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CRM & Migration

Do I Need A HubSpot Administrator? What to Consider to Make the Right Decision

If you are still hesitating about whether you should hire a HubSpot admin and don't know how to choose the best among other HubSpot experts, then this article is for you!

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What is a HubSpot Administrator?

From website development to social media management to marketing automation, HubSpot is an all-in-one CRM solution that offers a wide range of features. While HubSpot is easy to learn and therefore teams are able to begin using HubSpot effectively in a short period of time, the various intricacies of the software cannot be learned in a day, week, or even a month. Mastering HubSpot's various tools, features, and functionality will require perseverance and experience.

Hubspot is like any other software, where the typical user will know enough about the software to execute their daily task, but when it comes to utilizing new features, will need to turn to a specialist for guidance.

A HubSpot Admin:

  1. Helps streamline your HubSpot environment to make it easier and more efficient for you and your employees to use
  2. Helps you get the most out of the HubSpot platform by providing assistance and guidance around managing and improving your website, creating marketing automation, assisting with publishing SEO-optimized blog posts, and more.

You can also turn to a HubSpot admin to help you with the more technical aspects of HubSpot, or to request assistance in using software to create customer-oriented initiatives to increase lead generation like ads, social media posts, blog posts, websites, landing pages, and more!

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What Does a HubSpot Admin Do?

A HubSpot admin provides guidance on and creates tailored solutions for your company so you can achieve your sales, marketing, or customer service goals with the HubSpot platform. 

HubSpot Adaptation

If you have just purchased and started using HubSpot, and need help understanding some of its functions, an expert can help you familiarize yourself with the platform and answer any questions you may have. In addition, it is worth remembering HubSpot is a platform that provides a wide range of possibilities, and it is easy to get lost in them and lose focus on your goals. A HubSpot administrator can also act as a HubSpot implementation specialist, creating a tailored onboarding plan around goals specific to your business needs such as keeping track of client accounts, gathering more leads, automating marketing and sales processes, and more.

Website Administration

Today, a good website is one of the most important elements of any business, as your website is the showcase of your company. Making sure it is easy to access and navigate is important to create ongoing traffic to your site. 

The HubSpot CMS is fairly easy to use if you're tech-savvy, but a HubSpot expert can help you connect your website to your CRM, set up payments, and help make sure your website's performance can be tracked accurately over time by integrating with other tools.

Moreover, the most important thing for your inbound marketing efforts is whether your website is optimized for search engine optimization and ranking for key organic keywords and whether it attracts your potential customers.

Organization and improvement

One of the most important things you can do is to keep your data clean.  HubSpot will do a lot of the work for you, but it is still important to have someone who is responsible for making sure that all of the data going into HubSpot is accurate.  This person should also be responsible for keeping an eye on duplicates and cleaning them up.

A HubSpot specialist can help you set up your sales process in HubSpot Sales Hub, making sure the platform is built to handle incoming potential clients as well as existing customers, and that salespeople are quickly notified and have access to the customer information they need to keep the sale moving forward.

[Related Article: 7 Tips for Getting the Most Out of Hubspot: Best practices]

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When do I need to hire a HubSpot admin?

You can hire a HubSpot expert when:

1. You recently had a staff change and need someone to start working with HubSpot immediately

If HubSpot is already the main tool in your marketing and sales processes, then you don't have time to wait for a newbie to master Hubspot.  In this case, you need an experienced specialist who can take responsibility and accountability for ensuring all processes, reporting, automation, and integrations are configured accurately and resolved on the fly when issues pop up.

2. You have poor team communication that leads to chaos

If you don't have a content manager who only uses HubSpot for blogging, sales reps who track deals, and marketers who write and schedule newsletters, then you need to hire a dedicated HubSpot admin to coordinate the work of all team members.

A HubSpot administrator is the coordinator who sets the rules and keeps every part of the HubSpot platform running consistently.

3. You often have incorrect or disorganized data

One of the benefits of HubSpot is that you can segment your marketing automation to deliver the right message at the right time to the right prospect and also track each stage of the deal. However, this only works if your data is clean because incorrect data makes your database actually unusable.

In this case, you need someone responsible to regulate the process and keep the software clean.

When I don`t need a HubSpot administration?

You don`t need to hire a HubSpot expert when:

1. You're new to HubSpot and have team members who can learn the platform on their own

The longer you've had HubSpot, the more difficult it becomes to manage, but if you're new to the platform and someone on staff can handle the implementation, there's no need to hire a specialist. This is a useful and cheaper alternative to hiring an expert, as you can grow with the platform.

2. You have perfect communication between teams

If each member of your team is consistent and unquestioning in their role, HubSpot can run smoothly without a central administrative person. Due to the fact that everyone knows how to contribute to the success of the company with the help of HubSpot, this team has a very strong connection both among themselves and between marketing and sales.

[Related Article: HubSpot Consulting & Technical Expertise]

How to choose the right HubSpot partner?

For a newbie, it can be really a bit intimidating to decide which partner agency or HubSpot expert is the right fit for your business goals. By choosing the right partner, you can easily manage revenue and implement the best possible inbound marketing approach. In addition, it will also help you identify the best partners who have achieved the highest level of success.

So, to make the best choice you need:

  • Ensure that they provide everything which you need;
  • Know their industry experience;
  • Know the company's success record; 
  • Know if they have  certifications; 
  • Practice what they preach; 
  • Analyze their social profiles and reviews;
  • Compare the quality of services they offer. 

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How much you should pay to HubSpot admin?

Salary ranges are always problematic because a lot can depend on what part of the country you are in, your industry, and what you expect from your new hire.

But if you ask yourself the question should I hire a HubSpot support team and your answer is yes, then the first thing you do after that - you`re thinking about how much you need to allocate for their salary.

So, a HubSpot admin should most likely make between $77K to $96K annually. But of course, the more experience needed and the more responsibilities required, the more you can expect to pay.

Trujay's solution

So, we've already considered that there are many different options when it comes to hiring someone to manage your HubSpot account. These include agency, CRM admin, or even the HubSpot Trujay admin app. Each of these options has its pros and cons, so it's important to weigh all options before making a decision. So, if you are thinking about do I need a HubSpot management specialist, you can look at Trujay's solution.

Trujay's HubSpot Admin Program is designed for our HubSpot experts to become an extension of your team to not only identify and execute on-demand requests, but to also consult, give best practices, and guidance on the tasks you wish to execute for the most efficient configuration and process. 

The best part of our HubSpot Admin Program is you pay what you want when you need it.  That's right, you can tier up, tier down or opt-out at any time.  We only want to work with you when you need us engaged and not lock you down into a long-term commitment you can't get out of.

Bottom line

All of these things will help understand when you really need expert help and choose the right specialist who could manage the HubSpot portal. If you need more help, there are plenty of HubSpot support options available to you. And, of course, you can always reach out to us for any help. We are always happy to help! 

Contact us

Jay Hendricks

Jay Hendricks

Founder & CCO

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