SP-009-004 Email Tracking in HubSpot via Gmail Extension

Your sales performance is measured by what's in HubSpot

Every email sent to a prospect or client MUST be logged in HubSpot. If it's not in HubSpot, it doesn't count. Your activity as a sales rep (emails sent, replies, deal progress) will be measured exclusively by the activity registered in HubSpot.

Purpose

The purpose of this document is to establish the procedure for installing and using the HubSpot Sales Chrome Extension for Gmail, ensuring all commercial emails are logged in HubSpot and associated with the correct contact, company, and deal.

Scope

This document applies to all sales team members who use Gmail to communicate with prospects and clients.

Setup — Install the extension

1. Go to the Chrome Web Store → search "HubSpot Sales" (published by HubSpot)
2. Click "Add to Chrome" → confirm
3. In Gmail, the HubSpot panel will appear on the right sidebar
4. Click the HubSpot icon in the Chrome toolbar → sign in with your Dreamshot HubSpot account
5. Verify the HubSpot panel appears in Gmail

Confirm it's working

Open any email in Gmail. If you see the HubSpot sidebar with contact data (or the option to add the contact), the extension is active.

How to track an email when sending it

1. Compose a new email in Gmail
2. In the HubSpot sidebar (right), verify the "Log" toggle is ON
3. In the "Log to" field, select Contact + Company + Deal
4. If the deal hasn't been created yet → see next section
5. Send the email

What to do if the Deal doesn't exist yet

Create the deal before logging the email

If the deal doesn't exist in HubSpot, create it before sending or logging the email. A deal with no logged email = invisible activity = doesn't count.

1. Go to HubSpot → Sales → Deals → "Create Deal"
2. Deal name convention: [Company] - [Product/Service] - [Mon-Year] (e.g. ACME Corp - Dreamshot Pro - Mar 2026)
3. Associate with the correct Contact and Company
4. Set the initial stage (Prospecting)
5. Go back to Gmail and log the email to the new deal

How to log previously sent emails (retroactively)

1. Open Gmail's Sent folder
2. Open the email you want to log
3. In the HubSpot sidebar → click "Log to CRM"
4. Select Contact + Company + Deal
5. Confirm → the email will appear in the deal timeline

You can log past emails

It's not too late to register past conversations. Review your Sent folder and log emails from active prospects that aren't yet in HubSpot.

Verify the log was successful

1. Go to HubSpot → search the company or deal
2. Open the deal → "Activity" tab
3. Confirm the email appears with the correct date and subject
4. Verify it is associated with the Company and Contact

Compliance checklist

Requirement	How to verify
Extension installed and active	HubSpot panel visible in Gmail
Logged in with corporate account	Your name shows in the sidebar
All emails have Log enabled	"Log" toggle ON before sending
Deal created before logging	Deal appears in HubSpot dropdown when composing
Email shows in deal activity	Activity tab of the deal in HubSpot

Signature meaning

The signatures for the approval process of this document can be found in the verified commits at the repository for the QMS. As a reference, the team members who are expected to participate in this document and their roles in the approval process, as defined in Annex I Responsibility Matrix of the GP-001, are:

• Author: Team members involved
• Reviewer: JD-003, JD-004
• Approver: JD-001