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Navigating the HubSpot Interface

A practical tour of the main HubSpot navigation and where to find the tools you will use most.

Overview

HubSpot can feel overwhelming the first time you open it. There are a lot of menus, features, and options -- most of which you will rarely if ever use. This article focuses specifically on the areas of HubSpot that matter for the Delaware Home Visiting Program.

The short version: you will use Contacts most often, then Marketing for sending emails, and Service occasionally to view the knowledge base. Everything else is either background or not relevant to your role.

The Top Navigation Bar

The main way you move around HubSpot is through the navigation bar at the very top of the screen. Here is what each section means for your work.

Contacts

This is where you will spend most of your time in HubSpot. The Contacts menu gives you access to:

  • Contacts -- Individual people records. This includes LIA staff, DPH team members, and program partners. When you need to look someone up, add a new staff member, or update a contact's information, this is where you go.
  • Companies -- Organization records. Each Local Implementing Agency has a Company record in HubSpot. You can find an agency's contact list, associated deals, and other details by clicking into its Company record.
  • Deals -- Used in the Home Visiting program to track LIA contracts and compliance milestones. Each active contract typically appears as a Deal record moving through a defined pipeline of stages.

When you first open the Contacts list, use the Views dropdown near the top of the table to switch between saved filters -- for example, a view that shows only LIA supervisors, or only contacts associated with a specific agency.

Marketing

The Marketing section is where you go to create and send emails to program contacts. For the Home Visiting program, this typically means sending event invitations, program updates, deadline reminders, and other communications to LIA staff.

  • Email -- Click Marketing, then Email to see the email dashboard. From here you can view past emails, create new ones, and check performance data like open rates and click rates.

Service

The Service section is where HubSpot's Knowledge Base feature lives. You can navigate to the knowledge base from within HubSpot to view articles or find a specific article to share with a colleague.

  • Click Service, then look for Knowledge Base in the dropdown. This opens the KB management view, where you can browse all published articles.
  • The public-facing version of the knowledge base lives at defamilysupporthub.org/knowledge-base. For simply reading articles, the public URL is easier to use.

Automation

The Automation section is where HubSpot workflows and sequences are managed. You are not expected to build or manage automation workflows in your role -- that is handled by Tapp Network. If something seems to be happening automatically in HubSpot, it is likely connected to a workflow. If something looks wrong or unexpected, flag it to Tapp Network.

The Search Bar

One of the most useful tools in HubSpot is the search bar at the top center of the screen. You can search for any contact, company, deal, or email by name or keyword from anywhere in the portal. This is often the fastest way to find what you are looking for.

The Top-Right Icons

  • The bell icon -- Notifications. HubSpot will alert you here if something requires your attention, such as a task assigned to you.
  • The question mark icon -- HubSpot's help center. If you have a general HubSpot question, this opens in-app help resources.
  • Your profile icon or initials -- Click this to access your account settings, update your profile information, or log out.

A Note on Permissions

HubSpot uses a permissions system that controls what each user can see and do. Depending on how your account was set up, you may not see all of the menu items described in this article. This is normal. If you believe you need access to something you cannot see, contact Melissa Pitts at Tapp Network (melissa.pitts@tappnetwork.com) to have your permissions reviewed. Always describe what you are trying to do, not just what you cannot see -- that context helps Tapp Network configure your access correctly.