Previato HubSpot Project Guide
This guide brings together everything about Previato's HubSpot project: how the CRM is organized today, the step-by-step for anyone on the team to get started, the implementation roadmap and the history of every weekly meeting. Updated every week, as the project moves forward.
First steps
How to connect your email and calendar to HubSpot and set up your meeting scheduling link.
CRM Objects
Contacts, Companies, Deals and Products: what each object holds and how they connect day to day.
Roadmap
4-month timeline with the implementation order for each front, priority by priority.
Project tracking
Weekly meeting calendar: agenda for the next 2 meetings and the main insights from every meeting already held.
Time tracking
Usage of the 45 contracted monthly hours, cycle balance and allocation by front. Under construction.
Setting up your HubSpot account
Three things everyone on the team needs to set up in their own account before using the CRM day to day. Takes less than 10 minutes.
Connect your inbox
Connects your Gmail or Outlook to HubSpot to automatically log emails exchanged with contacts straight into the CRM, with no manual copying needed.
- Click the gear icon (Settings) in the top right corner.
- In the left menu, under Your Preferences, click General.
- Select the Email tab.
- Click Connect email account, choose Gmail or Outlook and authorize access.
Note: everyone connects their own individual email on this screen — not the company's generic email (like marketing@previatojewelry.com).
Connect your calendar
Syncs your calendar with HubSpot so that booked meetings automatically show up on the contact's timeline, and unlocks the scheduling feature (step 3).
- In the same menu, go to Settings → General and select the Calendar tab.
- Click Connect your calendar and choose Google Calendar or Outlook Calendar.
- Confirm the read and write permissions for events.
If your email and calendar are on the same Google/Microsoft account, this step is usually approved together with step 1. Without the calendar connected, the scheduling link in step 3 won't work.
Set up your scheduling link
The Meetings tool generates a personal link (like meetings.hubspot.com/yourname) so partners and leads can book a meeting straight on your calendar, with no back-and-forth emails to find a time.
- Open the Meetings tool from the calendar icon in HubSpot's top bar, or the direct link below.
- Click Create scheduling page.
- Set your availability, default duration and confirm the calendar connected in step 2.
- Copy the generated link — it can go straight into emails, your signature and sequences.
This link replaces the back-and-forth messages to arrange a time with anyone who wants to book a meeting or visit.
How the CRM is organized
Overview of the main objects in Previato's HubSpot and what each one is for. This isn't field-by-field technical documentation — it's the general map of how the information is organized.
Contacts
People: shop owners, retail partners and leads captured at events, on the site or through referrals. Current base of around 3,000 contacts, in the process of cleanup and filter adjustments to remove bad entries generated by the Gmail integration.
Companies
The shops and retail chains behind each individual contact. Groups the business relationship at the account level, useful for when several people from the same store interact with Previato.
Deals
Business opportunities, organized into two pipelines: the Sales pipeline (main funnel, being restructured to reflect the real process with partners) and the JIS Fall 2026 pipeline, specific to the trade show, with booking status (Not Contacted → Contacted → Appointment Confirmed → Attended) and source tracking.
Products
Catalog of 18K gold products, including size and weight variations (sub-SKUs). Still being structured — still evaluating how far HubSpot covers inventory control on its own, or whether integrating an external inventory management tool makes more sense.
The 4-month roadmap
Month-by-month breakdown of what goes into each stage of the project. The logic: in month 1 we open up the whole foundation — sales, the event and first numbers — in months 2 and 3 we refine process, automation and data, and month 4 closes the cycle with consolidation. These aren't fixed dates — the order can be adjusted at any time within the hours package.
Foundation: sales, event and first numbers
Open up the whole foundation: understand in depth how Previato sells today, structure the essentials of the CRM, and don't miss the JIS Fall 2026 window (trade show in Miami, Oct 16–19).
- Gathering the team's needs and designing the solutions that will be implemented throughout the project
- First pipeline structure, aligned to the real sales process with shop owners
- Base cleanup (~3,000 contacts) and team access permissions
- Meta Ads, Google Ads, domain and Be a Partner form
- Event pipeline, source tracking and reconnection sequences with JIS 2025 leads (full breakdown in today's agenda, under Project tracking)
- First mapping of the product catalog (size/weight sub-SKUs) and evaluation of the inventory management tool
- Initial reports on source, conversion and deals generated
Sales optimization and automation
With the foundation running, the focus shifts to refining the sales process and starting to automate what's still manual today.
- Deal view and negotiation playbooks
- Sales sequences via email, SMS and tasks
- Nurture and retargeting workflows post-JIS
- Lead scoring and list segmentation
- First email marketing sends
- Continuing the integration with the inventory tool and QuickBooks connection
- Reactivating inactive accounts and umbrella contracts by partner
Final adjustments, training and advanced data
Closes the sales cycle with fine-tuning, trains the team on the tools implemented, and evolves the marketing engine.
