Using the HubSpot Mobile App at a Showing

Step 1

Install the app and sign in

On iPhone, open the App Store, search for HubSpot, tap Get then Open. On Android, open the Google Play Store, search for HubSpot (CRM & Sales), tap Install then Open. The app itself is free; current installation requirements are iOS 17 or later and Android 11 or later. Install only from the App Store or Play Store — installing from another site or an APK file is not supported.

Enter your HubSpot credentials and tap Log In (Log in on Android). If you belong to more than one portal, sign-in normally asks which account to open. Single sign-on is the exception: it may open the last cached account, so check which portal you are actually looking at.

Step 2

Confirm you are in the Dream Finders Homes portal

Everything you do on the phone lands in whichever account is open. Check the account name before you log anything. To switch, tap the menu icon → your account name → Account → the account you want. You can only open accounts you already have access to, and each account keeps its own data and subscriptions.

Check the open account before logging a call or creating a record — a log saved in the wrong portal is a record nobody will find.

Step 3

Find the buyer and read their history

Tap Menu → Contacts, Companies or Deals, then Search and type the name. Global search works differently by platform: on iOS use the Search tab at the bottom right, type the query and tap Search; on Android use the bottom search bar, the Search tab, then the search icon. Deal lists also offer a Pipeline view plus list and board views, sorting and filtering.

Open the record and read the activity timeline before you speak. Tap Filter activity, select or clear activity types, then Done. Tap any activity to see its details, associations and comments.

Two phone quirks to know: the activity filters you set carry across records of that object, so a filter left on yesterday can hide history today; and on a table view the phone shows only the first twenty columns, with customized desktop quick filters not carrying over.

Step 4

Log the conversation before you move on

On the record, tap Add note, enter what happened and tap Save. For other activity types, tap Log activity, choose the type, add the details and Save.

To place the call from the app, open the contact or company and tap Call. When you hang up, the Log Call dialog lets you add notes under Log activity, set a Follow up task, choose Call type, confirm Associated with and pick a Call outcome, then Save. The call appears on the record timeline.

HubSpot Calling (calling through HubSpot rather than your carrier) needs Sales Hub or Service Hub Starter, Professional or Enterprise with an assigned Sales or Service seat, available minutes and a supported destination; carrier calls cannot be recorded through that feature. If your call was made on the carrier line, add a note or log the call manually so the conversation is still on the record.

Step 5

Capture what you saw

Photos attach to an activity on the record. Open the record, start an activity, then use the attach icon for a file from your phone or from HubSpot files, or the photo icon → Choose photo / Take photo on iOS (Choose existing / Take photo on Android). Attachments cannot be edited in the mobile app, so check the photo before you save.

At a show home or a signup desk, scan a business card: tap the create (+) icon → Scan card or QR code (on Android, then tap Scan card). Allow camera access, photograph the card, adjust the four edge points, review and correct the extracted details, then tap Save. Card scanning is not supported on iPads, so use a phone.

Step 6

Work your tasks from the phone

Tap Tasks → Due tasks or Future tasks. Where shown, use Queues, All types and Sorted by (due date or priority) to find what matters. Tap the checkmark to the left of a task's name to complete it, and tap a task to open its details.

To add one, tap the create (+) icon → Task, enter the details and Save. Due tasks are the ones assigned to you, so a task assigned to someone else will not appear in your list.

Step 7

See what you are walking into

On Home, in the Sales or Sales & Marketing experience, open Action Feed → Prep for your upcoming meetings → the meeting → View meeting. The meeting card links to its associated records, so you can read the buyer's history before you arrive. An orange bar means the meeting was created in HubSpot; a purple bar means it synced from an external calendar.

If your Home screen looks different, change it under Menu → Selected Experience → Sales or Sales & Marketing.

Step 8

Know what the phone does not do

Dashboards do open on the phone: Menu → Dashboards → the dashboard name, with All Data → date range → Apply and, where supported, Owners and Teams filters. But dashboard notes and externally sourced content cannot be viewed there, custom reports do not support the documented Owner, Team or Date filters, and drilling into a KPI needs a dashboard that was already set up on desktop. Treat real reporting as desktop work.

Some calling setup is desktop only, including enabling call recording and adding outgoing numbers. Sequence setup and sales-template editing are not documented as mobile features, so do them on a computer rather than assuming the app has them.

The phone is for reading, logging and finishing work. Building reports, sequences and calling setup belongs on desktop.

Step 9

Set up offline access and device security

Offline access is opt-in, read-only and has to be turned on while you still have signal: Menu → Settings → Preferences → Offline Mode → Offline mode. Multi-account users can tap Select portals and enable the accounts they need. The cache holds the fifty most recently viewed records per object across contacts, companies, deals and tickets — up to two hundred records in total, with three recent engagements and up to five upcoming tasks each.

While offline you cannot create, edit or delete records, properties or activities, and file properties, attachments and custom objects are not cached. Cached data resyncs automatically every twenty-four hours when offline mode is on; before you lose signal, tap Offline Mode → Resync data while connected. Offline mode needs one of the paid subscriptions listed by HubSpot plus CRM Object permissions, and accounts storing sensitive data are excluded.

For security, turn on Menu → settings icon → Device lock so the app asks for your device's biometrics or PIN when reopened after being closed. Jailbroken iPhones and rooted Android devices are not supported.

Step 10

Turn notifications on properly

Notifications need both layers. On iPhone: device Settings → Notifications → HubSpot → Allow Notifications. On Android: device Settings → Apps → HubSpot → App notifications (or Notifications) → On or Allow notifications, with Block off where shown. Then in the app: Menu → settings icon → Notifications and enable the activities you want.

Task alerts cover assignment, due, overdue, completion and mentions, and the mobile alert table includes a Tasks reminder. Deal alerts cover assignment, stage changes on deals you own or follow and mentions — there is no documented automatic nudge simply because a deal's close date arrives. A task's Reminder setting is an email reminder, so do not count on it as a phone push.