A SaaS Solution Guide to HubSpot CRM Management

1. Introduction

Many medium to large-sized organisations are using HubSpot CRM to drive their marketing, sales, and customer success efforts. But once their team grows, managing the HubSpot CRM efficiently becomes more complex for them. This is because their organisation needs more governing features rather than just CRM features.

They require an innovative and scalable way to manage their users, licenses, and integrations. To address these concerns, large enterprises and businesses like yours will need a SaaS management software that effectively manages your HubSpot CRM.

This guide helps you understand what effective HubSpot CRM management looks like and shows you how to choose the right SaaS platform to support it. You’ll also learn how CloudFuze Manage helps businesses with intelligent automation, total visibility of all SaaS apps (including HubSpot CRM), and control to run their HubSpot CRM operations smoothly.

2. What is HubSpot CRM and HubSpot CRM Management?

HubSpot CRM is a customer relationship management tool that helps businesses manage their contacts, track deals, automate daily workflows, and analyse their business performance. Whereas HubSpot CRM management refers to how you control and optimize the use of the HubSpot CRM tool across your organization. It involves:

• HubSpot user access management
• HubSpot license optimization
• HubSpot CRM integration oversight
• HubSpot security controls & compliance monitoring
• Automation of user workflows across HubSpot CRM

3. Why HubSpot CRM Management Is Essential for Businesses?

HubSpot CRM management is essential when your organization starts scaling. During these times, manual oversight becomes inefficient and also risky. Enterprises with 1000+ employees need a SaaS management platform to simplify their day-to-day tasks. Here are what they can automate:

• IT admins can assign and revoke user access automatically without any delays.
• Managers can monitor SaaS license usage across different departments in a single dashboard.
• Department heads can control data access based on roles and scopes.
• Businesses can ensure compliance with internal and external policies.

A SaaS management tool like CloudFuze Manage can integrate and manage HubSpot along with other SaaS tools seamlessly.

4. Challenges of Manual HubSpot Management

When businesses manually manage their HubSpot CRM without any dedicated SaaS management software, they face several challenges:

• HubSpot CRM (SaaS) License Waste: You pay for the HubSpot CRM accounts that no one in your organisation uses.
• SaaS Security Risks: Former employees or unauthorized users still have access to the company’s confidential information because IT admins forget to revoke their access to HubSpot CRM.
• Operational Delays: Manual HubSpot CRM onboarding slows down the productivity of the new employees.
• Compliance Concerns: Businesses lack the reports needed for audits and visibility of their HubSpot CRM usage.
• Tool Sprawl: Different departments purchase HubSpot CRM licenses individually, sometimes causing redundant SaaS apps to overlap and create confusion for the employees.

5. Benefits of SaaS-Based HubSpot CRM Optimization and Management

When you use a SaaS management platform like CloudFuze Manage to govern HubSpot CRM:

• You can track your HubSpot CRM license usage in real time and eliminate wasteful license spending.
• Automate user access controls and employee deprovisioning across HubSpot CRM to protect your organisation’s sensitive data.
• You can give new hires instant access to HubSpot and other tools they need.
• SaaS solutions allow you to download audit-ready reports and maintain complete visibility into user activity.
• You can also manage HubSpot alongside Gmail, Slack, Zoom, ClickUp, and more.

6. Manual Vs SaaS-Based HubSpot CRM Management

There are a lot of differences between manual HubSpot CRM management and a SaaS-based approach. Here’s the table differentiating the two:

7. How to Choose the Right HubSpot CRM Management Platform for Your Team?

To find the best solution for managing HubSpot CRM, look for the platform or software that has the following features:

• Automated HubSpot user management.
• Real-time HubSpot license tracking and usage insights.
• Role-based access controls and team/group management.
• Downloadable reports for auditing and reviews.
• Support for multiple SaaS tools/apps.
• HubSpot cost optimization and renewal tracking options.
• Scalability to match your team’s future expansion.

It’s recommended to choose a SaaS management solution that gives you full control over your CRM and SaaS stack.

