Streamlining Internal Processes with HubSpot Custom Objects
Make your security business run smoother with better data tools
Ever tried to manage your security business data and felt like something just doesn’t fit? You’re not alone. Many Australian security companies struggle with standard CRM systems that don’t match how their business actually works.
This is where HubSpot custom objects come in handy. Think of them as your business’s master key, unlocking a perfect fit for your actual needs. Instead of changing your business to match your software, custom objects let you shape HubSpot to mirror your real business.
What Are Custom Objects in HubSpot?
HubSpot comes with standard objects like contacts, companies, deals, and tickets. These are the basics that every business needs.
But what about the special information your security business tracks? That’s where custom objects shine.
Custom objects are flexible containers you create to track specific information that matters to your business. For security companies, these might include:
- Security system installations
- Maintenance schedules
- Building access cards
- Compliance certificates
- Service agreements
The best part? Each custom object connects to other objects, creating a network that matches your business relationships.
Why Your Security Business Needs Custom Objects
Running a security solutions company in Australia means juggling properties, equipment, service contracts, and compliance rules. Standard CRM tools often miss these details.
Here’s how custom objects can help your daily operations:
Keep Properties Separate from Client Companies: One client might have several buildings with different security needs. Property custom objects let you track each location separately.
Track Security Equipment: Create objects for each type of system, door entry, access control, emergency panels, to monitor warranties, service history, and when replacements are due.
Stay on Top of Compliance: Australian security standards vary by state and are strictly enforced. Custom objects help you track when certifications expire, when inspections happen, and store compliance documents.
Deliver Better Service: Connect maintenance schedules and technician visits to specific equipment at specific locations, so nothing gets missed.
How to Set Up Your First Custom Objects
Step 1: Figure Out What You Need to Track
Before you build anything, think about what information doesn’t fit in standard objects. Ask yourself:
- What are we tracking in spreadsheets today?
- What information do our technicians need when visiting a site?
- What reports would help us make better decisions?
For most security companies, a “Property” custom object is a good starting point.
Step 2: Choose What Details to Include
For your Property custom object, you might want to track:
- Type of property (home, office, warehouse)
- Access details
- Security level required
- Building manager’s contact details
- Entry system specs
Then decide how this connects to other information:
- Each Property belongs to a Company
- Each Property can have multiple Equipment items installed
- Each Property has Technicians assigned to it
Step 3: Create Your Custom Object
Here’s how to set it up in HubSpot:
- Go to Settings > Properties
- Click “Create Object”
- Name it (like “Property”)
- Add the details you want to track
- Link it to other objects
Quick Tip: Start with just one custom object before creating more. Test it, tweak it, and then expand when you’re ready.
Smart Ways to Improve Your Business Processes
Once you have basic custom objects working, try these advanced strategies:
Automatic Maintenance Scheduling
Connect your Equipment objects with automated workflows that:
- Send maintenance reminders based on when systems were installed
- Assign the right technicians based on skills and location
- Create quotes for regular maintenance
- Keep service records for compliance
Customer Portal
Use custom objects to power a portal where your clients can:
- See all their security systems across different properties
- Find user guides and training materials
- Request service for specific equipment
- Check if their systems meet compliance standards
Mobile Access for Field Teams
Give your technicians mobile access to your data:
- See complete installation history before arriving
- Access technical specs and troubleshooting guides
- Update maintenance records while on-site
- Get client sign-offs for completed work
Common Problems and How to Solve Them
| Problem | Solution |
| Too many custom objects causing confusion | Start simple with your most important needs |
| Hard to move existing data | Work with a HubSpot expert to plan your data migration |
| Staff resistance to new system | Train your team on how custom objects make their jobs easier |
| Complex reporting needs | Use HubSpot’s report builder or consider Operations Hub |
How Smartmates Can Help Your Security Business
While custom objects are powerful, setting them up right takes expertise. As Australia’s leading HubSpot partner, Smartmates offers specialised help for security businesses:
Custom Object Planning: We work with you to identify which custom objects will benefit your security business most.
Setup and Integration: Our HubSpot experts handle the technical work, making sure everything connects properly.
Moving Your Data: We help transfer your existing property, equipment, and service data from your old systems.
Automation: We build workflows that use your custom objects to reduce manual tasks and prevent mistakes.
Training: We show your team how to use the new system confidently.
Wrap-Up
HubSpot custom objects give security companies the flexibility to create a system that matches your real business. By properly connecting properties, equipment, and services in your system, you can work more efficiently, serve customers better, and gain clearer insights.
The benefits go beyond just organising data, your entire team can work smarter, provide better service, and grow your security business with confidence.
Ready to transform your security business with custom-tailored HubSpot tools? The team at Smartmates can guide you through each step. We understand both security operations and HubSpot capabilities, ensuring you get a solution that truly works for your business.
Book a chat with our HubSpot specialists today to see how custom objects can streamline your security business operations and help you grow.