From install to a finished stakeholder map

Install Rehnable

A Super Admin opens the install link and reviews the permissions HubSpot presents. Rehnable asks only for what it uses: read contacts, companies and deals; write contacts (that covers the reporting-line associations and the team property); create its own contact property; create static lists; read the portal's users and owners for seat assignment and task assignees; and write company associations for the group view.

Approve, and HubSpot redirects back with the install complete. There is no separate Rehnable account to create and no password to set — HubSpot is the identity provider for everyone in your portal.

What gets created in your portal

Installation is not passive. Rehnable bootstraps two things, once, automatically:

• A labelled association pair between contacts — "Manager" and "Direct report". This is how a reporting line is stored. HubSpot allows up to 50 custom association labels between two contact records, so this uses one of them.
• A contact property called orgchart_team — a single-line text field holding the team name. Ordinary property, usable in lists, workflows and reports like any other.

Both are idempotent: if they already exist, nothing is duplicated. If they are ever deleted by accident, the next write re-creates them and retries automatically.

One more thing is created later, the first time a user adds a placeholder (a position you know exists but cannot name yet): a contact property called orgchart_placeholder, plus a static list named "Rehnable placeholders" that every placeholder joins automatically. Placeholders are ordinary contacts — named "Placeholder · <role>", never given an email address, never marked as marketing contacts (so they cannot count toward your marketing contacts quota). To exclude them from your own lists, workflows and reports, filter on orgchart_placeholder = true — or simply use the "Rehnable placeholders" list. Delete them like any other contact if you no longer want them.

Assign seats

Rehnable is licensed per named user. Open Settings → Seats in the editor and pick the HubSpot users who should have access from your portal's real user list — the same names and email addresses you see in HubSpot's own user settings.

Seats are reassignable: when someone leaves the team, take their seat and give it to their replacement. A user without a seat cannot open the editor at all.

Open your first chart

Go to any company record. The Rehnable card shows how many contacts are associated with that company and how many are already placed in the chart. Click Open org chart and the editor opens in a modal over the record.

The first time you open a company, the canvas may be nearly empty — that is correct. Rehnable does not invent a hierarchy from job titles; it shows what your CRM actually knows, which on day one is usually nothing. Building it is step 5 and 6, and it is faster than it sounds.

Place the right people

The contacts panel on the right lists every contact associated with the company. Search it, select the people who actually matter for this account, and place them on the canvas. Placing several at once is one action.

Placing is view state — it does not write anything to HubSpot. Nothing is committed until you draw a reporting line.

Do not place all 200 contacts. A stakeholder map is a decision about who matters. Start with the buying committee and the people around it; add more when a deal makes them relevant.

Build the reporting lines

Drag a person's card onto the person they report to. That is the whole interaction. The moment you drop, Rehnable validates the move and writes the association to HubSpot — the layout re-flows and the change is live for everyone in your portal.

• To move someone to a new manager, drag them onto the new one; the old reporting line is archived and the new one created.
• To make someone top-level, drag them onto empty canvas.
• You cannot create a loop — dropping a manager onto their own subordinate is refused, on the canvas and again on the server.
• Made a mistake? Cmd/Ctrl+Z, or the Undo button on the toast that appears after each write.

If a write fails halfway — a network drop, a permission problem — Rehnable tells you and shows the real state. It will never leave you with a chart that looks right on screen and wrong in the CRM.

Tag teams

Select the people who belong to the same function — Procurement, IT, Finance, Operations — and assign a team name. Their cards take on that team's colour, so the shape of the buying committee becomes visible across the reporting structure.

Team names are free text, which means consistency is yours to keep. Agree on a short list before you start, because Procurement and Purchasing will be two different teams. Rename or delete a team from the Teams tab and every contact follows.

Set a colour per team in Settings if the automatic one is not what you want; the colour applies for everyone in the portal, not just you.

Read the heatmap

Pick a heat parameter in the toolbar above the canvas:

Scores are relative to the company you are viewing, not to your whole database. A small account still shows contrast between its warmest and coldest people instead of rendering uniformly cold. The number is printed on the card, so you are never guessing what a shade of orange means.

Act on the selection

Select people on the canvas — click, shift-click, box-select, or Select all visible — and a toolbar appears with what you can do with them:

• Create a static list — name it, and it exists in HubSpot immediately, ready for a sequence or workflow.
• Create tasks — one per contact, with a shared title, notes, due date, priority, type and assignee.
• Edit properties — set the same value on the whole selection; the picker only offers properties that are actually writable.
• Remove from the chart — clears their reporting lines without deleting the contact.

A typical loop: switch to Engagement heat, box-select the cold half of the committee, create tasks for the account owner to re-engage them, done in under a minute.

Work a corporate group

If the account is a group of companies, switch from People to Group. The canvas draws the parent/child company structure that already exists in HubSpot, with each company carrying its own heat from last activity and open deals.

• Click a company to drill into it; use the breadcrumb to come back up.
• Drag a company onto another to set its parent — one parent per company, cycles refused.
• Search for a company that should belong to the group and attach it without leaving the editor.
• Switch to the group's contacts to see people across every company in the structure.

Close, and what persists

There is no Save button, because there is nothing waiting to be saved — every structural change was written when you made it. Close the modal and you are back on the company record.

Team colours, card properties and seats are portal settings — they persist for everyone.