From install to a finished stakeholder map

Install Rehnable

A Super Admin installs Rehnable from its HubSpot App Marketplace listing 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.

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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.

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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.

The list shows each user's HubSpot seat, so you can filter to everyone with a Sales Hub seat and assign them in one step, up to your plan's seat count.

Seats are reassignable: when someone leaves the team, take their seat and give it to their replacement. Once you have a subscription, a user without a seat cannot open the editor; during the free trial, everyone in your portal can.

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Open your first chart

Go to any company record. The Rehnable card there is deliberately thin — a single line of text and one button, doing no CRM work of its own. Click Open org chart and the chart opens in a window over the record, with everything else happening inside it.

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The first time you open a company, the canvas is usually 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. The empty canvas lists the three steps to get going, and the ? button at the top of the editor brings back the quick start and the keyboard shortcuts at any time. Building the chart is steps 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.

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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.

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• To move someone to a new manager, drag them onto the new one; the old reporting line is archived and the new one created.
• A HubSpot super admin can choose, under Settings, to remove the unlabeled association HubSpot keeps between a contact and the old manager when a reporting line moves, but only when no other association label connects them.
• The group view works the same way: when you move or detach a company, HubSpot keeps an unlabeled association between the company and its old parent company, and the toast offers to remove it, but only when no other association label connects them.
• To take someone out of their reporting line, tick their card and press Remove in the toolbar (or Backspace). Rehnable asks before it writes, and the contact itself is never deleted.
• To put someone at the very top, such as a new CEO above everyone already mapped, tick a single card that has no manager yet and choose Make top manager: everyone currently at the top then reports to them.
• Dropped a card on empty canvas? It comes loose from its manager, and the message that appears lets you undo it. Its own reports stay under it; a card without reports is marked Not yet connected. A small nudge, a drop that lands on more than one card, or a card that has no manager springs back.
• 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, for example after a network drop or 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.

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Set a colour per team in the Teams tab 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:

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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. And the card states the underlying value alongside the colour — days since anyone contacted the person, or how many deals they are on, whichever the active mode is showing — so you are never guessing what a shade of orange means.

Act on the selection

Select people — tick the box on their card or in the contacts panel, hold Shift and drag a box around several cards, or use 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 — takes them out of the chart by clearing their reporting lines, after a confirmation; the contact itself is never deleted.

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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.

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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.