HubSpot Knowledge Base

Track and log emails with the HubSpot Sales Chrome extension

Written by HubSpot Support | Nov 30, 2018 5:00:00 AM

Track and log emails sent from your inbox with the HubSpot Sales Chrome extension.  

Please note: if you've enabled General Data Protection Regulation (GDPR) functionality in your account, your legal team is the best resource to determine how your company uses email logging and tracking. You can also customize your extension settings to disable this functionality for a specific message or for specific contacts or email domains. Any existing contacts who have not granted a lawful basis for data processing will be tracked anonymously. 

Before getting started, note the difference between a tracked email and a logged email: 

  • Tracked email: with tracking enabled, you'll be notified when the contact opens the email via a pop-up notification on your desktop. If you have an assigned Sales Hub paid seat, you can also track when a recipient clicks a link in the email; free users cannot track clicks. This information will also be stored in your HubSpot Sales Chrome extension in the upper right corner of your Chrome browser, and in your HubSpot activity feed. 
  • Logged email: a logged email is recorded on the recipient's contact timeline in HubSpot. Any attachments included in the email will also log to the contact's record. You can keep a record of your email communication with a prospect in HubSpot to help you understand where they are in the sales process. You can also use this history of logged emails to keep track of past relations and make sure you're communicating regularly with your most promising leads. Logged emails do not give you insight into open or click information. 

You can send an email that is both tracked and logged. That way, you'll receive open notifications as well as having a record of the email communication in HubSpot. You can also set defaults for tracked and logged emails.

Tracking emails

To send a tracked email from Gmail: 

  • Log in to your Gmail account.
  • Compose a new email. Enter the email recipient, the subject line, and the email body.
  • Select the Track checkbox.
  • Click Send. 

Unopened email

 

View the tracked email's status

Before your contact opens the email, the email subject line and recipient will show in your activity feed in HubSpot as Sent.  

You can also see how your contacts are engaging with your tracked emails from the Chrome extension. To access your activity feed from the Chrome extension, click the HubSpot sprocket icon sprocket in the upper-right corner of your Chrome browser. 

Once the recipient opens the email, you'll receive a real-time, pop-up notification on your desktop. When you navigate back to your activity feed or Chrome extension feed, you'll see the email information marked as Open. Click the Show all activities dropdown menu below the contact's name to see when the recipient opened your email. You will also see a history of the contact's activities listed in the dropdown menu. 

Learn more about how email tracking and sales notifications work and disabling tracking.   

Logging emails

To log an email and add a new contact to your HubSpot CRM account, the email address you send emails from must be one of the following:

You can specify email addresses and domains that you never want to log emails for in your HubSpot account settings. Or you can add these email addresses and domains in your Chrome extension settings. 

Please note: emails larger than 30 MB will not log to your HubSpot account. Attachments count towards this limit. Your email will still be delivered successfully to the contact, but you will not see the email logged to their record. 

To send a logged email from Gmail: 

  • Log in to your Gmail account.
  • Compose a new email. Enter the email recipient, the subject line, and the email body.
  • Select the Log checkbox.
  • Click Send. 
  • If the recipient's email address is not already associated with a contact in your account, logging an email will automatically create a new contact in HubSpot. 

View the logged email in HubSpot

Email that are logged to HubSpot using the extension will automatically be associated to the recipient's contact record, its associated company record, and the five most recent open deal records associated to the contact.

To see the logged email in HubSpot: 

  • In your HubSpot account, navigate to your contacts, companies or deals.
  • Click the name of the record. 
  • On the timeline, locate the logged email. From the email, you can do the following: 
    1. Associated records: click to edit associated company or deals records.
    2. Pin: click to pin the email to the top if the contact timeline.
    3. Delete: click to delete the email activity from the timeline.
    4. Details: click to see specific information about the email send. 
    5. Expand: click to see the full body of the email. If there's an ongoing email conversation, click View thread to see all of the emails in the thread. 
    6. Attachments: click to open attachments associated with this specific email send.
    7. Reply: click Reply to send an email reply to the contact from HubSpot.  

Please note: to send email replies from HubSpot and log incoming replies to HubSpot, you must have a connected inbox. 
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