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Your HubSpot needs someone keeping it in shape. We take over ongoing portal management: proactive oversight, ticket resolution with a guaranteed response time, and the assurance that the system your business runs on has someone actually looking after it.
HubSpot Partner since 2018
HubSpot isn’t a system you configure once and leave running. Your company changes, HubSpot keeps shipping new features, and people join and leave. Without someone maintaining the portal continuously, the gap between how the system should work and how it actually works grows a little wider every month.
The colleague who set up the portal doesn’t work here anymore. No one knows what half the workflows are for, and no one dares turn them off. Every change gets made holding your breath.
Sales needs the pipeline adjusted, marketing is waiting on a new form, and leadership is missing a report. Small requests have no owner, sit for weeks, and in the meantime the team finds a workaround outside the system.
Workflows built two years ago keep running even though your processes have long since changed. They send notifications nobody reads and overwrite data someone else relies on. Every further edit gets riskier.
Duplicates, incomplete records, dead contacts. Without ongoing maintenance, data quality drops, and so does the team’s trust in reports. Decisions get made on gut feel instead of numbers.
Managing HubSpot is an ongoing function, not an occasional task. Many companies have nowhere to put it: too little work for a full-time role, too much to bolt onto someone else’s job. The portal ends up with no real owner, even though sales, marketing, and customer service all depend on it.
A company goes through onboarding, the portal is configured, and the team is up and running. Management gets handed to the marketing manager because they ‘know HubSpot best.’
A year later: sales requests sit unresolved for weeks, half the workflows no longer match how the company operates, and no one dares build a new report because nobody trusts the data underneath it.
The licenses keep getting paid, but the value the portal returns to the business shrinks a little every month.
None of this requires a full-time internal admin. It requires someone who keeps your HubSpot in shape continuously.
HubSpot management, what’s known internationally as managed services, has two parts. The first is proactive portal management: regular oversight, system health checks, and recommendations for what to improve so problems never get the chance to start. The second is tickets: we resolve your team’s requests, plus findings from our proactive work, out of a prepaid capacity pool with a guaranteed response time. Management is one of the disciplines within our operations practice.
Management isn’t a firefighter on call. It’s constant oversight that keeps the fires from starting.
Regular portal health checks: workflows, data quality, license utilization. We find problems before your sales rep does. Oversight produces concrete recommendations, and you decide which ones get built.
Every request has a guaranteed response time based on severity and your service level. A critical defect gets handled differently than a cosmetic tweak, and you know how in advance.
Depending on your service level, your portal is worked on by support, a dedicated consultant, a strategist, or a fractional RevOps leader. Higher levels always include everything the lower ones do.
Your team’s capacity is reserved for you, so requests don’t queue up behind other clients. Part of any unused capacity also rolls over to the following month.
The lightest level: ticket-based support with no proactive component. A good fit for a stable portal that needs a reliable safety net for fixes and small tweaks, not continuous development.
Fixes for configuration errors, broken workflows, and gaps in portal setup, with a guaranteed response time based on severity.
Quick how-tos, user permission management, data exports, and ongoing database maintenance.
The first proactive level. A consultant who knows your company’s context checks the portal regularly and proactively brings improvement recommendations.
A monthly portal health check: workflows, data quality, tool utilization. Findings turn into prioritized recommendations.
Ongoing improvement of existing workflows and a feasibility check on new requests before we build them.
Custom report and dashboard creation and edits, plus regular online training sessions focused on specific modules.
A strategist joins the consultant. The portal stops being handled purely operationally and becomes a tool that has to deliver on the company’s business goals.
Evaluation of key metrics, a process review, and a prioritized roadmap for further portal development.
New requests go through a business impact assessment so capacity goes toward what delivers the most value for the company.
Regular checks on CRM data hygiene and integrity, so reports rest on reliable numbers.
The highest level: a fractional RevOps leader manages the tech stack across sales, marketing, and customer service. Every higher level always includes everything from the levels below; we set the exact scope together during scoping.
A fractional RevOps leader defines strategic initiatives, breaks them into concrete steps, and oversees delivery.
Tech stack design and oversight, including integrations with surrounding systems, plus support rolling out process changes.
Regular management-level reviews, data modeling, and revenue attribution to inform further investment decisions.
The lightest level: ticket-based support with no proactive component. A good fit for a stable portal that needs a reliable safety net for fixes and small tweaks, not continuous development.
