How to Use Guided Execution in the Hubspot Sales Workspace

The guided execution feature in Hubspot helps sales teams follow a consistent, step-by-step workflow directly inside the sales workspace, so every rep knows what to do next in a sequence or playbook.

This article explains how guided execution works, how to create and customize guided workflows, and how reps can use them to move deals forward efficiently.

What Is Guided Execution in Hubspot?

Guided execution is a structured workflow tool built into the sales workspace. It presents reps with clear steps, context, and actions as they work through prospects, deals, or tasks.

Instead of jumping between tools or guessing the next move, reps see a defined series of instructions tied to specific records. This helps managers standardize best practices and reduce errors.

Where Guided Execution Appears in the Hubspot Sales Workspace

Within the sales workspace, guided execution typically appears in a panel or sidebar alongside records such as:

• Contacts
• Companies
• Deals
• Tickets or related objects (depending on configuration)

From this panel, reps can review steps, mark them complete, and log activity without leaving the record.

Prerequisites for Using Guided Execution in Hubspot

Before using guided execution, administrators or sales operations managers should ensure the following are in place:

• Appropriate sales permissions for creating and editing workflows or playbooks.
• Access to the sales workspace where the feature is available.
• Defined sales processes that can be translated into clear steps.

Once these foundations are set, you can start building guided experiences for your team.

How to Create a Guided Execution Flow in Hubspot

To set up a guided execution process, follow these general steps in your account settings and sales workspace:

Step 1: Define Your Sales Process

Begin by outlining the sales or engagement process you want reps to follow. This could include:

• Initial outreach
• Qualification
• Discovery
• Proposal
• Negotiation and closing

Write these in plain language so they can be converted into clear instructions inside the Hubspot interface.

Step 2: Open the Sales Workspace

Navigate to your sales workspace where guided execution is available. This is typically accessed from the main navigation under sales tools, depending on your specific account setup.

Step 3: Configure the Guided Experience

Within the workspace, look for configuration options that allow you to define the steps shown to reps. Based on the product documentation at this official Hubspot help article, you can:

• Add step names that match your sales stages.
• Provide instructions or descriptions for each step.
• Link steps to actions such as logging calls, sending emails, or updating properties.

Save your configuration to make the guided flow available to your team.

Step 4: Assign Guided Execution to Records

After creating a guided flow, associate it with the appropriate objects or views, such as:

• Specific pipelines or deal stages
• Prospecting or lead lists
• Contact- or company-based workflows

This ensures that when a rep opens a record, the correct guided instructions appear alongside it.

How Sales Reps Use Guided Execution in Hubspot

Once configured, guided execution becomes a daily tool for reps in the sales workspace.

Following Steps on a Record

When a rep opens a contact, company, or deal, the guided panel will display:

• The current step title
• Clear instructions or talking points
• Suggested actions like calls or emails

Reps can complete each instruction, log activity, and mark the step as done before moving to the next one.

Logging Activity from the Guided Panel

To keep data clean and up to date, reps can usually:

• Click to initiate a call or email from within the panel.
• Log notes or outcomes directly after each step.
• Update key properties related to qualification or next steps.

This helps maintain a complete activity history within Hubspot while keeping the rep focused on the workflow.

Advancing Through the Guided Flow

As each step is completed, the next instruction appears. A typical pattern might look like:

1. Confirm contact details.
2. Send an introduction email.
3. Schedule a discovery call.
4. Record qualification notes.
5. Send a follow-up proposal.

Reps see a clear path from first touch to close, reducing confusion and improving consistency.

Best Practices for Guided Execution in Hubspot

To get the most value from guided execution, consider the following best practices:

Keep Steps Short and Actionable

Each step should describe one main action. For example, instead of a vague instruction like “work the lead,” use specific actions such as:

• “Review last interaction and update notes.”
• “Send a personalized follow-up email with resources.”

Use Clear, Repeatable Instructions

Write instructions that any new rep could follow. Avoid internal jargon and focus on repeatable behaviors that reflect your ideal process.

Align Guided Steps With Pipelines

Match guided steps with pipeline stages in your CRM. As deals move stages, reps should see steps that are relevant to that phase of the journey.

Review and Optimize Regularly

Monitor how your team uses the guided flows. Refine instructions based on:

• Close rates at each stage
• Time in stage or step completion rates
• Feedback from reps about what information they need

Iterating regularly ensures your guided execution process stays aligned with real-world performance.

Benefits of Guided Execution for Hubspot Sales Teams

When implemented well, guided execution in the sales workspace offers several advantages:

• Consistency: Standardizes how reps handle similar deals.
• Faster onboarding: New reps learn the process by following steps.
• Better data: Activity is logged systematically, improving reporting.
• Improved coaching: Managers can see where reps get stuck and refine scripts or training.

These benefits compound over time, especially in teams with multiple pipelines or product lines.

Next Steps and Additional Resources

To deepen your understanding of guided execution in your sales workspace, review the official documentation and experiment with a pilot process for one pipeline or team before rolling it out widely.

You can find more implementation and strategy guidance, including CRM and sales process optimization, from specialized consultancies such as Consultevo, which focuses on modern sales and marketing operations.

For the most accurate and up-to-date product instructions and screenshots related to guided execution, always refer to the official Hubspot knowledge base article at this resource.

By designing a clear, step-driven workflow and enabling guided execution across your sales workspace, you can help every rep follow the same proven path from first contact to closed won.

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