Overview of the Virtual Admin Plan and What's Included

Welcome to Your Virtual Admin Support with ThinkFuel

Welcome to the ThinkFuel Virtual Admin Program—your on-demand access to HubSpot experts who help you get the most out of your portal month after month.

This guide explains:

• How the Virtual Admin program works

• How your monthly hours are used and tracked

• What types of requests are a great fit for the program

• How to prepare so we can use your time efficiently

Think of us as your HubSpot experts in your back pocket—ready when you need strategy, execution, training, or cleanup.

What Is the Virtual Admin Program?

The Virtual Admin Program is an ongoing, flexible support model designed to help you fully utilize HubSpot without hiring in-house specialists.

You purchase a monthly block of hours (5, 10, or 15 hours) that refresh each month and can be used across:

• HubSpot requests and builds

• Strategic guidance and recommendations

• Training and empowerment for your team

• Best practices and optimization

• Proactive account maintenance

Our Virtual Admin programs are designed to move your account forward through ongoing strategy and optimization. We work as partners to uncover gaps in your processes and HubSpot setup, then create a focused 3–6 month plan to address them.

Priorities shift — and that’s okay. Your time can flex as needed to support what matters most in the moment, while your strategic roadmap remains available at any time to ensure you’re getting the most value from your investment.

How Monthly Hours Work

Hour Blocks

• Available plans: 5, 10, or 15 hours per month

• Hours refresh monthly and do not roll over

• Time is tracked in 15-minute increments

You don’t need to worry about “losing” unused time.

Proactive Use of Unused Time

If you approach the end of the month with unused hours, our team will proactively apply that time toward account maintenance and optimization, such as:

• Reviewing workflows, automations, and settings

• Identifying unused tools or opportunities

• Cleaning up small inefficiencies or inconsistencies

This ensures no dark corners of your HubSpot portal are left untouched.

What Your Virtual Admin Hours Can Be Used For

Your hours are used strategically to support full HubSpot utilization, including:

🔧 HubSpot Requests & Builds

• Creating or updating workflows, forms, lists, properties, dashboards

• Adjusting pipelines, lifecycle stages, and automation

• Implementing HubSpot best practices

🧠 Strategy & Advisory Support

• Reviewing processes and recommending improvements

• Advising on HubSpot features you’re not fully leveraging

• Helping prioritize what to build next

🎓 Training & Empowerment

• Live or recorded training sessions

• Walkthroughs for new features or processes

• Enablement for new team members

🧹 Account Maintenance & Optimization

• Auditing workflows and automation

• Reviewing data structure and permissions

• Light cleanup and optimization work

How to Prepare for Success

1️⃣ Submit Clear Requests

To help us use your time efficiently, please provide:

• A clear description of what you need

• Context on the business goal or problem

• Any relevant examples or references

If a request requires discovery or scoping, we’ll guide you through next steps.

2️⃣ Ensure Access Is Up to Date

Please make sure:

• ThinkFuel has appropriate HubSpot access

• Relevant users are available if training or feedback is needed

• Any connected tools (email, calendar, CMS) are accessible if required

3️⃣ Be Responsive to Questions

Some requests require clarification or decisions to move forward. Timely responses help us:

• Avoid unnecessary time usage

• Keep momentum on your priorities

How We Work Together

Communication & Requests

• Requests are typically submitted via your agreed-upon channel (email or meeting discussion)

• We’ll confirm scope, estimated effort, and next steps

Time Tracking & Transparency

• Time is tracked in 15-minute increments

• You’ll have visibility into how hours are being used

• We’ll flag if a request is likely to exceed your remaining balance

What’s Not Included

Unless otherwise stated in your Scope Document, the Virtual Admin Program does not include:

• Custom integrations or API migrations

• Large-scale data cleanup or normalization

• Custom-coded development work

• Work unrelated to HubSpot

If a request falls outside the program, we’ll let you know and recommend next steps.

Best Practices for Maximizing Value

• Keep a running list of HubSpot questions or ideas

• Use us proactively—not just when something breaks

• Let us know upcoming campaigns, launches, or changes

• Treat us as an extension of your team

Questions?

Your ThinkFuel HubSpot Specialist is always available to help you prioritize requests or determine how best to use your Virtual Admin hours. We’re excited to support your ongoing HubSpot success.