Fixes for configuration errors, broken workflows, and gaps in portal setup, with a guaranteed response time based on severity.
Quick how-tos, user permission management, data exports, and ongoing database maintenance.
The first proactive level. A consultant who knows your company’s context checks the portal regularly and proactively brings improvement recommendations.
A monthly portal health check: workflows, data quality, tool utilization. Findings turn into prioritized recommendations.
Ongoing improvement of existing workflows and a feasibility check on new requests before we build them.
Custom report and dashboard creation and edits, plus regular online training sessions focused on specific modules.
A strategist joins the consultant. The portal stops being handled purely operationally and becomes a tool that has to deliver on the company’s business goals.
Evaluation of key metrics, a process review, and a prioritized roadmap for further portal development.
New requests go through a business impact assessment so capacity goes toward what delivers the most value for the company.
Regular checks on CRM data hygiene and integrity, so reports rest on reliable numbers.
The highest level: a fractional RevOps leader manages the tech stack across sales, marketing, and customer service. Every higher level always includes everything from the levels below; we set the exact scope together during scoping.
A fractional RevOps leader defines strategic initiatives, breaks them into concrete steps, and oversees delivery.
Tech stack design and oversight, including integrations with surrounding systems, plus support rolling out process changes.
Regular management-level reviews, data modeling, and revenue attribution to inform further investment decisions.
Portal management runs on trust and routine. Our team manages HubSpot portals for Czech and international companies every day, so the problems your portal is about to run into, we’ve already solved elsewhere many times over.
We’ve worked with HubSpot continuously since 2018, across versions, Hubs, and platform changes.
One of the highest tiers in HubSpot’s partner program. For you, that means a direct line to HubSpot and faster escalations when your portal needs them.
We know portals from small sales teams to enterprise deployments. We recognize the patterns behind portal decay early.
Support, consultants, strategists, and RevOps leaders under one roof. Your level of engagement grows with your needs, not with our price list.
We know handing your portal to an external team takes trust. That’s why management runs on clear rules: you know what we do on a regular basis, how fast we respond, and what happens if a deadline slips.
you don’t have an internal HubSpot admin and no one systematically handles your team’s requests
your portal is past onboarding or optimization and needs someone to keep it in shape
you want a guaranteed response time, not ‘whenever there’s time’
you run integrations to surrounding systems that someone needs to watch on an ongoing basis
your portal know-how currently rests on one person and you want to spread that risk
you know about specific problems and want them fixed as a one-time project - that’s a job for portal optimization
you don’t know what state your portal is actually in - start with a portal audit; management can follow from there
you have your own admin with enough capacity and you’re only looking for occasional expert advice
Who at your company handles it today when something in HubSpot breaks?
How long do your team’s requests currently wait to get resolved?
Who would notice if an automation stopped matching your processes?
Activities we carry out regularly without being asked: portal health checks, oversight of workflows and data quality, and improvement recommendations. Proactive work produces concrete recommendations, and you decide which ones get built.
Every request has a guaranteed response time based on severity: a critical defect that stops sales gets handled differently than a small dashboard tweak. The exact times vary by service level and are listed in your proposal.
An escalation mechanism watches deadline compliance. If we’re going to miss one, you’ll know before you have to ask.
The price depends on how many Hubs you’re managing, your chosen service level, and how much prepaid capacity you need. We confirm the exact scope and price during scoping.
A good first step is a free portal audit: it shows what state your portal is actually in and how much care it really needs.
Part of any unused capacity rolls over to the following month; the exact rules are laid out in your proposal. Your capacity stays reserved, so you’re guaranteed the team is available even if you didn’t need them last month.
It can. Managed services often work as a second line behind an internal admin: senior expertise for more complex work, backup coverage for vacations and sick leave, and a strategist or RevOps leader for topics beyond day-to-day operations.
Yes. Running and monitoring existing integrations is a standard part of management. Building new connections is a separate discipline, covered by HubSpot development and integrations; management takes over their ongoing operation afterward.
We start with an initial portal review and by setting the ground rules for working together: access, communication channels, priorities. If you don’t know your portal’s current state, we recommend starting with an audit.
Management is an ongoing service; it delivers the most value after a few months, once the team truly knows the portal. You’ll find the exact commitment length and cancellation terms in your proposal.
Start with a free audit: it’ll show you what state your portal is in and what management should tackle first. Or skip ahead and talk with us about what an ongoing engagement would look like for you.