How to Create an SOP in HubSpot
HubSpot makes it easy for anyone to build a workflow and hard for anyone else to understand it. An SOP is how you stop the portal turning into a pile of automations nobody dares touch.
- Free plan — no card
- Works on any web app
- Share with one link
- Blur sensitive data
What does “Create an SOP in HubSpot” mean?
An SOP for HubSpot is a written procedure covering one repeatable task in the portal - which object to start from, which properties are required, which workflow or sequence it should trigger, and what the record looks like when the task is done. It turns portal conventions into something a new hire can follow without guessing.
Why this matters
HubSpot portals accumulate. Workflows built for a campaign two years ago still run. Deal stages mean different things to marketing and sales. Documentation is what turns that sprawl back into a system somebody can reason about.
Where it goes wrong today
Everyone builds their own workflow
Three near-identical lead-rotation workflows run simultaneously because nobody documented the first one.
Property sprawl
Custom properties multiply because the naming convention was never written down anywhere findable.
Portal UI changes break the doc
HubSpot ships UI updates continuously, and a screenshot-based guide starts drifting immediately.
The person who built it left
Institutional knowledge walks out and the portal becomes a system nobody will touch.
The fix
How Michii handles it
Record the actual portal, not an idealised one
Capture the workflow as it exists in your portal, with your properties and your pipeline names - not a generic HubSpot Academy screenshot.
Re-record when the UI shifts
A minute of recapture beats an afternoon of re-screenshotting after a HubSpot release.
One link per procedure
Paste it into the pipeline description, the onboarding doc, or a HubSpot note - always current, never a stale copy.
Redact before publishing
Blur contact emails, company names and deal values on the captured screens.
How to create an sop in HubSpot
Start with the task that generates the most Slack questions. Usually that is deal stage progression or lead assignment - not the flashy campaign work.
Scope it to one repeatable task
Move a deal from Qualified to Presentation Scheduled, not Manage the sales pipeline. If you cannot describe the finished record, narrow it.
Note the prerequisites
Which HubSpot seat type, which permissions, which pipeline. Half your readers will fail on step one without this.
Record the task in your own portal
Perform it at normal speed with test data. Every click and property change is captured in order.
Rewrite the steps that carry a business rule
Auto-captured steps describe the click. You add the why - why this stage, why this property is required, what triggers downstream.
Blur customer-identifying data
Contact emails, company names and deal amounts come off the screenshots before publish.
State the finished record
Stage set, required properties populated, next-step task created. Something the reader can verify without asking.
Put the link where the work happens
The pipeline stage description, the onboarding checklist, the team channel topic.
By hand vs. with Michii
| Doing it by hand | With Michii | |
|---|---|---|
| Time to first draft | An afternoon of screenshots and captions | The length of the task itself |
| Surviving portal updates | Re-screenshot each changed screen | Re-record the affected steps |
| Reader experience | Read a doc and translate it to your screen | Follow the steps on the live portal |
| Distribution | A doc link people forget to update | One URL that always shows current |
| Onboarding an agency | Grant portal access and hope | Send the guide before access |
What teams use this for
Checklist
- Name the object pipeline and record starting point
- State the required seat type and permissions
- One action per step
- Capture every required property and its rule
- Blur contact emails company names and deal values
- Describe the finished record state
- Add an owner and a review date
Frequently asked questions
How is a HubSpot SOP different from a HubSpot Academy course?
Academy teaches the product in general. An SOP documents how your portal is configured - your pipeline names, your properties, your conventions - which is the part a new hire actually gets stuck on.
How do I document a HubSpot workflow without breaking it?
Record yourself walking through the workflow editor in read mode, or use a sandbox portal. Capture is passive and changes nothing in your portal.
How often should HubSpot SOPs be reviewed?
Every six months, and immediately after you change a pipeline, property or workflow that the SOP references. Attach an owner and review date so it happens.
Can contractors follow the SOP without portal access?
Yes - a shared guide link works without a HubSpot seat, which makes it useful for scoping work before you grant access.
What is the fastest way to build these?
Record the workflows as you perform them. The numbered steps and screenshots generate themselves, leaving only wording and redaction.
Document your HubSpot process in one pass
Record the workflow once. Michii writes the steps, captures each screen, and hands you a link your team can replay.
Create an SOP in other tools
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