HubSpot onboarding documentation: guides for new sales and support reps

Step by step

List the five tasks a new rep does in week one

Ask your best rep what they did most in their first week. Typically: create a contact, log a call or email, create a deal, move a deal stage, and find their open tasks. Each becomes one short guide.

Use a test contact

Recording with a real customer puts their details in screenshots. Create a test contact such as 'Test Onboarding' with a test email, and delete it when you're done.

Record creating a contact

Go to CRM > Contacts, click Create contact in the upper right, and fill in the properties your team requires. Include the email: HubSpot uses it to deduplicate contacts and to associate them with companies automatically. Guidie records the property labels, never the values you type.

Record logging an activity

Open the test contact and log a call or email the way your team does it, including the outcome property if you use one. This is the step managers care about most in reports.

Record creating and moving a deal

Create a deal from the contact record, choose your pipeline and stage, then move it to the next stage. Show any required properties that appear when the stage changes.

Review the AI steps and add your rules

Guidie writes each instruction with the button or property name in bold. Add one line of team policy where it matters, for example 'Always set Lead status to Attempted after the first call.'

Bundle the guides into an onboarding checklist

Put the five guides, in order, on one onboarding page and add the narrated videos for people who learn by watching. New reps can work through them on day one.

HubSpot workflows worth documenting first

Creating a contact without duplicates

Show searching first, then creating, and why the email address matters for deduplication.

Logging calls and emails

Which activity type and outcome to choose so reporting works.

Moving a deal through your pipeline

Your stages, the properties each stage requires, and when to mark a deal lost.

Handing a contact over to support

Who changes owner or lifecycle stage, and what note to leave.

Importing a list from an event

Imports touch many records at once; a guide prevents messy data.

Onboarding docs are about your process, not HubSpot's features

HubSpot Academy teaches HubSpot. Your onboarding should teach how your team uses HubSpot: which properties are required, what each pipeline stage means, when to log what. That's the part no course covers, and the part new reps get wrong.

Keep each guide to one task

A 40-step "Using HubSpot" document is never read. Five guides of six to ten steps are. Name each one with the task: "Create a contact", "Log a call", "Move a deal to Negotiation".

Watch for data in screenshots

CRMs are full of personal data. Record with a test contact, and check every screenshot before sharing. Guidie helps by masking fields you type into and flagging emails and phone numbers elsewhere on the page, but a test record is still the safest option.

Plan for change

HubSpot updates its interface regularly, and your admins will add properties. Give every onboarding guide an owner and re-record it when a screen changes. With a recorder, a five-minute task takes five minutes to redo.

Questions people ask

Why do my HubSpot screens look different from the guide?

HubSpot's interface varies by plan and by which index page version your account uses, and admins configure properties and pipelines. Record guides in your own account so they match.

Can I record HubSpot without exposing customer data?

Use a test contact. Guidie also never sends typed text, skips password fields and flags emails and phone numbers it sees on screen for blurring.

How many onboarding guides should a new rep get?

Start with the five tasks of week one. Short, single-task guides are easier to follow and to keep up to date than one long manual.

How to create HubSpot onboarding documentation