets entered. We'll help you tidy up the process as well as the records, so it stays clean.

04

We help you do it yourself

We'd love you to be able to run HubSpot without us. So we write everything down and train your team on the work they actually do.

05

We're here when you need us

HubSpot changes and so does your business. If something needs adjusting down the track, give us a call.

Engagement rhythm

A standard onboarding typically takes eight to twelve weeks. Bigger portals and multi-team rollouts will take longer.

Weeks 1–2

Discovery

We talk to your team, look at how you work today and agree how your lifecycle and pipelines should run. Nothing gets built until the plan's agreed.

Weeks 3–6

Foundations

We set up your lifecycle stages, objects, pipelines and properties, and start training your team as each piece goes in.

Weeks 7–10

Rollout

Then come the workflows, sequences and dashboards, built in order so each one sits on data you can trust. Training carries on as we go.

Weeks 11–12

Handover

We wrap up training, hand over the documentation and fine-tune anything that needs it. By the end, it's your system.

Before and After

What changes when HubSpot starts with a plan.

Dimension Before After
Lifecycle stages
HubSpot's default stages, which don't quite fit how you sell

Stages built around how your customers actually buy

Deals
Everyone records deals a bit differently

One shared way of doing it, so the pipeline makes sense to everyone

Reporting
Plenty of reports, not much trust in the numbers

A few dashboards leadership actually uses

Data
Spread across three spreadsheets and someone's inbox

In HubSpot, where your whole team can find it

Handover
Everything lives in one person's head

Written down in a playbook your team owns

Onboarding options

Three ways to work with us. We'll scope the right one with you, based on your portal and how much you want to build yourselves.

01

Guided setup and training

Your team does the build, with us alongside to plan it, train you and check the work as you go.

02

Done-for-you onboarding

We plan and build your core HubSpot setup, bring across the data that matters and train your team.

03

Advanced onboarding and rollout

For bigger portals, several teams or more involved automation, rolled out in stages.

Case Study · SaaS · Canberra
A sales process too nuanced for the defaults to handle.

One pipeline. Marketing, sales, and service, finally aligned.

A geospatial SaaS company selling to government agencies and engineering consultants had outgrown HubSpot Starter. Their sales motion didn't fit a standard pipeline, and their two ICPs needed separate nurture paths.

We mapped the customer journey across three connected objects, built lead scoring around their actual conversion signals, and created five nurture flows tailored to each segment. One pipeline, so marketing, sales, and service are finally working together.

Selected clients
WF
CW
Next step

Let's talk about your HubSpot.

Let's have a quick-ish chat about where your portal is, where it needs to be, and whether we're the right people to get it there. Don't worry, there won't be a pitch deck.

Book a call
Emailhello@otm.com.au
BasedTamworth, NSW