HubSpot 101: Navigating Contacts, Deals, and Tickets

HubSpot is the brain behind the MySalesHub interface. While you do all your quoting and contract work in MySalesHub, HubSpot is where the data lives, where the money is tracked, and where the warehouse gets its marching orders.

If you feel lost navigating the system, start by understanding the three main pillars: Contacts, Deals, and Tickets.

1. The Core Hierarchy (What are they?)

👤 Contacts: The person. This holds their phone number, email, and communication history.
💰 Deals: The money. A Deal represents the sale itself. It tracks the contract, the products, the stage (Quote to Closed Won), and the total revenue. As a Sales Rep, you own the Deal.
📦 Tickets: The physical work. Tickets represent the actual tasks required to fulfill the Deal (e.g., ordering from a vendor, building the cabinets, scheduling delivery).
- Ownership Split: Sales Reps own Double Check, Order, Warranty, and Needs Attention tickets. The Warehouse and Delivery teams own the rest (Builds, Deliveries, etc.).

2. Navigating the Left Menu & Bookmarking

HubSpot’s main navigation menu is located on the left side of your screen.

To access your main hubs, hover over CRM, then select Contacts, Deals, or Tickets.

💡 Best Practice: Bookmark Your Menus To save yourself a click every time, hover over Contacts, Deals, or Tickets in that left-hand menu and click the Bookmark icon next to it. This pins them to your bookmark section for easier access!

3. Best Practices for Finding a Deal

Do not waste time scrolling through endless pipeline views to find your customer.

Use the HubSpot Search Bar located at the very top of your screen.
Simply type in the Customer's Name, and the system will instantly pull up their associated Deal, Contact, and Tickets. Simply Click on the associated deal

⚡Multiple Deals Under One Contact can be common. Simply navigate to the contact to see all associated deals on the right side. This will make selecting the one you are looking for easier.

4. How to Track a Deal's Fulfillment Status

Customers will call you asking, "Where is my kitchen?" You need to be able to find out exactly where their order is in the warehouse without interrupting the build team.

Once you are on the customer's Deal record, you have two ways to view their Tickets:

Method A: The "Overview" Tab (For Open Tickets) Look at the center section of the Deal record and make sure you are on the "Overview" tab (not the "Activities" tab). The very top card in this view will display only the tickets that are currently open and active. This filters out the noise of completed tasks.

Method B: The Right Sidebar (For All Tickets) If you want to see the complete history of the order, look at the upper right section of the Deal record. This sidebar shows every single ticket ever associated with the deal and its current stage, whether it is finished or not.

5. What is HubSpot Doing in the Background?

Why do we have so many strict rules about not manually changing Deal Stages? Because of the Background Engine.

When you click "Finalize & Close" and a Deal moves to Closed Won, HubSpot fires off a series of automated background rules. It instantly reads your product list, generates the required vendor Order Tickets, creates the Build Tickets, and creates the Delivery Tickets.

If you manually drag a Deal into Closed Won before it's ready, the Engine could fire prematurely, creating duplicate or empty tickets and causing massive confusion in the warehouse. Always let MySalesHub drive the Deal Stage!