Saved and default index page views let you control how users see your CRM data on tables across core objects like Contacts, Companies, Deals, and Tickets. Think of these index pages as your front-line data workspaces—the first screen your teams touch when managing records.
When you navigate to Contacts > Contacts or Sales > Deals, you land on an index view. This is where users apply filters, set sorting rules, and choose which columns to display. Once that layout fits their workflow, they can save it to avoid rebuilding it every time.
A saved view is a customized layout of filters and columns that a user or team can reuse. A default view is what loads automatically when someone opens a set of records—for example, your support reps opening the Ticket board.
Admins can define these defaults so every user sees the same starting point. And HubSpot’s built-in permissions let you control who can create, edit, or share views—with no extra tools required. That said, when multiple teams lean on the same object (like Deals), structured management keeps those views purposeful rather than chaotic.
How It Works Behind the Scenes
When a user filters a view in HubSpot—for example, Deals by pipeline stage or Contacts by region—those criteria apply instantly on the page. From there, users can:
- Save the filter and column setup.
This adds a new saved view to the dropdown menu at the top of the index page. - Control who sees it.
Mark a view “Private,” “Shared with team,” or “Shared with everyone,” depending on its purpose. - Set the default view.
Admins and users with elevated permissions can set any saved view as their default or the team’s default.
Importantly, saved views don’t store static data. They’re live filters applied to active CRM records, so views automatically reflect changes as data updates.
You can fine-tune column order, sorting preferences, and quick filter access. You also have the option to clone and rename existing views to test variations without starting from scratch.
Keep in mind: each object (like Contacts or Deals) allows only one default view at a time, and personal overrides can apply. If an admin sets a new global default, it’ll stick unless a user chooses something else.
Ways to Put Views to Work
Get every team on the same page
If your marketing, sales, or service teams all pull different data points to answer the same question—something’s broken. Default views solve that by giving everyone the same lens into your records.
Example: Your marketing ops team wants to qualify MQLs more reliably. They configure the Contact index page to spotlight “Lifecycle Stage,” “Recent Conversion,” and “Original Lead Source,” then share it as the default. Now every team member reviews leads in the exact same context, reducing rework and misalignment.
Focus views by role, not guesswork
Not everyone needs every record. Saved views let you filter down to the essentials so each team or role sees only what matters most to them.
Example: A customer service manager creates a Ticket view filtered to “Status is Open” and “Priority is High.” Shared with the support team, this view makes it easy to prioritize customer issues without manually adjusting filters each day.
Cut the data exports
Repeat exports aren’t just inefficient—they’re a sign your CRM layout isn’t serving your team. When saved views reflect what a user actually needs to track, they can act directly in HubSpot instead of outsourcing to spreadsheets.
Example: A sales rep creates a “Closing This Month” Deal view, sorted by close date. Instead of tinkering with Excel, they run forecasts and update records from one shared screen.
Common Mistakes to Avoid
Relying too much on private views
If critical views are locked to “Private,” reporting breaks down. Private views are great for personal workflows, but shared opinions are what keep teams aligned.
Not assigning a default view
When no default is set, users encounter inconsistent or irrelevant data every time, which distracts from focus. Set a default that reflects your team’s core process—such as “My Active Deals” or “Newly Assigned Tickets.”
Skipping column setup
Misordered or missing columns can bury critical details. Always configure which columns are shown and in what order before saving or sharing a view.
Assuming changes carry across objects
Saved views are object-specific. Just because you update Deal views doesn’t mean Company views adjust themselves. You’ll need to mirror those layouts manually if required.
Step-by-Step: Setting Up the Right Views
Before you begin, make sure you have admin permissions or the ability to edit property and view settings.
Here’s how to create, share, and set default index page views:
Step 1: Navigate to the object your team uses most
Go to Contacts, Companies, Deals, or Tickets, depending on the records you want to update.
Step 2: Apply filters
Use the filter bar to add conditions like “Owner is Me,” “Lifecycle Stage is SQL,” or “Status is Escalated.”
Step 3: Customize columns
Click “Edit Columns” to add, remove, or reorder properties so the most critical data is always visible up front.
Step 4: Set sort order and pipeline
Sort by a critical field (e.g., “Close Date”) and verify the pipeline selection when working in Deals or Tickets.
Step 5: Save your new view
Hit “Save view,” choose “Save as new,” and give it a clear, descriptive name like “Top Priority Tickets” or “Qualified Prospects.”
Step 6: Set who can see it
Choose whether the view is private, shared with a specific team, or available to everyone.
Step 7: Assign the default view
From the “Manage Views” menu or the same dropdown, set this as the default for yourself or all users.
Step 8: Confirm it’s working
Have a colleague from each team check that the view appears as expected when they access the object. This step catches permission or visibility issues early.
With this setup, your entire team works from the same layouts, cutting down on noise, errors, and confusion.
How to Measure What’s Working
Setting smarter views won’t show up on your revenue report right away, but it will show up in how your team behaves.
Here’s what to track:
- User activity patterns: In HubSpot’s “User activity” report, look for less time spent editing filters. This suggests users are getting what they need up front.
- Fewer exports: Track export counts. A drop signals that teams are finding value in the views themselves.
- View adoption: Use the “Manage Views” tool to see which shared views are actually being accessed. High adoption means you’re on the right track.
- Report consistency: Compare dashboard outputs aligned to saved views. If metrics start matching across roles or departments, your data structure is doing its job.
- Feedback loops: Ask power users directly- “Do these views give you the right starting point?” Their answers will guide future tweaks.
By monitoring these markers—and tying them back to your dashboards—you’ll know which views are reducing friction and which still need refining.
One Example in Action
Let’s say you’re a sales operations manager tired of every rep working from a different Deal filter.
So you log into Sales > Deals, apply filters for “Deal Stage = Appointment Scheduled” and “Owner is Me,” then add the most important fields: “Deal Name,” “Amount,” “Close Date,” and “Next Step.” You save the layout as “My Active Deals,” set it as the Sales team’s default, and share it.
Now, every seller launches HubSpot into the same trusted view. Metrics across reports align. Performance tracking speeds up. And your team stops asking, “Wait—where’d you see that deal?”
You track adoption through “Manage Views” and see usage rise week over week. Clarity replaces chaos.
How INSIDEA Helps
INSIDEA helps teams build and maintain a HubSpot environment that runs smoothly—starting with saved and default views.
If you’re managing multiple teams inside HubSpot, we’ll help you implement a governance framework that ensures every user lands on the correct view, every time. Our HubSpot consulting services include:
- Helping you launch and structure your HubSpot portal
- Keeping workflows clean and CRM records aligned
- Building automations that fit how your business actually runs
- Streamlining reporting so teams speak from the same data
A shared CRM view is just one layer of an effective HubSpot setup. We tie it all together—views, properties, permissions, and reports—so your teams never waste time seeking clarity.
Ready to stop firefighting and get your data structure under control? Visit us at INSIDEA or talk with a consultant to review your existing setup.
