(hubspot:index)=

# Customer Relationship Management (CRM)

We use HubSpot as our Source of Truth for tracking Contacts, Organizations, Deals and the relationships that drive each of them through sales. 

See our [Guide to the HubSpot CRM](https://docs.google.com/document/d/1T6kl8bOt6S0ltt5ICxlmX-CKSgkrL3e1qmvGYDI1JNM/edit?tab=t.0#heading=h.o3k954vg6ioy).

:::{note}
We used to use AirTable for this, here's a link to [our old CRM in AirTable](https://airtable.com/appbjBTRIbgRiElkr?). We'll deprecate that in the coming months.
:::

(hubspot:email)=

## Send e-mails via HubSpot

HubSpot is configured to send e-mails from our `@2i2c.org` domain, so you can use it to e-mail consortia, groups of communities, or our community representatives.

We track consortia and other subsets of contacts as [**Segments**](https://app-na2.hubspot.com/contacts/242496330/objectLists/views/all?count=25).
To send an e-mail to a segment:

1. Click a segment.
2. Click {guilabel}`Use in`.
3. Click {guilabel}`E-mail`.

Alternatively, copy a previous e-mail under {guilabel}`Marketing` -> {guilabel}`E-mail` and update its content.

When sending an e-mail, set the **from** address to `hello@2i2c.org` unless you have a reason to send from your personal 2i2c address.
This keeps a consistent sender identity across our outbound communications and lets replies land in a shared inbox.

:::{warning}
These e-mails go out from our root `@2i2c.org` domain, so spam complaints damage the deliverability and reputation of **all** of 2i2c's e-mail, including support and sales.
Only use this to reach people who already know us and expect to hear from us, such as community representatives and consortium contacts.
Do not use it for mass marketing or cold outreach to people who haven't opted in.
:::

## How to log into the HubSpot admin account

We have an admin account that gives the whole team edit access to our HubSpot data.
The easiest way to sign in is with a passkey stored in our [team Bitwarden](#account:bitwarden).

- Go to the [HubSpot Account page](https://app.hubspot.com/home).
- Username: `admin@2i2c.org`
- Choose `Sign in with a passkey` and select the 2i2c Admin passkey from Bitwarden.

### Fallback: username, password, and 2FA

If the passkey isn't available, you can sign in with the username and password instead:

- Go to the [HubSpot Account page](https://app.hubspot.com/home).
- U: `2i2c Admin`. P: `See bitwarden`.
- You'll see a 2FA prompt like this:

  ![](./images/hubspot-2fa-prompt.png)
- Use the [team Bitwarden](#account:bitwarden) to find the 2FA credentials:

  ![](./images/hubspot-2fa.png)
- Click `Skip for now` when prompted to improve the 2FA.