If you’ve connected your inbox to HubSpot and use automatic email logging, there’s one quiet feature you should revisit before your customer relationship management (CRM) system becomes cluttered with conversations that were never meant to be stored.
It’s called the “Never Log” feature, and it might be the most underrated RevOps safeguard in your entire HubSpot setup.
Let’s explore what it is, why it matters, and what best practices every revenue team should adopt to intentionally keep sensitive information out of the CRM.
What Is the “Never Log” Feature in HubSpot?
When your team uses HubSpot’s email integrations (Gmail, Outlook, etc.), the CRM system can automatically log email communications to contact timelines. This is valuable for tracking prospect interactions and ensuring visibility across sales and customer success.
However, not every email belongs in the CRM system. That’s where “Never Log” comes in.
This feature allows you to exclude specific email addresses or domains from ever being logged in HubSpot. It’s a control tool for CRM system hygiene, privacy, and compliance.
Click here to view HubSpot’s official instructions on setting up Never Log.
Best Practices for Using the Never Log List
RevOps, SalesOps, and Admin all have a role in deciding whose emails to exclude from your HubSpot CRM and why. Just as important is making the time to review and update your Never Log list regularly.
If you’re responsible for CRM system data integrity, this list is one you should actively manage.
1. Always Add Your Internal Company Domain(s) to Your “Never Log” List
Internal team communication should stay internal. It doesn’t belong on contact timelines.
This includes conversations about hiring, compensation, team performance, and strategic planning. None of these conversations should end up in the CRM system, where others might view them out of context.
Example: @teamrevenue.com
If your company uses additional domains or email aliases, be sure to include them as well. A common oversight is leaving out domains for regional offices, holding companies, or team aliases.
2. Review the Type of Information Your External Partners Manage
You likely work with professionals outside your company who are handling sensitive information. These contacts are important to your business, but their correspondence shouldn’t be logged in HubSpot.
Here are some examples:
- Legal firms handling contracts or disputes
- Accountants and financial advisors reviewing internal documents
- HR consultants managing employee or contractor matters
- Banks or financial institutions sending confidential materials
Examples:
@lawfirmxyz.com
@bankofamerica.com
@externalHRpartner.com
Excluding an email thread that contains private data or is subject to confidentiality agreements is a smart way to reduce risk—and shows maturity in your RevOps strategy.
3. Think Critically About Vendors, Freelancers, and Shared Inboxes
Not every external party needs to be excluded. Some shared inboxes and partners contribute to customer-facing work and should have their emails logged for full visibility.
But if you’re working with a freelance finance analyst, a back-office vendor, or a legal advisor, it may be appropriate to block their domains. The key is context. Ask yourself: “Would I ever want this email to appear in a client record?”
If the answer is no, add them to the Never Log list.
4. Create and Maintain a Centralized List
Governance doesn’t happen by accident. Good RevOps teams document their Never Log decisions and revisit them regularly.
Set up a shared doc or internal wiki page where you list:
- All current entries on the Never Log list
- Why was each one added
- Who approved it
- When it was last reviewed
Consider reviewing this list quarterly alongside your broader CRM system data hygiene efforts.
5. Understand the Difference Between Never Log and Blocked Domains
Never Log is for email activity. Blocked Domains are used for forms, chat submissions, or pop-up CTAs on your website.
They serve different purposes. It’s fine if a domain appears on both lists, but you should be clear about why.
Final Thought: Great CRM Systems Don’t Just Capture Everything
Good data isn’t about volume. It’s about relevance. The best CRM systems are curated intentionally to show what matters and hide what doesn’t.
The Never Log list is one of the quiet tools that helps make that happen. It keeps private conversations private, protects sensitive information, and helps your team focus on what truly drives revenue.
If you haven’t looked at your Never Log settings recently, now’s the time. A small cleanup here can save you from bigger headaches down the road.
Need help with your HubSpot configuration or CRM system governance strategy?
We’ve worked with scaling teams to clean up their systems and build processes that actually support growth.
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