8. Why CloudFuze Manage Is the Best Choice for HubSpot CRM Management?

Our SaaS management app is built to help you manage HubSpot CRM without any hassle. Administrators do not have to track their HubSpot licenses manually using an Excel sheet. CloudFuze Manage automates the entire HubSpot CRM management process and provides the cost optimization insights you need to make informed decisions.

Steps to Manage HubSpot CRM with CloudFuze’s SaaS Management Platform:

Step 1: Connect your HubSpot Account with CloudFuze Manage securely with the OAuth bridge.

Step 2: Once you have authenticated the HubSpot app, you can find it under the Applications widget. Also, you can effortlessly view the corresponding SaaS app’s category, its number of users, and its total cost in a single dashboard.

Step 3: Once you hover your mouse arrow over the HubSpot application, a “View Details” icon will appear. Click the icon and get a more detailed view of your HubSpot CRM.

Step 4: Using our SaaS management platform, you can efficiently govern your HubSpot users, licenses, teams, as well as the domain.

Step 5: Click on the “User Management” labelled icon to discover each and every HubSpot user along with their email IDs, their HubSpot access roles, and their activity status.

And there is a workflow icon in the right corner of this dashboard, which helps businesses automate their employee onboarding and offboarding processes.

a. User onboarding – This feature allows IT admins to quickly onboard users to HubSpot CRM (also other SaaS apps), assigning roles and configuring permissions.

b. User offboarding- On the other hand, the offboarding feature lets you safely deprovision employees and revoke their access to the company’s confidential data instantly.

Step 6: The “License Management” labelled icon shows the number of used/unused HubSpot licenses, license cost per user, license purchased price, potential savings (calculated based on the unused permit for 60 days), and license renewal date along with its recurring type.

Step 7: Under the “Team Management” labelled icon, one can manage different departments (Business development, Sales, and Marketing) across the organisation without purchasing individual HubSpot licenses for each department.

Additionally, CloudFuze Manage lets you oversee both public and private teams.

Step 8: Enterprises can manage their primary and secondary domains using the “Domains” labelled icon in our SaaS management tool.

Step 9: Admins can set and receive HubSpot license renewal alerts using our platform. This feature helps admins avoid missing their renewal dates and cuts the extra cost that occurs due to missed renewals.

Step 10: Our SaaS management app not only supports HubSpot, but it also supports over 50 major platforms like Google Workspace, Slack, Microsoft 365, Figma, and more.

9. Use Case

Consider a large enterprise with 1500 employees using HubSpot CRM across multiple departments. They often face rising SaaS costs from unused licenses, delays in onboarding and offboarding, and limited visibility into user roles and domain access, which leads to SaaS security risks and inefficiencies.

Our SaaS Management software addresses these challenges by securely integrating with HubSpot CRM and providing a centralized dashboard that displays HubSpot app usage, user count, total cost, and potential savings.

We help IT teams automate user lifecycle management, optimize HubSpot license utilization, manage different departments in an organisation without purchasing extra licenses, and set renewal alerts to avoid missed deadlines.

10. Smarter HubSpot CRM Management Starts with CloudFuze SaaS Management Platform

Whether you’re a growing startup or an established enterprise, optimizing a HubSpot CRM manually can be challenging for you. With our SaaS management solution, businesses can gain full visibility over their SaaS spectrum (including HubSpot CRM), automate HubSpot onboarding and offboarding workflows, and eliminate HubSpot license waste, saving up to 30% of HubSpot costs from a single powerful dashboard.

We also help enterprises streamline their HubSpot operations and offer flexible per-user pricing options to scale with confidence.

Get started with CloudFuze Manage today! Contact us for a free demo!

11. Frequently Asked Questions

1. What is HubSpot Optimization?

HubSpot optimization refers to improving how your organization uses HubSpot CRM by simplifying user access management, automating user workflows, managing SaaS licenses efficiently, and integrating it seamlessly with other SaaS tools for better ROI.

2. Can “CloudFuze Manage” govern HubSpot and other SaaS tools together?

Yes. Our SaaS management platform supports hybrid environments and lets you manage multiple platforms like Gmail, Slack, Zoom, ClickUp, Microsoft 365, and more from one dashboard.

3. Is CloudFuze Manage pricing fixed or customized?

We offer customised per-user pricing plans tailored to your organization’s size, SaaS stack, and business needs.