---
title: "HubSpot: How to Submit a Design Ticket (On Menu)"
description: A step-by-step guide to submitting a design ticket in HubSpot — from gathering reference images and naming the ticket correctly to writing clear Design Instructions and moving the ticket to Internal Review.
---

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# HubSpot: How to Submit a Design Ticket (On Menu)

## A step-by-step guide to submitting a design ticket in HubSpot — from gathering reference images and naming the ticket correctly to writing clear Design Instructions and moving the ticket to Internal Review.

[▶ Watch the video: Account Manager: How to Submit a Design Ticket](https://www.loom.com/share/7b945beebc9d418d92b2db99da4ab92d)

---

### **What You'll Need Before You Start**

- The client's design request and any reference images they sent (e.g., photos of existing apparel)
- Access to the company record in HubSpot, including the Program ID and three-letter identifier
- ZiFlow access, so you can pull screenshots from existing proofs for reference
- The Product Pricing Sheet, to look up product codes
- The client contact's email address (from the Contacts tab)

**Timing tip:** Once you click *Create* on a ticket, the "shot clock" starts. Aim to finish the full ticket within **30 minutes**. Standard uniform tickets are usually quick; off-menu tickets can take a little longer.

---

### **Step 1: Open the Company Record and Grab the Program ID**

Go to the client's company page in HubSpot. Copy the **Program ID** from the sidebar column — you'll need it for the ticket name and to find existing proofs.

*Example from the video: Southern Aces Volleyball Club requested a coaches' quarter zip and backpack. The coach sent reference images, and a backpack had already been designed for the program on a previous ticket.*

---

### **Step 2: Pull Reference Images from ZiFlow**

If the request builds on an existing design, open ZiFlow, search by the Program ID, and open the existing proof. Zoom in on the relevant product and take a screenshot.

In the example, the existing backpack had a specific color code and pattern to duplicate — the only change was replacing the custom number with **"Coach."** The screenshot gives the design team an exact visual starting point.

---

### **Step 3: Find the Associated Deal and Create a New Ticket**

From the company record, locate the deal this ticket belongs to, then create a new ticket from that deal.

### **Ticket Name Format**

| Part | Example | Notes |
| --- | --- | --- |
| Program ID | 1409 | From the company sidebar |
| Three-letter identifier | SAV | Program's three-letter code |
| Design season | 26-4 | Current season |
| Long dash + ticket code | — | Added after selecting the ticket type (see Step 4) |

Separate each part with a vertical bar ( | ). Example: **1409 | SAV | 26-4 —**

**Mac shortcut:** To type the long (em) dash, press **Shift + Option + Hyphen**.

---

### **Step 4: Fill Out the Ticket Fields**

- **Ticket type:** Team Design Request
- **Category:** Uniforms (for Signature products where the logo is already vectorized)
- **Fulfillment:** On Demand
- **Ticket code:** Add the code tied to the request type at the end of the ticket name (in the video, **3** was used for a uniform-task new request, which triggers the design team to set up the ticket)
- **Ticket owner:** You
- **Priority:** Leave blank

##### **Associate the Contact and Company**

Open the Contacts tab in a duplicate browser tab and copy the client contact's email address. Search by **email** in the ticket's contact field — searching by name works, but email gives the most precise association. Then associate the company (e.g., Southern Aces Volleyball Club) and confirm the deal is linked. Click **Create**.

---

### **Step 5: Complete the Sidebar Properties**

You won't fill out every sidebar field — only the relevant ones.

| Field | Example Entry |
| --- | --- |
| Description | Coaches Apparel / Backpack |
| Colors | Existing Signature colors (no brand guide or specific font needed) |
| Sport / Gender / Level | Volleyball, Female, Local |
| Uniform Design Theme | Use Visual Reference |
| Rules & Regulations | None (select a compliance option only if the client requests it) |
| Package vs. Sold Separately | Sold Separately |
| Product codes | 6002 (quarter zip); Monster Backpack (sublimated) |

**Add attachments right away.** Upload your ZiFlow screenshot and any client reference images as soon as you select "Use Visual Reference" — otherwise it's easy to forget.**Can't remember a product code?** Look it up in the Product Pricing Sheet. In the example, the quarter zip (6002) lives on the Lacrosse tab and the Monster Backpack lives on the Volleyball tab. If a product doesn't come up in the sidebar search, include it in the Design Instructions instead.

---

### **Step 6: Write the Design Instructions Using the Snippet**

To keep tickets consistent across the team, use the HubSpot snippet. Type **#ticket** and select **Design Instructions** to paste the template into the Uniform Instructions field. This is what the design team reads.

For each product, fill in:

- **Product:** Sold separately or package, plus the product code (bold it for clarity)
- **Colors:** e.g., Navy, Red, White
- **Logos:** e.g., Primary logo
- **Reference attached:** Yes / No
- **Base color and design details:** e.g., Navy custom pattern, white shoulders with red accents on sleeves and sides — see reference
- **Placements:** List what goes where (full chest, upper left chest, hips, back yoke, upper back, full back, lower back) and delete any placements that aren't used

##### **Example: Quarter Zip (6002)**

- Base: Navy custom pattern; white shoulders with red accents on sleeves and sides — see reference
- Upper left chest: Primary logo
- Upper back: **Coach**

##### **Example: Monster Backpack**

Copy the first product's instructions as a starting point, update the product code, then edit the description:

- Base: Navy custom pattern with red accents — see reference
- Logo: Southern Aces Volleyball logo (slightly different from the primary)
- Upper: **Coach** in place of the custom number

**Tip:** Keep your reference screenshots open while you type. Even though the design team will have them, describing what you see helps you cross every t and dot every i. The more reference photos you provide, the better.

---

### **Step 7: Move the Ticket to Internal Review**

Click **Done** on the instructions, then move the ticket to **Internal Review**. This triggers the design team to create their task.

When you created the ticket, you were also assigned a task to provide the design details. Check that task off so it's cleared from your plate.

---

##### **Best Practices**

- Search contacts by email address for the most precise association
- Pull screenshots from existing ZiFlow proofs whenever the request builds on a previous design
- Attach reference images immediately after selecting "Use Visual Reference"
- Always use the #ticket Design Instructions snippet for consistency
- Delete unused placements from the instructions so the design team only sees what applies
- Bold key callouts (product codes, custom text like "Coach") for clarity
- Aim to complete the ticket within 30 minutes of clicking Create
- Check off your auto-assigned design-details task once the ticket is in Internal Review

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