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  • Chancery Home
      • Directory
  • Offices
      • Child & Youth Protection
      • Development
      • Finance
      • Human Resources
      • Facilities and Business Management
      • Property Management
      • Clergy Personnel Office
      • Priest Information
      • Priestly Life
      • Retired Priests
      • Risk Management
      • Technology
      • Clergy Personnel Office
  • Paterson Diocese
  • HubSpot

    • • COMMUNICATION AND PARISH DATA IN ONE PLACE.

      HubSpot is a new communications tool offered by the Diocese of Paterson to replace Flocknote. Its features include:

      • Email/Text: Keep in touch with parishioners with mass emails and texts to share important messages and promote special events.
      • Contact Management: Add sacramental, school contact records, and more with a single click. Log communication activities automatically. Keep your records current.
      • Forms: Add news and event signup forms to your website and social media channels.
      • Advanced Reporting: Document the effectiveness of your communications and generate reports to assist with time management and budgeting decisions.
    • Book Your Training:

      Click Here for Training Videos:

  • Joining HubSpot

    • Joining HubSpot:

      1. Open the email invite & click the link.
      2. Click "Sign up with email" and then "Continue with Email".
      3. Fill out required information and create a password.
      4. Choose Text Message (SMS) for 2FA.
      5. Enter your phone number and verify it.
      6. Save your backup codes in a safe place.
      7. Choose settings that fit your needs.
      8. Access your HubSpot account and start using it!
  • Composing Emails

    • Create an email:

      1. Click Bookmarks → Email to access email templates.
      2. Find a template and click Clone → Select Regular.
      3. Compose your email.
      4. Click Settings and adjust the From Name, Email, and Subject Line.
      5. Under “Send to *”, select your recipient lists.
      6. On the right, choose Send Now or Schedule for Later.
      7. Click the orange button at the top-right to send your email!
  • Create, Remove and Recover Contacts

    • Create new contacts:

      1. Click the book-shaped “CRM” icon in the left-hand menu.
      2. Click “Contacts” to open the Contacts Dashboard.
      3. Click the orange “Create Contact” button in the top-right corner.
      4. Fill out the required fields (Name, Email, Phone, etc.).
      5. Check the box for “Set this contact as a marketing contact.”
      6. Click “Create” to save the contact.
    • Search for a contact

      1. Click the book-shaped “CRM” icon in the left-hand menu.
      2. Click “Contacts” to open the Contacts Dashboard.
      3. On the left-hand side, locate and click on the search bar.
      4. Enter a name, phone number, or email address to search.
      5. Click on the correct contact from the search results to view their profile.
    • Editing a contact's information

      1. Search for a contact using their name, phone number, or email.
      2. Click on the contact’s name to open their profile.
      3. On the left-hand side, scroll down to find the property you want to edit.
      4. Click on the property, enter the new information, and update it.
      5. If the orange “Save” button appears, click it to confirm the changes.
    • Removing a contact

      1. Go to CRM → Contacts to open the Contacts Dashboard.
      2. Use the checkboxes to select all contacts you want to remove.
      3. Click "More" → "Add to Static List".
      4. Select "-Delete Me-" from the list options.

      Recovering a contact

      1. Open the HubSpot contact recovery website.
      2. Fill out the form with the necessary details.
      3. Click Submit to request recovery.

      With each contact's profile, you can keep track of each individual parishioner.

    • Click Here to Fill Out the Recovery Contact Form
  • How to Customize an Email

    • To contact the parishes, choose your email template. Then, easily drag and drop text, images, and buttons to personalize it. Once you're happy with the email, preview it to make sure it looks great on any device. After that, you can schedule or send the email to your contacts with just a few clicks. HubSpot makes it easy to create and send marketing emails. Watch the video for a step-by-step guide on how to use HubSpot’s email platform.

  • How to Send an Email to More People

    • Sometimes we finish sending out an email and forget to add a list of people who were originally supposed to receive it.

