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Hubly 105: Getting The Most Out Of Your Hub
Hubly 105: Getting The Most Out Of Your Hub

A deep-dive into client reports, workflow histories, Zapier, and other optimizations that can save you time.

Ron Gorodetsky avatar
Written by Ron Gorodetsky
Updated over a week ago

We built Hubly out of a belief that workflow technology should empower you to get more done faster. And the way that we do this is by building tools that are smart, easy to use, and most importantly: work the way that you do.


When you create workflows in Hubly, whether you build out comprehensive task-lists or capture to-dos ad-hoc, when you add a client, Hubly keeps a record.

That means that you can always look back to see if (and when) a service review, account transfer, or any other workflow has been completed. We keep this record easily accessible in the client card, under the Workflow section menu.

Hubly allows you to revisit past workflows to see which tasks were completed, when, and by who (for multi-user Hubs).

You can also download this information and save it to the client file by generating a Client Report from the client card.

Hubly lets you select a range of time and export the report as an Excel file or a CSV.

Now you can store a back-up of service records in your client files.

Optimizing Your Hub

Hubly also lets you use the data that we record to help you prioritize your clients within current Workflows. In addition to editing, hiding, duplicating, and deleting the workflow, the workflow menu lets you edit the appearance of client tiles as well as re-order the list of clients.

You can edit tiles for individual workflows to have the right amount of information displayed in the client tiles.

This lets you configure the level of detail that you see at-a-glance.

The Sort By menu lets you easily re-order the clients in a workflow by reminder status, date added, and next meeting date.

Letting you re-prioritize and prevent client action items from falling through the cracks.

Powering Up With Zapier

Hubly works with Zapier to let you eliminate data rekeying and create powerful, time-saving connections with other apps.

To connect Hubly to your Zapier account, navigate to the Integrations tab within your Hubly settings page.

Select Integration from the More menu next to Zapier.

Once you login to Zapier, you will be asked to accept the invitation to begin building Zaps.

You can now create a new Zap or add Hubly as a step to any existing Zap in your account.

You can set up Zap to look for new submissions on your website's forms or scheduling links, find or create the client in Hubly, and assign them to a specific workflow in your Hub.

When configuring the Find of Create Client in Hubly step, you will be asked to grant permissions/access for Hubly to share information with Zapier during the Choose App & Event stage of the setup process.

If you experience any issues, you can also grant access manually by selecting Manage Connection from Zapier's integration settings in Hubly.

Back in Zapier, you will then be asked to select your Hub, specify which field to match the client by (their name or email address), and map the name, email, and phone number fields in the event that a new client record needs to be created.

If a client record is not found, this Zap can create a new client in Hubly, which will also be synced to your CRM.

We recommend always matching on the email field when that option is available in your form or scheduling data.

Make sure to test the configuration before moving on.

In the next step of the Zap, you can select which workflow a client should be added to. When configuring the Assign Client to Workflow in Hubly step you will be asked to select your Hub, choose the ID field for the Client, and identify which of Workflow the client should be added to.

For the ID field, you will need to find the identifying string of characters (marked ID) that had been generated from the test data in the previous step.

Make sure to test the configuration before moving on. You should see the test client appear in the corresponding workflow in your Hub.

Now just turn the Zap on to see it in action! We recommend using separate forms and scheduling links for new prospects and existing clients. This way you can configure Zaps to lead into specific workflows.

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