Guide to Choosing a HubSpot Admin for HubSpot Enterprise: How to Find the Right HubSpot Admin or HubSpot RevOps Consulting Agency
Teams at B2B tech companies can become overwhelmed by the complexity of the back-end administrative work necessary to manage their HubSpot Enterprise Platform. Without guidance, users may underuse the capabilities of the feature-rich HubSpot Platform.
Implementing and fully adopting a comprehensive enterprise CRM platform like HubSpot has a steep learning curve. The Platform needs to be integrated with your company’s existing tech stack and customized to meet your marketing and sales needs.
While HubSpot Enterprise is designed to reduce the complexity of sales and marketing processes, most companies must seek expert advice to get the most value out of their HubSpot Platform. Many organizations need specialized guidance from a dedicated HubSpot Admin or Revenue Operations (RevOps) partner to address technical challenges, streamline operational workflows, and break down marketing, sales, and service silos.
Chief Marketing Officers (CMOs), Chief Revenue Officers (CROs), and RevOps leaders are some of the decision makers at B2B tech firms who will benefit from insights on how to choose the right HubSpot Admin or RevOps consulting agency.
Understanding the Role of a HubSpot Admin and RevOps Agency
A HubSpot Admin takes on many responsibilities to ensure that you get the most from your HubSpot Enterprise Platform. HubSpot Admins give strategic advice for optimizing your Platform and aligning its functionality with your objectives. To ease user adoption, the admin conducts onboarding and training. Another key responsibility is streamlining ROI reporting and increasing visibility into pipeline and revenue forecasting.
In-House Admin vs. Consulting Agency
An in-house HubSpot admin provides deep, dedicated expertise and ownership of a company’s HubSpot instance. A consulting agency offers broader industry experience, flexible support, and specialized knowledge gained by working with multiple clients. A HubSpot agency can deliver project-based and strategic help provided by a team of certified specialists.
Role of the RevOps Agency
RevOps for HubSpot is a strategic approach to aligning marketing, sales, and customer service teams within and beyond the HubSpot Enterprise Platform to drive revenue growth. RevOps uses HubSpot data, reporting, and automation tools to unify teams and gain visibility into the entire customer journey. RevOps extends beyond HubSpot to achieve integrations, develop revenue generation strategies, and perform analytics.
Signs You Need a HubSpot Admin or RevOps Partner
How does your B2B tech company know that you need a HubSpot Admin or RevOps partner?
Ask yourself if you are experiencing:
- Difficulty scaling to accommodate rapid growth
- Underutilization of HubSpot features
- Data quality issues and reporting gaps
- Lack of alignment between marketing, sales, and service teams
These challenges are signs that your company needs extra advice and guidance to take full advantage of HubSpot Enterprise.
Core HubSpot Admin Skills and Expertise to Look for
When choosing a HubSpot Admin, you need to look for key criteria. A prospective admin should have HubSpot certifications and platform expertise, as well as experience with Enterprise-tier features. These features include:
- Custom Objects for tracking business-specific data beyond standard contacts, companies, and deals using unique records, properties, and associations
- Partitioning for creating separate experiences for different business units within the same account to control visibility for specific assets
- Workflows for automating tasks, such as lead assignment, internal notifications, and deal stage updates, while setting goals, controlling timing, and managing enrollment
RevOps Expertise
Ideally, the admin should have strategic RevOps knowledge to enable revenue growth. A solid knowledge base in lead scoring, lifecycle stages, and funnel optimization is essential for ensuring your company makes necessary adjustments to increase revenue generation. Required technical skills include API integrations, data migrations, and CRM architecture. The RevOps partner should also be capable of leadership tasks, such as conducting change management and training.
Evaluating Agencies or HubSpot Admin Candidates
When evaluating HubSpot agencies or admin candidates, asking the right questions is key. Ask about their experience with HubSpot features, technical skills such as data modeling and workflow automation, and problem-solving abilities.
