SOP | How to Access and Update the General Software Database in HubSpot

Purpose & Overview

This SOP outlines the steps to access and update the General Software Database in HubSpot.
This database tracks internal employee software usage, helping ensure all tools and licenses are properly documented and up to date.

Step-by-Step Instructions

1. In HubSpot, navigate to CRM → Contacts.

2. On the right-hand side, click All Views.

3. In the search bar, type “Software” to locate the General Software Database view.

4. Click on the General Software Database title to open it.

5. Review the contact list — each record displays key information such as:

   • First Name

   • Email Address

   • Softwares Assigned

   • Department

   • Active Status

6. To update a software assignment directly from the view:

   • Click on the contact’s name (e.g., Arthur).

   • In the Software property, click the dropdown menu.

   • Search for and select the correct software (e.g., GROC AI).

   • If the software is missing from the list, click Edit Property to add it.

7. Alternatively, you can open the full contact record by clicking on the name and updating the Software property from within the record view.

8. Verify all changes are saved and the list is accurate.

Video Walkthrough:

https://drive.google.com/file/d/1qYqWXjCoyBWqDduxQsf0L6hEjXEstARs/view

Troubleshooting & FAQs

Q: I can’t find the “General Software Database” view. What should I do?
A: Double-check spelling in the All Views search bar. If it still doesn’t appear, contact the Technology Team to ensure you have the correct access permissions.

Q: A software is missing from the dropdown list.
A: Click Edit Property and add the missing software to the master list, or notify your Technology Manager to review and approve the addition.

Ownership

Technology Manager