      1. search for the email you wish to send to more people
      2. click the name of the email
      3. Click Actions on the top right of your Screen
      4. search for the list you wish to send to
      5. click the send button
  • Send a Text Message

    • Sending a text message to your list:

      1. Go to “SMS” under Bookmarks or Marketing.
      2. Click “Create Message” and add an internal name.
      3. Write your SMS message in the editor.
      4. Select your contact lists under “Send to *”.
      5. Choose whether to send now or schedule for later.
      6. Click the orange “Send” button to send your message.
  • Add an Attachment

    • Adding an attachment to your email:

      1. Drag and drop the button into your page or email.
      2. Under “Link to *”, select “File Download” and upload the file.
      3. Edit the button text and set the desired background color.
  • Contact List Management (Static List)

    • Managing lists:

      1. Go to CRM → Lists and click “Create List”.
      2. Enter a name for your list.
      3. Choose between “Static” or “Active” list type.
      4. Click “Save List” to create the list.

      Adding a contact to a static list

      1. Go to CRM → Contacts and select the contacts you want to add.
      2. Click “More” → “Add to Static List”.
      3. Search for your list and click “Save”.

      Use Static Lists if you wish to have a select number of people within a list that cannot be found through a filter. (e.g. if there is a group of parishioners who would like to help start a new event or if a group of parishioners have showed interest in potentially being ushers)

    • Use Active Lists if you wish to exclusively use a Filter (e.g. Every Parishioner who has a mobile number or Every Parishioner who does have an email but does not have a known address).

    • Removing a List

      1. Click the checkbox next to the list you wish to remove
      2. In the middle of the screen there should be a Delete button
        1. If the button is gray and not clickable it means it is currently being used in as a filter in the active list
        2. simply click on the name of the active list it is being used in and remove the filter
  • Contact List Management  (Active List)

    • Using a filter for an Active List:

      1. Go to your list and click “+ Add Filter”.
      2. Choose a Contact Property to filter by and select the criteria.
      3. Repeat steps if adding more filters.
      4. Click “Save” to finalize the filter settings.
    • Removing a list

      1. Click the checkbox next to the list you wish to remove
      2. In the middle of the screen there should be a Delete button
        1. If the button is gray and not clickable it means it is currently being used in as a filter in the active list
        2. simply click on the name of the active list it is being used in and remove the filter
  • Importing Contact Records

      1. Download the Template for contact records and fill it out with the correct information.
      2. For the “Parish” column, copy the parish names from the “All Parish Names” file.
      3. Go to the Contacts page in HubSpot, then click Import at the top right.
      4. Click “Import a file” and then “Start an Import”.
      5. Select “Contacts” and click Next.
      6. Upload the filled-out template and click Next.
      7. Confirm that the data matches the properties, then click Next.
      8. Name your import list and check all 3 checkboxes.
      9. Click Finish Import.
    • Templates and Names for Parishes

      • Template for Contact Records
      • All Parish Names
  • Forms

    • Making a form:

      1. Go to Marketing → Forms.
      2. Find the form you want to use, hover over its name, and click “Clone”.
      3. Drag and drop the properties you need into the form.
        • If you need more properties, ask us to create them for you!
      4. Ensure the Parish field and the sub-team checkbox (if needed) are included in the form.
      5. Click the “Update” button at the top-right, then “Publish” your form.
    • Adding a form to an email:

      1. Within the form page click the Orange Update button found on the top right of the scree then the orange publish button found on the bottom left of the screen
      2. In the center of your screen click "Share link" and copy the link
      3. In the email you wish to add the form to drag and drop the button square
      4. On the left hand side it will ask for you to provide a Link URL. Paste the link from the form into that box
  • How to Check Email and SMS Reports

    • Checking the reports for email:

      1. On the lefthand side there should be megaphone click it then go to email and click that
      2. Select the Email you wish to get the analytics from
      3. From here you can check the basic reports on that page or you can click "Recipients" to see who did and did not receive the email and for what reason

      To check reports for SMS:

      1. On the lefthand side there should be megaphone click it then go to SMS and click that
      2. Select the SMS you wish to get the analytics from
      3. From here you can check the basic reports on that page or you can click "Recipients" to see who did and did not receive the SMS and for what reason
  • Sacramental Records

