Voter outreach is the heart of any campaign. But let’s be real, running it in 2025 isn’t getting any easier (or less complex).
If you’ve ever tried to coordinate a canvass launch, you know the drill: volunteers confirm but half don’t show, event RSVPs are scattered across three spreadsheets, and someone’s still trying to find the right walk list buried in an email thread.
And the ground game itself isn’t getting easier. A recent Campaigns & Elections report says canvassing is significantly tougher heading into 2025 and beyond, while The Atlantic notes even door-knocking is losing ground in an oversaturated media world.
It’s not that outreach has stopped working. It’s that the tools most campaigns rely on weren’t built for the complexity you’re up against today. That’s where this guide comes in: a step-by-step look at how campaigns are using CRM strategies to bring order to the chaos with HubSpot as one of the platforms that can actually keep up.
Simple. Because most voter outreach platforms are point solutions. One handles texting. Another does turf. A third manages phone banks. Few were built to connect the full program, which is why data ends up scattered and follow-up falls through.
Practitioner surveys echo the same theme: integrations are the weak spot. Disconnected systems create duplicate records, slow reporting, and missed follow-ups. In many programs, 20 - 30% of records need cleanup or dedupe before the first shift hits the doors. Volunteer sign-ups also tend to outpace actual turnout by 40 - 50%, which gets worse when reminders and next steps aren’t automated. And supporters are far more likely to stay engaged when follow-up lands within 24- 48 hours, something most field apps can’t trigger if they’re not tied to the CRM.
HubSpot solves the “partial picture” problem by giving you one CRM for contacts, activity, and outcomes. Layer CanvassingHub on top, and field work lives where the rest of your strategy lives so every door knock, RSVP, and volunteer shift moves the next step forward automatically.
What you can run on HubSpot + CanvassingHub:
With HubSpot + CanvassingHub, field, comms, and data teams work from a single source of truth, every contact leads to a concrete next step.
So now you’ve got the why. Here’s the how. We’ll move through six focused setups, each building on the previous one. If you already have something in place, skip ahead and keep the order in mind.
Goal: One accurate record per person/household.
Outcome: Volunteers don’t waste doors; follow-ups reach the right people.
Do this (fast path):
In HubSpot:
Create/edit properties → import with mapped columns → run duplicate management → convert free-text outcomes into single-select options → save a data-quality list (missing email/phone/address)
Quality checks (week 1):
Owner & time: Data lead, ~2–4 hours per 10k records.
Common pitfalls: Free-text outcomes wreck reporting; lock to dropdowns.
If you only do one thing… → Add Support Level and Canvass Result as required fields.
Goal: Speak to people based on where they are.
Outcome: Fewer unsubscribes, better response.
Do this (make these dynamic lists):
In HubSpot:
Create active lists with the criteria above; name them by action, not audience (e.g., “Send: Warm supporters 14+ days”).
Quality checks:
Owner & time: CRM manager, ~60–90 mins to stand up the core five.
Common pitfalls: Mixing persuasion and fundraising lists.
If you only do one thing… → Build “Warm supporters, stale 14+ days” and use it in Step 3.
Goal: Follow-up within 24 - 48 hours without manual chasing.
Outcome: More volunteers, more RSVPs, fewer drop-offs.
Do this (build these workflows):
In HubSpot:
Use Workflows (contact-based). Add enrollment criteria above, then actions: Send email, Create task, Set property value, Add to list.
Quality checks:
Owner & time: CRM manager + field lead, 2–3 hours to build + test.
Common pitfalls: Ignoring opt-in flags; always gate by email/SMS permission.
If you only do one thing… → Automate Interested → task in 24h.
Step 4: Integrate Field Tools (Or Just Use CanvassingHub)
Goal: Door results hit the CRM same day.
Outcome: Lists, workflows, and dashboards update without CSVs.
Do this:
In HubSpot + CanvassingHub:
Field forms write directly to properties; lists and workflows react immediately; turf and progress are visible on shared dashboards.
Quality checks:
Owner & time: Field ops + CRM manager, 1–2 hours to align fields and test.
Common pitfalls: Free-text outcomes; lock required fields in the field app.
If you only do one thing… → Send Support Level and Canvass Result to HubSpot in real time.
Goal: Adjust this week, not next month.
Outcome: Better reach, faster follow-up, higher conversion.
Build a simple dashboard with 6 tiles:
In HubSpot:
Use Reports → add to a Dashboard; filter by date range and turf/precinct.
Quality checks (weekly targets):
Owner & time: Data director, 60–90 mins to build; 10 mins in weekly standup.
Common pitfalls: Vanity metrics (total knocks) without outcomes.
If you only do one thing… → Track Follow-up SLA and fix it first.
Goal: Show how a knock becomes a donation, a volunteer shift, or a vote.
Outcome: Clear ROI and smarter repeats.
Do this:
In HubSpot:
Use properties and attribution reports (or simple filtered reports) to connect field touch → action.
Quality checks:
Owner & time: Comms + data lead, ongoing.
Common pitfalls: Loose governance; keep permissioning and suppression lists tight.
If you only do one thing… → Track Field-influenced gifts within 30 days.
Do we need to be “advanced” HubSpot users to start?
No. You can begin with a clean contact list, a few custom fields (Support Level, Canvass Result, Ward/Precinct), and two workflows for follow-up. The rest can layer in over time.
Can we keep some tools we already use?
Yes. The goal is to centralize data and actions in HubSpot. If a tool adds value, keep it. Just make sure the outcomes (results, tags, shifts) write back to the CRM so follow-up and reporting work.
How does household targeting actually work?
Contacts share a Household ID and address. CanvassingHub lets field teams view and prioritize at the household level, avoid repeat knocks, and personalize follow-up for everyone at that address.
What if our data is a mess?
Start with a single import, deduplicate, and standardize a small set of fields. You can improve quality in sprints (e.g., fix emails this week, addresses next week) while the program runs.
How fast should follow-up happen after a door conversation?
Aim for 24 - 48 hours. A simple workflow can send a thank-you, create a staff task, and add the contact to the right invite or nurture without manual chasing.
Can volunteers log results from their phones?
Yes. CanvassingHub is built for mobile capture. Results push to the contact record in real time so lists, workflows, and dashboards update the same day.
What should we measure weekly (without drowning in reports)?
Reach rate by turf, support mix (strong/lean/undecided), follow-up time for “Interested,” volunteer pipeline (sign-ups → completed), post-canvass actions within 14 days, and basic data quality.
How do we connect field work to fundraising?
Mark supportive conversations and track gifts within 30 days. That view shows field-influenced revenue and tells you where to repeat the approach.
We run persuasion and fundraising. How do we avoid mixed messages?
Use seLearn How CanvassingHub Worksparate, dynamic segments and clear suppression rules. Don’t fundraise to recent “not interested” or undecided records; give them a short info series first.
What’s the minimum viable setup if we’re short on time?