What to Expect When Implementing HubSpot: Answers to Common Questions

Implementing a new CRM can feel a bit daunting, and understandably so. There are a lot of moving parts, a lot of decisions to make, and probably more than a few question marks around timelines, data, and who needs to be involved. 

The good news? You don’t need to be on your own. We’ve helped plenty of businesses get set up on HubSpot. With a bit of planning and collaboration, it can be a smooth process. 

Let’s walk through the most common questions we get from clients starting out.

How long does the implementation process take?

The project typically ranges from eight to twelve weeks, depending on scale and complexity. Smaller, focussed implementations may wrap up within eight weeks, but if you’ve got a complex data migration, custom integrations, or multiple teams involved, it can take a bit longer.

The length of the project really depends on a few things: how much we’re setting up, how complex the technical requirements are, and how available your team is for reviews and workshops. We also factor in any external dependencies, like third-party tools or specific compliance needs.

We follow a structured rollout model that keeps everything on track. It starts with planning and scoping, then we move into building out your HubSpot environment. After that, there’s a review phase to fine-tune everything, and finally, we go live and run training.

What happens at the start of the project?

We kick things off with an introductory call to get aligned on goals, timelines and who’s involved from your side. From there, we run a series of workshops designed to understand your business processes and tailor HubSpot accordingly.

It’s not a one-size-fits-all approach: every business uses their CRM a bit differently, so we spend the time to get it right. We’ll agree on a delivery plan together, and throughout the process, we’ll keep you updated with regular check-ins and clear documentation.

How involved does our team need to be?

We’ll handle most of the technical setup, but we do need your team’s input at key points. That includes helping us define what success looks like, participating in the workshops to share how your sales or marketing processes work, and reviewing data during the testing phases.

We’re flexible with scheduling and aim to work around your team’s availability, so the project doesn’t disrupt day-to-day operations too much. If priorities shift or someone new joins the project halfway through, we’ll get them up to speed.

What happens after we go live?

Just because your HubSpot portal is up and running doesn’t mean we disappear. After go-live, the focus shifts to making sure your team feels confident using it. We’ll deliver custom training, hand over documentation, and make sure all configurations, workflows, and assets are in your hands.

If you’d like ongoing support, we can talk through different options based on your needs — some teams prefer to have someone on hand for tweaks and questions as they get more comfortable with the platform.

What if we change our minds about something during the project?

We know things can evolve mid-project, so if your priorities shift or you realise you need something different, we’ll revisit the plan together. We’ll always be transparent about what that means for timelines or costs, and work with you to adjust without throwing the whole project off track.

Our team is fully remote. How do you handle that?

We’ve worked with remote teams across multiple time zones, so we’ve got a system that works. Most workshops and check-ins are run virtually, and we’re used to flexing meeting times to suit different locations. If in-person sessions are preferred or required, we can also make that work depending on logistics.

Who needs to be involved from our side?

It usually helps to have a project lead or decision-maker on your side, as well as any key team members who’ll be using HubSpot day-to-day, think sales leaders, marketers, and someone technical if we’re doing any integrations. 

Ready to start?

A successful HubSpot implementation is all about good planning, regular communication, and making sure both sides are aligned. If you’re gearing up for a CRM move or just exploring your options, we’d be happy to chat about what the process could look like for your team.