SOP 02Draft — pending review

Organize your workspace

Find the tools you use daily, tidy your navigation, and search before you create.

Purpose and outcome

Why it matters. Reduce clutter and duplicate assets as the number of communities, segments and emails grows.

Expected outcome. Your navigation shows the marketing tools you use, and you check for existing segments, emails and files before creating new ones.

When to use it

Your first day in HubSpot.
Whenever you cannot find a tool.
Before creating any new segment, email or file.

Prerequisites and access

HubSpot login.
Permission to the tools you need (a CRM Administrator can confirm).

Suggested roles (not yet approved): Marketing Coordinator

Key concepts

Where things live

Navigation can differ between users and HubSpot changes it periodically. Look for the destination by name rather than relying on an exact menu position.

Destination	Use it to
Contacts	Browse people and build saved views.
Segments	Create and manage the audiences you send to.
Campaigns	Plan and group related marketing assets.
Marketing Email	Create, clone, test, schedule and analyze emails.
Files	Store approved images and logos in community folders.
Dashboards / Reports	Review performance.

From training

HubSpot’s newer navigation lets each user group and drag tools into their own sidebar, so your navigation may look different from a colleague’s. (≈ 10:14–12:30)

Instructions

1
Open your sidebar navigation and find the customize or group option.
In the training, groups were created by right-clicking an item and choosing to move it to a new group. The exact control may differ in your account.
From training· ~10:30
2
Create a group such as “Marketing” and drag in Campaigns, Marketing Email, Segments, Files and Dashboards.
From training· ~11:00
3
Before creating a segment, search Segments by community name and check the folders.
Recommended practice
4
Before creating an email, search Marketing Email for a recent, approved email you can clone.
Recommended practice
5
Place new segments in an agreed folder (for example by community or “Imports”).
From training· ~28:06
6
Create a personal segment view if it helps, such as one filtered to segments you created.
Views of the segment index are specific to you unless you share them. They do not change the segments themselves.
From training· ~29:30
7
Upload images to the matching community folder in Files at the time of upload, not later.
From training· ~48:30

Visibility

At the training date, segments were set up as shared with the whole team. Treat this as a statement made on that date; confirm current visibility settings with a CRM Administrator.

Needs confirmation

Current sharing settings for segments, views and emails.

Caivan example

You need a Five Oaks banner. You search Files, open the “Five Oaks” folder, and find an approved image instead of uploading a second copy. You search Segments for “Five Oaks” before building a new audience.

Completion checklist

0 of 4 complete

Marketing tools are grouped in my navigation.
I searched for an existing asset before creating a new one.
New segments are placed in a folder.
New files are uploaded into the correct community folder.

Common mistakes and troubleshooting

I can’t see a tool a colleague can see.

It may be hidden from your navigation or you may lack permission. Search for it by name first, then ask a CRM Administrator about permissions.

There are several segments with nearly the same name.

Do not delete anything yourself. Note the duplicates and raise them with the team; another email may still use them.

I can’t see a tool a colleague can see. It may be hidden from your navigation or you may lack permission. Search for it by name first, then ask a CRM Administrator about permissions.

There are several segments with nearly the same name. Do not delete anything yourself. Note the duplicates and raise them with the team; another email may still use them.

Sources and items needing confirmation

From training· ~10:14–12:30, 28:06–31:00, 48:00–49:30Caivan | HubSpot Marketing Training, Sep 28, 2026 (recording transcript)
Recommended practiceHubSpot Knowledge Base: Create and manage saved views
Recommended practiceHubSpot Knowledge Base: Manage individual file details