How to Track and Log Emails with Hubspot in Chrome

Using Hubspot with Gmail and the Chrome extension lets you track opens, log messages to CRM records, and understand exactly how contacts engage with your outreach.

This step-by-step guide walks you through installing the extension, sending tracked messages, logging them to records, and viewing engagement data securely and efficiently.

Set Up the Hubspot Chrome Extension

Before you can track or log emails, you need the sales extension installed and connected to your account.

1. Install the extension

1. Open the Chrome Web Store in your browser.
2. Search for the sales extension offered by your CRM provider.
3. Click Add to Chrome and complete the installation steps.
4. Pin the extension in the Chrome toolbar so you can easily access settings while you work in Gmail.

2. Connect your inbox

1. Open Gmail in Chrome.
2. Click the sales extension icon in the toolbar.
3. Sign in with your CRM credentials and authorize the connection.
4. Confirm that a small panel or toolbar now appears when you compose a new message.

If you need a broader CRM strategy to go with your email tracking, visit Consultevo for implementation guidance.

Send Tracked Emails with Hubspot

Tracking lets you know when a recipient opens your email or clicks a link. This is handled by the extension when you enable tracking options in Gmail.

3. Enable tracking in Gmail

1. Click Compose in Gmail to start a new message.
2. Look for tracking icons in the email toolbar that the extension adds.
3. Check the box or icon to enable email open tracking.
4. Optionally enable link click tracking if your plan supports it.

When tracking is on, an invisible image or encoded link is added so the system can register engagement events when recipients open or click.

4. Track individual messages

Use tracking selectively for messages where engagement data will influence your follow-up strategy. For example:

• Prospecting outreach to new leads.
• Proposal or quote emails.
• Onboarding instructions where timing matters.

After sending, you will see notifications or a status feed from the extension each time the message is opened, depending on your notification settings.

Log Emails to CRM Records in Hubspot

Logging stores a copy of your email on contact, company, deal, or ticket records so your team can see a full communication history.

5. Use the BCC address to log email

1. Locate the automatic BCC address provided in your CRM settings.
2. In Gmail, click Compose to write a new message.
3. Add the special BCC address in the BCC field.
4. Send the email as usual.

The system scans email addresses in the To and Cc fields and logs the message to matching contact records. If associated company, deal, or ticket records follow automatic association rules, the email appears there as well.

6. Turn logging on or off from the compose window

1. While composing, check for a logging checkbox in the extension panel.
2. Select the checkbox to log the email to CRM records.
3. Clear the checkbox if the message is personal, internal, or should not be saved.
4. Confirm that only business-relevant communications are logged for data quality and privacy.

This toggle ensures you maintain control over what is stored while still taking advantage of automatic logging.

Choose Which Hubspot Records to Log To

When multiple records match the same email address, you can refine which records receive the logged message.

7. Manually select associations

1. In the compose window, open the logging settings from the extension panel.
2. Review the list of contacts, companies, deals, or tickets that the system suggests.
3. Uncheck records that should not receive the email log.
4. Check additional records if you want the email visible in more places.

This manual control is helpful when a contact is related to several deals or companies and you need to keep timelines accurate.

8. Understand default association behavior

When you do not change the suggested associations, the extension follows default rules, such as:

• Logging to the primary contact that matches the email address.
• Logging to the primary company related to that contact.
• Logging to open deals or tickets that are associated with the contact or company.

These defaults reduce manual work while still preserving context across your main records.

View Email Engagement in Hubspot

After you send tracked and logged emails, you can review performance and recent engagement directly from your inbox or CRM timeline.

9. Use the activity feed in Chrome

1. Click the sales extension icon in Chrome.
2. Open the activity or notifications feed.
3. Review recent opens, clicks, and replies.
4. Drill into specific events to see which contact engaged and at what time.

This helps you quickly identify hot leads and prioritize timely follow-up without leaving Gmail.

10. Review logged emails on records

1. Open a contact, company, deal, or ticket record in your CRM.
2. Scroll to the activity timeline.
3. Filter by Email to see only email communications.
4. Click an individual email to open the logged content and review context.

Because logs include the full body and relevant associations, anyone on your team can understand the conversation history before they respond.

Control Privacy and Security in Hubspot Email Logging

Proper configuration ensures only appropriate content is tracked and stored.

11. Disable tracking or logging when needed

• Turn off tracking for sensitive or confidential conversations.
• Clear the logging checkbox for private internal communication.
• Remove the automatic BCC address from messages that must not be saved.

Train your team on these options so you balance insight with compliance and respect for privacy.

12. Adjust extension and notification settings

1. Click the sales extension icon in Chrome.
2. Open Settings or Preferences.
3. Configure desktop notifications for opens and clicks.
4. Update default logging behavior, such as whether emails are logged automatically.

Fine-tuning these settings reduces noise while keeping you informed about the moments that matter most.

Learn More About Hubspot Email Tracking

For advanced configuration details, supported features, and the most current interface screenshots, refer to the official documentation on tracking and logging emails with the Chrome extension: official Hubspot help article.

By combining targeted tracking, accurate logging, and clear association rules, your team gains a complete, searchable history of communication that strengthens sales, service, and marketing collaboration.

Need Help With Hubspot?

If you want expert help building, automating, or scaling your Hubspot , work with ConsultEvo, a team who has a decade of Hubspot experience.

Scale Hubspot

“`