HubSpot Managed Services: The External HubSpot Champion

HubSpot Managed Services

CIXON as an Outsourced HubSpot Champion

With CIXON Managed Services, we take on the role of an outsourced HubSpot Champion. For sales, marketing, service, and recruiting teams that use HubSpot on a daily basis but don’t want to establish their own dedicated HubSpot role internally.

• Ongoing HubSpot support for front-office teams
• User support, minor customizations, and best-practice guidance
• Centralized customer portal for all HubSpot-related matters
• Quarterly reviews with decision-makers
• Clear distinction between retainer services, change requests, and projects

For companies that have not only implemented HubSpot but also want to use it efficiently, quickly, and scalably in their day-to-day operations.

Our HubSpot Managed Services are highly specialized and tailored to ensure maximum sales success using the HubSpot platform. The value lies not in simply handling individual requests, but in providing a reliable, operational HubSpot function for your front office.

We support you in your day-to-day operations, answer questions about using the platform, implement minor optimizations, document issues clearly as tickets, and identify recurring patterns.

This creates ongoing HubSpot support that improves usage, data quality, and process discipline—without requiring you to establish an in-house “HubSpot Champion” role.

Who are our HubSpot Managed Services designed for?

This offering is for companies that are already actively using HubSpot or have just implemented it and now need reliable operational support for their front-office teams.

For Sales Teams

If you want deals, pipelines, forecasts, activities, and follow-ups to be accurately tracked in HubSpot.

For Marketing Teams

When lists, forms, campaigns, automations, and lead processes need to be maintained and improved on a daily basis.

For Service Teams

If tickets, SLAs, customer communication, and service processes are to be used consistently.

For Recruiting Teams

When HubSpot is used as a recruiting or candidate platform and operational issues need to be resolved quickly.

For Decision-Makers and Operations

If the goal is to create transparency regarding recurring issues, bottlenecks, and opportunities for improvement.

This includes: Ongoing operational support and development for HubSpot.

User Support

Your designated front-office staff will receive support with technical and operational questions regarding the use of HubSpot.

Questions about contacts, companies, deals, tickets, and custom objects
Support with lists, views, and filters
Assistance with activities, tasks, and pipelines
Best-practice recommendations for daily use

Configuration Changes

We handle minor adjustments within existing processes, provided they can be made without a separate project.

Examples:

Adjusting fields and views
Minor changes to pipelines
Optimizing existing workflows
Customizing simple reports and dashboards
Implementing small quick wins in the existing setup

Ticket Documentation and Customer Portal

All issues are documented as tickets. The primary service channel is the CIXON customer portal at cixon.de/helpdesk.

Unlimited portal access for customers with managed services contracts
Each employee can view their own tickets
Centralized documentation of all HubSpot issues
CIXON documents issues originally raised via Slack, Monday, or email

Unlimited portal access does not mean unlimited service. It ensures easy tracking, clear transparency, and streamlined management.

Mini Backlog and Quick Wins

We compile recurring topics, minor improvements, and operational pain points into a prioritized mini-backlog.

Recurring user questions
Minor process improvements
Data quality issues
Opportunities for improvement in pipelines, fields, and workflows
Topics with potential for project-based work

Quarterly Decision-Maker Review

Once a quarter, we review the ticket status, patterns, and next priorities together with the decision-maker or project sponsor.

Which issues come up regularly?
Where are bottlenecks occurring?
Which quick wins should be prioritized?
Which issues are larger in scope and should be planned as projects?
How is HubSpot usage developing within the team?

CIXON Managed Services | Stefan Wendt & Dominik Enzler at their laptops

1. Onboarding

Together, we define the teams we’ll be supporting, HubSpot Hubs, user groups, service channels, points of contact, and priorities.

2. Access to the Customer Portal

You’ll receive access to the CIXON customer portal, where you can submit HubSpot-related issues as tickets.

3. Ongoing Support

We answer questions, implement adjustments immediately, and document each issue transparently as a ticket.

4. Transparency & Reporting

Recurring questions, patterns, and pain points are identified and prioritized in a mini-backlog.