You should also discuss their experience with team collaboration, data handling, strategies for tracking key performance indicators (KPIs), and approach to continuous improvement.
Assessing Experience
The ideal HubSpot Agency or admin should have extensive industry experience and demonstrate the ability to align HubSpot Platform capabilities with the needs of your business sector. As part of your evaluation process, you should assess a portfolio of past HubSpot engagements or case studies that demonstrate a successful track record of HubSpot administration.
Success stories are valuable trust signals that show an agency or admin is experienced, reliable, and skilled. Case studies should include measurable outcomes as proof of success and show that an agency or admin can build long-term relationships with HubSpot clients.
Red Flags
When choosing a HubSpot admin, watch out for red flags related to technical skills and strategic thinking.
Technical or operational red flags include:
- Neglecting data hygiene
- Poor portal structuring
- Lack of process knowledge
- Failure to understand integrations
- Giving extensive permissions to too many users
Strategic red flags include:
- Focuses on gatekeeping instead of enablement
- Has a set-it-and-forget-it mentality
- Defines admin role as strictly problem solving
- Inability to align activities with goals
- Treating HubSpot as an IT solution instead of a sales and marketing platform
Engagement Models and Pricing for HubSpot Admin Services
B2B tech companies can choose from several engagement models when working with an agency for HubSpot Admin services.
Retainer
A retainer allows your company to outsource platform administration responsibilities to a HubSpot Agency. A retainer for HubSpot Admin services may include different levels of service based on a tiering system.
- Bronze Tier: Consulting and support as part of your marketing team
- Silver Tier: A combination of specialized strategy, training, and support to drive growth
- Gold Tier: True partnership with the HubSpot agency in which you work together to align business objectives with platform optimization
Project-Based
A HubSpot consultant or RevOps agency can be hired on a per-project basis to provide specialized, short-term support for specific HubSpot tasks, such as CRM setup, workflow automation, and reporting.
Fractional Admin
Fractional admin gives companies a flexible and cost-efficient option for HubSpot Admin. With fractional admin, your company outsources HubSpot Admin responsibilities to an expert who works for you part-time. The fractional admin can provide support for data hygiene, workflow automation, and reporting on an as-needed basis to keep your portal efficient, secure, and free of problems.
Pricing and Cost Considerations
Pricing for a HubSpot Admin varies based on your engagement model. HubSpot Agencies may offer packages that start at around $1,500 to $3,750 per month. Certified consultants may charge $150 to $250 per hour.
Additional cost considerations include:
- Platform subscription fees
- Potential extra contact and user charges
- Onboarding & training
- Customization
How to Measure Success
To ensure that your company generates a return on your HubSpot Admin investment, you need to measure the success of your strategic efforts. Before engaging a HubSpot Agency for admin services, set a baseline for sales performance so you can track improvements.
Once a baseline has been established, calculate the total revenue generated from the platform by subtracting the total investment in admin services from revenue, divide the result by the total cost of the services, and then multiply by 100. The result will quantify your return on investment (ROI).
ROI = [(Revenue - Total Investment) / Total Investment x 100
You can also track metrics, such as lead volume, conversion rates, deal close rates, and lifetime value of customers acquired through HubSpot.
HubSpot Enterprise Onboarding and Collaboration Best Practices
Your Hubspot Agency or Admin should follow onboarding and collaboration best practices to ensure success for your company.
What the Onboarding Process Should Look Like
When you work with a HubSpot Agency, the onboarding process should involve more than just giving advice. The right agency will offer hands-on and technical support during onboarding that is tailored to your company’s needs. The onboarding process should help your team implement and optimize the HubSpot platform across Marketing, Sales, and Service Hubs.
Measuring Performance
Working with a HubSpot Agency for admin should help your company enhance customer engagement, increase lead generation, and improve conversion rates. Your HubSpot Agency or RevOps partner should set expectations for performance and use Key Performance Indicators (KPIs) to track progress toward performance goals.
