Customizing the Contact Record View

1. Understanding the Standard Contact Record Layout

When you open a contact record in HubSpot, the screen typically splits into a few primary sections:

1. Main Timeline (Center):
   • Displays a chronological feed of engagements (notes, calls, emails, tasks, meetings).
   • You can filter by activity type (e.g., show only emails or only calls).
2. About / Information Panel (Usually on the Left or Right):
   • Shows key properties like First Name, Last Name, Email, Lifecycle Stage, Lead Status, etc.
   • You can rearrange these properties or include additional ones that are important to you.
3. Tabs or Secondary Panels (If Available):
   • Some HubSpot tiers allow you to have multiple tabs or sections, such as for Deals, Tickets, or Attachments.
   • You may or may not see these depending on your subscription level and configuration.

2. Why Customize the Contact Record View?

1. Highlight Critical Data
   • If you rely on a field like Former Firm or LinkedIn Connection Request Status, having it front and center saves you time and reduces data hunts.
2. Streamline Workflows
   • Displaying the most relevant fields at the top of the record helps you quickly update and reference them without scrolling through unused properties.
3. Ensure Consistency Among Team Members
   • If you have a small team or an assistant, customizing the record view ensures everyone sees the same fields in the same layout.

3. Accessing the Record Customization Settings

Step 1: Open Any Contact Record

• Navigate to Contacts: Click Contacts > Contacts.
• Select a Contact: Open any contact’s record to begin customizing.

Step 2: Look for “Customize” or “Edit This View”

• Depending on your HubSpot version, you might see a button such as Customize, Edit properties, or Record customizations (often in the right panel or top navigation bar in the record).
• Ensure you have the correct user permissions to modify default layouts.

4. Adding or Removing Default Properties

1. Open the Layout Editor
   • Once you click Customize (or similar), a layout editor or side panel will open.
2. Remove Irrelevant Fields
   • Hover over any default property you don’t use (e.g., “Fax Number”) and click Remove or the trash icon.
   • Removing a property from the layout doesn’t delete it from your database—it just hides it from the default view.
3. Add or Pin Important Fields
   • In the editor, you can search for additional default fields (like Job Title, Associated Company, etc.) that aren’t already displayed.
   • Click Add (or drag and drop) to place them in the main About
4. Reorder Fields
   • Click and drag fields up or down in the list to prioritize them. For instance, put Lifecycle Stage or Lead Status at the top if you reference these often.

5. Incorporating Custom Properties

Custom properties—such as Nickname, LinkedIn Connection Status, or Former Firm—can be shown or hidden in the same way as default fields. Here’s how to ensure they appear front and center:

1. Create or Verify the Custom Property
   • Make sure the property already exists in your HubSpot portal (via Settings > Properties).
2. Add the Custom Property to the Layout
   • In the record customization editor, look for your custom property by name (e.g., “Nickname”).
   • Drag it into the About section or click Add.
3. Reorder for Quick Reference
   • Place these custom fields near the top if they’re crucial. For instance, put Nickname right below or next to First Name.

6. Leveraging Sections (If Available)

Depending on your HubSpot plan, you may be able to create sections or group properties together:

1. Add a New Section
   • In the layout editor, look for an option to Add section or Create a new section.
2. Group Properties
   • For instance, you might have a section named “Personal Preferences” containing “Nickname,” “Preferred Pronouns,” or “LinkedIn Connection Request Status.”
   • Another section might be “Professional Details” with “Job Title,” “Former Firm,” and “Industry.”

Sections keep the record view tidy and logical, especially if you have multiple custom fields.

7. Saving and Testing Your Custom View

1. Click Save or Publish
   • After adjusting the layout, click Save, Update, or Publish (terminology varies by version).
2. Reload Contact Page
   • Navigate back to the contact record or another contact record to confirm your changes took effect.
3. Review
   • Verify that your new arrangement is clear and that the most important fields are easy to find.

8. Best Practices

• Keep It Focused: Too many fields can clutter the view. Only display properties you regularly use or update.
• Name Sections Clearly: If you use multiple sections, label them in a way that makes sense to you and any collaborators (e.g., “Personal Info,” “Professional Info,” “Engagement Details”).
• Regular Check-Ins: As your consulting business evolves, revisit this layout to add or remove fields that are no longer relevant or newly essential.
• Consider Team-Specific Layouts: If you have different people handling marketing vs. direct consulting, you might create different record views tailored to each role (available on certain HubSpot tiers).

9. Common Pitfalls and Troubleshooting

• Fields Not Appearing: Ensure you’re editing the Contact record layout, not Companies or Deals. Also confirm your custom property is indeed a Contact property.
• Changes Not Saving: Double-check that you’ve clicked Save or Publish after customizing.
• View Not Updating for Others: In some HubSpot versions, your view changes may apply only to you by default. Look for an option to Set as default for all users if you want to enforce it across your team.
• Clutter Over Time: As you add more custom fields, you might find the record view becoming too dense. Consider reorganizing or creating sub-sections to maintain clarity.