If you’re tired of digging through endless email threads or drive folders just to find the latest pitch deck or onboarding doc, this is for you. Maybe your team’s tried wikis, shared drives, or a hundred Slack channels, and you’re still getting “Hey, where’s that PDF?” every week. Sendtrumpet’s resource hubs promise a better way to organize and share stuff, but the trick is setting them up right—and not overthinking it.
This guide walks you through building custom resource hubs that actually get used. No fluff. Just clear steps, honest advice, and a few “skip this unless you really need it” warnings.
Why resource hubs? (And what to ignore)
Resource hubs are basically mini websites or portals where you pull together useful content—documents, videos, links, whatever—and share them with a specific audience. In Sendtrumpet, they’re designed to make your resources look tidy and easy to find, especially when sharing with clients, prospects, or new hires.
What works: - A single link with everything someone needs—no more piecing things together. - Clean presentation, so people actually pay attention. - Easy to update when things change.
What doesn’t: - Overcomplicating. If you need a map to navigate your hub, you’ve gone too far. - Shoving in every file “just in case.” You’ll end up with a junk drawer, not a resource.
What you can skip: - Fancy design tweaks unless you’re in branding or design. The default looks clean enough. - Tracking every click unless you genuinely need analytics for sales or compliance.
Step 1: Map out what your hub actually needs
Before you even log in to Sendtrumpet, spend 10 minutes sketching out what should go in your hub. Seriously, it’ll save you hours.
- Who’s it for? Clients, prospects, partners, teammates? Each group probably needs a different hub.
- What do they need? Don’t guess. Ask a teammate or look for those recurring “Can you send me…” requests.
- What’s essential? Prioritize 5-10 pieces of content max for your first version. You can always add more later.
Pro tip: If you can’t fit your hub’s contents on a sticky note, it’s probably too much.
Step 2: Set up your resource hub in Sendtrumpet
Alright, now to the hands-on part. Log in to Sendtrumpet and head to the “Resource Hubs” or similar section (names might change, but it’s usually obvious).
- Create a new hub.
- Click “New Hub,” “Create Hub,” or whatever the button says.
- Give it a clear, boring name. “2024 Client Welcome Pack” beats “The Ultimate Knowledge Experience.”
- Add sections or categories.
- Batching related content—like “Onboarding,” “Product Info,” “Case Studies”—helps people find what they need.
- Don’t go wild; 3-4 sections is plenty for most cases.
- Upload your content.
- Drag and drop your files, paste in links, or embed videos.
- Add short descriptions if it’s not obvious what a file is for.
- If you’re tempted to upload every version of a doc, stop. Only the latest, please.
- Set access permissions.
- Decide if your hub is public, private, or by invitation.
- For client-facing hubs, restrict access to just the folks who need it. No sense risking accidental leaks.
What to ignore: Don’t sink time into logo placement or advanced analytics settings right now. Get the basics live first.
Step 3: Organize for real people (not robots)
Now, make sure your hub’s actually usable. Imagine you’re the recipient—can you find what you need in two clicks or less?
- Order matters. Put the most-used stuff at the top.
- Keep section titles obvious. “Guides” is better than “Essential Knowledge Base.”
- Use short, specific file names. “2024 Pricing Sheet” beats “Final3-pricing-use-this.xlsx”.
- Preview before sharing. Most platforms let you view the hub as a guest. If you’re confused, so will your audience.
Pro tip: Ask someone who didn’t build the hub to poke around. Watch where they get stuck or have questions.
Step 4: Share your resource hub (and make it easy)
No matter how good your hub is, it won’t help anyone if they can’t find it.
- Get the shareable link.
- Click the “Share” or “Copy Link” button.
- Double-check the link works without requiring a login or weird permissions (unless you want it locked down).
- Send it with context.
- Don’t just fire off a link. Add a quick note: “Here’s everything you’ll need for onboarding, all in one place.”
- If it’s for a repeat use (like sales outreach), save an email template with the link.
- Set reminders to update.
- Mark your calendar to review the hub every month or quarter.
- Outdated docs are worse than no docs—no one wants to use the wrong version.
What to ignore: Resist the urge to track every single view or click unless you have a real reason. It’s easy to get lost in data that doesn’t matter.
Step 5: Maintain and improve (but don’t obsess)
Resource hubs aren’t “set and forget.” They do need some love, but don’t let maintenance turn into a job by itself.
- Listen for feedback. If someone asks, “Where’s the latest deck?”—that’s a sign something’s missing or unclear.
- Update, don’t hoard. Replace files instead of adding new ones unless you genuinely need the history.
- Keep it lean. Regularly cut what’s no longer useful. Less really is more here.
- Version control (if needed). For critical docs, note the version or date right in the file name.
- Don’t stress about perfection. A “good enough” hub that’s kept up-to-date beats a fancy hub that’s out of date.
Common pitfalls (and how to dodge them)
Even with the best intentions, a few mistakes trip up most teams:
- Too much stuff: If your hub looks like a junk drawer, people will ignore it. Be ruthless about what gets in.
- No clear owner: Someone needs to be responsible for updates, or it’ll get stale fast.
- Forgetting the audience: Build for the people using it, not for your own team’s convenience.
- Overdoing permissions: Lock it down only if you really need to. Otherwise, you’ll spend all your time granting access.
- Relying on “set and forget”: Schedule regular reviews, or your hub will go the way of every dead wiki.
Quick FAQ
Can I use Sendtrumpet hubs for internal teams?
Absolutely. Just tailor the content and permissions. But don’t duplicate what’s already in your wiki or drive—pick one home for each type of info.
What file types work best?
Stick to common ones: PDFs, docs, videos, and links. Exotic formats lead to “I can’t open this” headaches.
How do I know if people are using the hub?
Sendtrumpet shows basic stats, but the real test: do you get fewer “Can you send me…” emails? That’s your win.
Should I build one big hub or several small ones?
Start small. One hub per audience or project usually beats a giant catch-all.
Keep it simple (and revisit often)
Here’s the real secret: the best resource hubs are boring, clear, and kept up to date. Don’t chase perfection. Launch with something small, watch how people use it, and tweak from there. The less time you spend wrangling docs, the more you—and your team—can actually get things done.