- Final optimizations of the new pipeline structure
- Team training on the tools and processes implemented
- Data visualization by product and sales performance by rep
- Capture pop-ups and CTAs on the site, SMS connection
- Decision on upgrading the HubSpot Marketing plan (Starter → Pro)
Consolidation
Closing out the first cycle: review of what's been built, standardization, and a decision on the next follow-up format.
- Review of general settings (currency, time zone, domains, team structure)
- Standardizing properties, data and activity logging (calls, emails, meetings)
- Review of permissions and role hierarchy
- Final update to this guide as the single source of reference
- Evaluation of the transition to a leaner maintenance package
After the 4 months
The idea isn't to close the project in month 4 — it's to get there with the essentials addressed. From that point on, we keep moving forward on other topics as they come up along the way: new fronts, fine-tuning what's already running, and ongoing improvements in general. The CRM never gets "done" — the goal is to keep steady progress going.
Project tracking
Weeklies with Previato always happen on Thursdays. Here you'll find the agenda for the next two meetings and the main insights from every meeting already held — updated every week from the Fireflies transcript.
- Quick tour of the guide: where to find each piece of information
- The 4-month schedule and what goes into each stage
- How weekly follow-up will work going forward
- Ad account connection (done)
- Marketing emails (3)
- Email sequence
- Invite list creation
- Send scheduling and delivery timeline
- Confirmation email for registrants (lead ads and, if identifiable, event sign-up)
- General follow-up on remaining event items
- Presenting the first version
- Visibility into the sales team's activity
- Aligning on bringing in QuickBooks
- How to integrate it with HubSpot
- Align now only on the most urgent short-term points
- The rest stays on standby for a while, as I keep collecting the real limitations and pain points day to day
- Some of it is solved with a plan upgrade; other parts can be worked around in parallel with Make, Claude and other tools
- Talking to the HubSpot team about changing plans is for later, only once we have a fuller picture
Agenda to be defined — we'll update this tab as soon as the topics are confirmed, usually right after the previous weekly.
- First meeting already under the hours model: full priority on the JIS pipeline and on weekly reports for source, conversion and deals generated.
- Meta and Google Ads come in with support from Fabiana and Daniel, once the domain and permissions are ready.
- Base of ~3,000 contacts needs organizing, with filter and permission adjustments.
- JIS will run 4 days, with QR code capture in the event app, a nurture workflow and individual sales outreach.
- PendingAdemar · set up super-admin permissions with Bruno's help
- PendingAdemar · send Meta Ads and Google Ads connection instructions to Fabiana
- PendingAdemar · create the event pipeline and start tracking leads and campaigns
- PendingAdemar · build the initial source and sales activity report
- PendingAdemar · set up the nurture workflow for campaign leads
- PendingBruno · grant super-admin permissions to Ademar
- PendingBruno · discuss ERP systems
- PendingFabiana · consolidate form and campaign data with Daniel
- JIS strategy defined: pre-book meetings with Latin American shop owners and drive direct sales at the booth.
- Top 25 filtered leads combine a broad sequence with a personalized approach.
- Contract moves to a monthly hours retainer, with flexibility for needs like inventory management.
- DoneAdemar · send Bruno the recurring hours model proposal
- In progressAdemar · speed up contract formalization
- PendingAdemar · evaluate connecting the sales inbox in HubSpot
- PendingAlaia · filter the top 25 leads for a meeting attempt at the show
- DoneAlaia/Ademar · schedule the briefing meeting about the Miami event
- Initial format: 3 months, up to 45h/month, ~10h weekly, adjustable deliverables.
- Priority confirmed: sales, inventory and training first; advanced marketing comes later.
- CRM holds the transaction history; QuickBooks handles invoices and payments.
- Identified bad contacts generated by the Gmail↔HubSpot integration.
- In progressAdemar · develop the roadmap with dates based on the priority list (this document)
- PendingAdemar · research simplified ERP options for inventory management
- PendingAdemar · adjust contact creation and cleanup rules
- In progressAdemar · send the weekly hours and activity spreadsheet
- Marketing Starter plan doesn't cover advanced automation or full pop-ups.
- Consulting split into stages: map and validate needs before committing investment.
- Integration with the ERP currently in use (Inflow) discussed for inventory and sales management.
- DoneAdemar · prepare and send a document with possibilities and suggestions (opportunity map, 27 topics)
- DoneBruno/Alaia · verify negotiated HubSpot access and discounts (55% applied to the Marketing plan)
Time tracking
Tab reserved for tracking the 45 contracted monthly hours: how much has been used in the cycle, the remaining balance, and how the hours were allocated across fronts.
Under construction
This area will bring together weekly hours tracking — currently done separately, in the spreadsheet updated every Monday. Once ready, it will show usage for the current cycle (18th to 17th), the remaining balance, and allocation by front.