    • Creating sacramental records:

      1. Go to the contacts you wish to add the Sacramental record to
      2. On the right hand side there should be a section titled "Attachments" click the "+ Add" option
      3. Select the "Upload new" option and upload the Sacramental record
      4. In the center of the Contact Record Select Sacraments.
      5. Fill in the appropriate fields.
  • Family Records

    • Creating a family record:

      1. Begin by selecting a Contact you wish to add a family to (please use the contacts video if you need help with this step)
      2. On the right hand side you should find a section titled "Families"
      3. Click the "+Add" button next to the Families section
      4. Search for the last name to see if the family already exists
      5. If they do no exist select the "Create New" button
      6. Input the information then click the "Create Families" button
      7. Wait 1-2 minutes and refresh the page
  • Creating a Class for Religious Education

    • Create a form for parents to register their children and post it to your eCatholic website:

      1. Click the megaphone icon on the left, then go to Forms.
      2. Find the form you need or let us know if it’s missing.
      3. Hover over the form and click Edit.
      4. Don’t delete any fields—just update Education Type, Section, and Grade Year at the bottom.
      5. Click Update at the top-right, then Publish.
      6. Copy the code provided.
      7. Go to your website, click Add Content, then choose “Embed”.
      8. Paste the code you copied into the embed box.
    • Create a student record outside of a form:

      1. Click on book shaped icon titled "CRM" from the lefthand menu
      2. Click "Religious Education - Student and Class Records"
      3. Click on the Orange "Create Religious Education - Student and Class Records" on the top right of the page
      4. Fill out the form and click the orange "Create Religious Education - Student and Class Record" button
    • How to view your classes:

      1. Click on the "CRM" icon on the left.
      2. Select “Religious Education - Student and Class Records”.
      3. Click “All Views” at the top and choose “Attendance”.
      4. Repeat step 3 for “General View” and “All Absence Dates”.
      5. Click the “Attendance” tab.
      6. On the right, click the button with two sheets of paper (under "All views").
      7. Enter the class name and year, and select “My Team”, then click “Confirm”.
      8. Click “Advanced Filters” in the middle.
      9. Click “+ Add Filter” and search for “Education Type”.
      10. In the “Is any of” dropdown, select the class you want to view attendance for.
      11. Click “Apply Filter”.
      12. Click “AND”, then repeat steps 9-11 for “Grade Year” and “Section”.
      13. Finally, click the “Save” button to save your filtered view.
  • HubSpot Features

      • Automation: Follow up for unopened emails
      • Multiple email address per contact
      • Collaboration tools
      • 1-1 support
      • Data and engagement
      • Folder for departments
      • Tracking campaings
      • Forms
      • Goal-based nurturing
      • Teams
      • Payments: Multi-currency
      • Mobile optimization
      • Calls-to-action
      • Smart content
      • Attribution reporting
      • List segmentation
      • Archive unused/old list
      • Top level edit permissions
      • Export analytics
      • Easy-to-use WYSIWIG builder
      • High Speen Platform
      • Priority customer service
      • Text messages
      • Content strategy
      • Email reply tracking
      • Adaptive testing
      • Link to payment
      • Social media
      • Advance CRM
      • SEO
      • Tracking campaigns
      • Multi-language content
      • Email health insights
      • Collaboration tools
      • Landing pages
      • Custom user permissions
      • Facebook messenger integration
      • Sandbox
      • Admin management
  • Do you know why digital communications is important?

      • 81% check their email on smartphones, 74% on desktop/laptop, 21% on tablet, 2% on smartwatch.
      • Gen X (80%), Millennials (74%), and Gen Z (69%) are more likely than older generations to rank text message/SMS as their most used communication method over any other in their personal life.
      •  34% of people open and read their texts within five minutes of getting them.
      • 97% of Americans own a smartphone.
      • Use HubSpot as an evangelization platform and programs to engage, delight and inspire everyone to follow and love God and become true disciples of Jesus. 
      • Sending an engaging, personal digital communications for in-person events will return a higher level of signups.
 
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