KPIs may include marketing metrics, such as email open and click-through rates. Sales KPIs include lead conversion rate and average deal size. To measure service performance, your admin should track ticket resolution time and customer satisfaction. Your agency needs to review these metrics frequently so that you can adapt to reach your objectives.
Communication & Collaboration
Communication and collaboration allow your HubSpot Agency to customize your HubSpot Platform based on company sales and marketing objectives. Your company should establish a cadence for communicating with the HubSpot Agency using collaboration tools such as Slack, Asana, Teams, and HubSpot itself. Through communication and collaboration, you can encourage internal buy-in and establish alignment with line-of-business goals.
Real-World Examples and Case Studies
As a Platinum HubSpot Partner with more than a decade of experience as a HubSpot Agency, TSL Marketing can give real-world examples of success.
How TSL Helped an Enterprise Technology Company Migrate from Marketo to HubSpot
TSL helped a global technology company realize the many benefits of the HubSpot Marketing Hub Enterprise platform, including its ease of use, scalability, and data management capabilities. TSL was also able to leverage expertise in HubSpot to develop a seamless migration plan that reduced risk while keeping important systems intact.
“We have an incredibly complex segmentation structure, and TSL has been there with us from the start as a true extension of our team to project manage, strategize, and execute on data and campaign management. We would not be where we are today without TSL. They are critical to our team's success."
– Global Infrastructure Technology Leader, Enterprise HubSpot Customer
Top Tip: Use your HubSpot migration as an opportunity to work with your admin partner to expand and reimagine marketing and sales strategy.
How a B2B IT MSP Launched Their New Website 50% Faster on HubSpot
By working with TSL, DVD Networks was able to complete a full website rebuild that supports ongoing growth and digital marketing efforts. The entire site has been optimized for traffic growth and conversion, supporting ongoing multi-year SEO and web content efforts.
“Our entire team is thrilled with our new HubSpot website! [. . .] We were looking for a site that better reflected our premium pricing and demonstrated our expertise, and this new site delivers. It's modern, cohesive, and provides a consistent experience that we love."
--Megan Mittendorff, Marketing Manager, DVD Networks
Top Tip:
Use your engagement with a HubSpot Agency to conduct ongoing website optimization that includes new page development, custom module designs, SEO, and content creation.
Final Checklist for Choosing the Right HubSpot Admin Partner
Before you decide on a HubSpot Admin partner, use our handy checklist to guide your decision-making process. As a stakeholder and decision maker, you should consider key criteria before deciding, such as:
- Deep HubSpot expertise and certifications
- Strategic mindset
- Understanding of integrations
- Dedication to alignment between marketing, sales, and service teams
- Collaborative and consultative approach
Click below to get your copy of our HubSpot Admin assessment checklist.
Soft Skills and Culture Fit
Remember that finding the right HubSpot Admin is more than technical proficiency. Your HubSpot or RevOps agency should fit into the culture of your company and work to understand your goals and priorities.
When evaluating candidates, look for approachability and communication skills, as well as how they handle challenges. A good admin should express their ideas clearly and thoughtfully.
You can ask questions to assess how they would fit in with your company's culture, values, and mission. Look for evidence of collaboration and teamwork skills.
Why Work with a HubSpot Admin or RevOps Agency?
Working with a HubSpot Admin or RevOps Agency adds strategic value to your company. A HubSpot Agency helps you get more out of your platform by:
- Integrating the Platform with your tech stack
- Streamlining marketing and sales processes
- Tracking performance and ROI
- Conducting continuous improvement
- Achieving alignment between marketing, sales, and service teams
As a business leader and decision maker at a B2B tech firm, you can get the ball rolling by booking a consultation with TSL Marketing to see if we are the right match for your HubSpot Admin needs. We can assess your current HubSpot Platform setup and make recommendations for optimization based on your marketing, sales, and service objectives.
Reach out to TSL Marketing to request a discovery call and receive a proposal for HubSpot Admin services.