5. Quarterly Review

Once a quarter, we discuss the ticket status, opportunities for optimization, and potential upcoming projects with the decision-maker.

Schedule a no-obligation consultation now +

Why CIXON?

CIXON is not a traditional marketing agency, nor is it a generic IT support provider. We specialize in HubSpot, CRM architecture, and front-office processes.

We don’t view HubSpot as just a tool, but as an operational system for sales, marketing, service, and recruiting. That’s why we don’t just help with individual questions—we ensure that HubSpot is used effectively, refined, and managed in day-to-day operations.

• 100% focus on HubSpot services
• Experience with complex CRM, integration, and migration projects
• Strong technical team of solution architects and developers
• Clear separation between operations, projects, and growth initiatives
• Long-term CRM partner rather than a short-term support provider

What are some typical areas covered by managed services?

• “How do I accurately map this sales process in HubSpot?”
• “Why isn’t this lead showing up in the right list?”
• “Can this field be added to the deal view?”
• “We need to make a small adjustment to an existing workflow.”
• “The team isn’t using the pipeline consistently. How do we fix this?”
• “Can you document this recurring question clearly?”
• “Which tickets indicate that we should plan a larger project?”

It’s precisely these ongoing issues that determine whether HubSpot adds value in our day-to-day work or becomes a source of constant hassle.

Is CIXON Managed Services a flat-rate support plan?

No. CIXON Managed Services is not an unlimited support flat rate. The offering is a retainer for ongoing operational HubSpot support with a clearly defined scope, an included volume, and transparent billing for any additional usage.

Managed Service, Project-Based Business, or Growth Retainer? – Explaining the Differences

Offer	What It's For	Typical Topics
Managed Services	Ongoing operational HubSpot support	Questions, minor adjustments, ticketing, quick wins
Professional Services	Project-based implementation	Implementation, migration, integration, redesign
Growth Retainer	Growth and Go-to-Market	Campaigns, Demand Generation, Content, Revenue Strategy

CIXON Managed Services are specifically focused on day-to-day HubSpot operations. When an issue evolves into a project or a growth initiative, we clearly define its scope and recommend the appropriate next steps.

Do you need an operational HubSpot Champion?

If you’re using HubSpot but find that day-to-day operations are plagued by too many questions, minor hiccups, and unclear responsibilities, CIXON Managed Services is the right next step.

Together, we’ll assess which teams need support, what the appropriate scope is, and whether Managed Services or a project is the better next step.

Who is allowed to create tickets?

For customers who have subscribed to Managed Services, an unlimited number of portal accounts can be set up. By default, each employee can view their own tickets. The number of accounts does not equate to an unlimited service volume.

What happens when an issue comes up on Slack or Monday?

Even in that case, the issue is documented as a ticket. If a customer does not submit an issue directly through the customer portal, CIXON documents it internally. This ensures that the collaboration remains transparent and can be analyzed.

What is the response time?

For standard inquiries, the target response time is one business day during normal business hours. The target response time does not constitute a guaranteed resolution time.

Are there any larger projects included?

No. Larger projects, migrations, integrations, extensive automation, or data model adjustments are not included in the retainer. Such services are offered separately.

How is billing handled?

Billing is based on a monthly retainer calculated according to the number of front-office employees served. The standard rate is €49 net per front-office employee per month, with a minimum fee of €1,950 net per month. Any additional time is billed at €195 net per hour in 15-minute increments.

Which teams is this offer suitable for?

This offering is ideal for sales, marketing, service, recruiting, and other front-office teams that use HubSpot regularly and need ongoing operational support.

What happens during the quarterly review?

Once a quarter, we meet with the decision-maker or project sponsor to discuss ticket volume, recurring questions, outstanding issues, quick wins, and potential project needs.

Getting found online:
Inbound Services

Grow better:
HubSpot Services

Increasing revenue:
Sales Services

Understanding data:
Data Services

HubSpot Managed Services

HubSpot is up and running. But is it actually being actively used and further developed?

Not a traditional support contract. An outsourced HubSpot Champion.