Short answer
Set up a new HubSpot portal in this order: users, teams and security; domains and email authentication; subscription types and preference pages; tracking code and forms; data model and import; pipelines and automation; then reports and training. Write down what the client must supply, with dates, before work starts.
1. Account and security
- Users, seats and teams; single sign-on and two-factor authentication.
- Permission sets by role; super admins limited to two or three people.
2. Domains and email
- Connect the website and email sending domains.
- DKIM, SPF and DMARC; warm up sending volume if the domain is new to bulk email.
3. Subscriptions and consent
- Subscription types for each program (newsletter, events, product updates).
- Branded preference and unsubscribe pages, one set per brand.
- Opt-outs imported from every old system before the first send.
4. Tracking and forms
- Tracking code on every site, with the cookie banner gating it.
- Forms built or connected, with hidden fields for source and campaign.
- Sample data archived.
5. Data
- Property standards, required deal fields and duplicate rules.
- Import order: companies, contacts, deals, then activities.
6. Sales and automation
- Pipelines and stages with written criteria.
- Lead routing, owner assignment and the first few workflows.
7. Reporting and training
- Dashboards for leadership, marketing and sales.
- Role-based training sessions and a short written guide for each role.
What the client supplies
- DNS access, brand assets, user list with roles, data exports, opt-out lists and a named decision maker, each with a due date.
Official documentation
Frequently asked questions
What should be done first when setting up a new HubSpot portal?
Users, teams, permissions and security, followed by domain connection and email authentication. Data import and automation come later, once the foundation is in place.
Do we need to import old unsubscribes into HubSpot?
Yes. Import opt-outs from every previous email system before the first send, so people who unsubscribed elsewhere don't receive marketing email from HubSpot.
Salesforce, HubSpot, Anthropic and OpenAI change their products often. Check the official documentation before you rely on a specific setting, limit or price.