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First Week Checklist: Getting Set Up in HubSpot

Step-by-step instructions for getting access, logging in, and completing your first orientation tasks in the HubSpot portal.

Overview

Your first week in HubSpot is about orientation, not mastery. The goal is to get access, get familiar with the layout, and start to understand where the key tools live. This checklist walks you through each step. Work through it at your own pace, but try to complete it within your first five business days.

If you get stuck at any point, the Key Contacts article has the right people to reach out to.

Step 1: Request Your HubSpot Access

HubSpot access is managed by invitation. You will not be able to log in until someone adds you to the portal.

  1. Contact Emily Thompson (emily.thompson@delaware.gov) to let her know you need to be added to the HubSpot portal. She can coordinate with Tapp Network to get you set up.
  2. Alternatively, you can email melissa.pitts@tappnetwork.com directly to request access. Include your full name, your work email address, and a note that you are the new assistant program administrator for the Delaware Home Visiting Program.
  3. You will receive an invitation email from HubSpot. Check your spam folder if you do not see it within one business day.

Tip: The HubSpot portal ID for Delaware is 21668608. If you are ever asked which portal you belong to, this is the number to reference. The portal is shared across two program brands -- you will primarily work within the "Home Visiting" brand.

Step 2: Log In for the First Time

  1. Open the invitation email and click the link to accept it. This will take you to HubSpot's login screen.
  2. If you already have a HubSpot account from a prior role, log in with your existing credentials and accept the portal invitation. If this is your first time using HubSpot, you will be prompted to create a password.
  3. Once logged in, you should land on your HubSpot home dashboard. If you see a welcome tour prompt, you can click through it or dismiss it -- this knowledge base covers everything you need.

Tip: Bookmark your HubSpot login page and the Delaware Family Support Hub knowledge base (defamilysupporthub.org/knowledge-base) in your browser right away. You will use both regularly.

Step 3: Explore the Main Navigation

Take 10-15 minutes to click through the main navigation bar at the top of the screen. You do not need to understand everything yet -- just get a sense of the layout.

  1. Look for the top navigation menu with labels like Contacts, Marketing, Service, and Automation.
  2. Notice the search bar at the top center of the screen. This is one of the most useful tools in HubSpot. You can search for any contact, company, or record by name from anywhere in the portal.
  3. Look at the icons in the top right corner. These give you access to your account settings, notifications, and help resources.

Step 4: Find the Contacts List

  1. Click Contacts in the top navigation, then select Contacts from the dropdown menu.
  2. You will see a list of individual contacts in the portal. These include LIA staff, DPH team members, and other program contacts.
  3. Try clicking on one record to see what a contact profile looks like. Notice the properties panel, the activity feed, and any associated companies or deals.
  4. Go back and also click Contacts then Companies. Companies in HubSpot represent the Local Implementing Agencies (LIAs). This is where agency-level information is organized.

Step 5: Browse the Events Calendar

  1. Ask Emily or a team member where training events and the program calendar are managed in HubSpot.
  2. Locate the events section and browse through upcoming events to get a sense of what kinds of trainings and activities are scheduled.
  3. Note whether any events are coming up in the next 30 days that you may need to support.

Step 6: Review the Deals Pipeline (Contracts)

  1. Click CRM in the top navigation, then look for Deals.
  2. The Deals pipeline is used to track LIA contracts and compliance milestones. Each deal typically represents a contract with a specific LIA.
  3. Browse through the pipeline stages to get a sense of the workflow. You do not need to make any changes yet -- just observe.

Tip: If you cannot find Deals or other sections, your access permissions may need to be adjusted. Contact Tapp Network (melissa.pitts@tappnetwork.com) to confirm your permission level is set correctly for your role.

Step 7: Bookmark the Knowledge Base

  1. Open a new browser tab and go to defamilysupporthub.org/knowledge-base.
  2. Bookmark it. You will refer back to this resource often, especially in your first few months.
  3. Browse the article list to get a sense of what topics are covered. You do not need to read everything now -- just know where to find it.

You Are Ready to Start

Completing these seven steps means you have the basic access and orientation you need to begin learning the day-to-day work. Your next stop is the Your Role in HubSpot article, which breaks down the five core tasks you will be responsible for and what they actually look like in practice.