Hubspot | Set Up

Article Overview

The following steps are required to set up the SalesRabbit's integration with HubSpot integration found in the SalesRabbit marketplace.

TIP: This integration is only available to customers on SalesRabbit's Pro or Enterprise membership plans. Additionally, administrative access is required in order to access API keys and other credentials/settings in configuring this integration.

Part 1: Create a SalesRabbit Contact Property

This part will demonstrate how to create a "SR ID" contact property in HubSpot. Other HubSpot properties can also be mapped to any SalesRabbit custom fields in the configuration. For HubSpot's documentation on creating/editing a property.

Note: HubSpot admin access is required to create properties in HubSpot.

• Create an "SR ID" Contact Property
  • In your HubSpot account, click the "Settings" (gear icon) in the top navigation bar -> select  "Properties" under the Data Management section. 
  • Set the "Select an Object" dropdown to "Contact Properties" -> click "Create Property" button.

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  • Next, add property details on the "Details" tab:
    • Property Label: "SR ID".
    • Object Type: "Contact:.
      • Tip: If creating a field on a deal, make the object type "Deal".
    • Group: "Contact Information".
      • Tip: If creating a field on a deal, make the group "Deal Information".
    • Description (optional): provide your own description of the property label.

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  • Navigate to "Field Type" in the left menu.
    • Set the Field Type to "Single-Line Text".
    • Click "Create" in the upper right corner.
  • Note: you can add other contact/deal properties by following the same process.

• Add "SR ID" Contact Property to the Contact Card
  • From the left hand menu, navigate to "CRM" -> click "Contacts" -> select on any existing contact.

• After selecting an existing contact, in the "About this Contact" section, select "Actions" -> click "Customize Properties".

• Select "Add Properties" -> search for the "SR ID" contact property.
• Check the SR ID property. It will then be listed as the contact property appearing on all contacts.
  • Note: you can do the same with Deal Properties for Deals.
• Click/drag the property to be in whatever order you'd like it to show up on the contact card.
• Click "Save" to apply your changes.

• After submitting a lead from SalesRabbit to HubSpot via form submission, the "SR ID" contact property will automatically fill with the SalesRabbit ID for that lead on the contact card.

Part 2: Create Custom Fields in SalesRabbit

This part details how to create the necessary custom fields for SalesRabbit's HubSpot integration.

• From the SalesRabbit Web App, navigate to "Settings" -> "Custom Lead Fields".
• Create 2 new API custom fields and name then "Hubspot Deal ID" & "Hubspot Contact ID".
• Additionally, create additional custom fields of information you'd like to map to existing properties in HubSpot. This integration has the ability to send custom field information from SalesRabbit to HubSpot, however, an associated property must exist in HubSpot.
  • Note: the "Single Line Text" field is the most flexible option. HubSpot can be picky on what fields accepts (i.e. sending text to a number field, i.e. if you want to map to a Hubspot dropdown field: you can't send anything to that field that doesn't match exactly).

• Click "Publish" for your custom fields to go live.

Part 3: Form Creation

SalesRabbit will send information to HubSpot via form submission. This part will explain how to create the form to submit for your HubSpot integration.

• From the Web App, navigate to "Settings" -> "Form Builder".

• You can either edit an existing form, or select "+ New Form".

• When creating a new form, it's recommended to name the form in the upper left corner. In this case, "Submit to HubSpot". Also rename/create a section and call it "Contact/Lead Details".
• Open the dropdown form "Lead Fields" on the left hand side -> click and drag the following Lead Fields onto your HubSpot form.
  • Note: "Lead Fields" are fields that already exist on the a lead. Specific lead fields should be added to your HubSpot form.

• A completed form should look like this:

• Before publishing, toggle on "Custom Form Responses" in the cogwheel icon in the upper left corner.

• Click the "Publish" button in the bottom right corner and confirm.
• You're now ready to run the HubSpot configuration wizard!

Part 4: HubSpot Configuration Wizard

This part will demonstrate how to navigate the HubSpot integration configuration wizard in SalesRabbit. Setting up this integration can seem complicated, but the instructions below will help you navigate your different options. Most configuration options are optional, so feel free to use as many or as few of the features as you'd like.

• From the SalesRabbit Web App, navigate to "Integrations" -> "Marketplace" and select the "HubSpot" tile.

• Next, navigate to "Configuration" -> click "Enable".

• Click on "New Authentication", an authentication window will appear.
• Within the new authentication window:
  • Give the authentication a name (i.e. "HubSpot").
  • Leave the "Developer API Key" and "API Key" fields blank -> click "Create".
  • Another window (SalesRabbit oAuth) will open where you can your HubSpot account login credentials.
• This integration uses form submission to push lead information from SalesRabbit to HubSpot. Select the form you'd like to use for the form submission (select the form created in Part 3 of this Article).
  • Note: When submitting forms, the integration will update the Lead Status in HubSpot to whatever the form is submitted as long as the lead status name matches the lead status name in HubSpot.

• Record Type Configuration Page:
  • On this page, select any additional HubSpot records you'd like SalesRabbit to create/update.
  • Deal Creation (optional):
    • Checking this box allows SalesRabbit to create/update a deal in HubSpot when a form is submitted. The deal will be associated to the contact. If left unchecked, only a contact will be created when pushing leads from SalesRabbit through form submission.
    • Note: deals are only created when a form is submitted.

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  • Meeting Creation (optional):
    • Checking this box allows SalesRabbit to create a meeting in HubSpot when an appointment time is present. The meeting will be associated to the contact.

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  • File Upload (optional):
    • Checking this box allows SalesRabbit to create files in HubSpot when a lead has an file attached to it. Files are only created in HubSpot when a form is submitted. When enabled, you'll need to select a HubSpot folder to store files in. Files are associated to the contact.

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  • Click "Next" to move onto the next page of the configuration.

• Contact Records Page:
  • Select how you'd like to manage your HubSpot Contact Fields.
    • Note: when "Use Custom Fields" is checked, an additional page will appear in the configuration asking you to map SalesRabbit Custom fields to HubSpot Contact Fields.

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  • Require Email Address (Required): 
    • HubSpot requires that email addresses sent to their system have the address owner's opt in permission to receive emails from your business.
    • Note: please train your reps to notify customers that when providing their email addresses, they are opting in to receive communication from your business.

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  • Lead Sync (optional): 
    • When checked, allows SalesRabbit to create/update contacts in HubSpot when the status is updated. Meaning, when the status of a lead changes in SalesRabbit, you'd like the status of the contact to update in HubSpot as well.
    • Use the "+ Add Mapping" button to create your lead status mappings. 
    • Note: this option may produce incomplete data. Status updates will only happen on leads that have been pushed into HubSpot with form submission or have a HubSpot Contact ID on the SalesRabbit lead.

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  • Click "Next" to move onto the next page of the configuration.

• Deal Records Page:
  • Note: this page only appears if the "Deal Creation" checkbox from the first page of the configuration was checked.
  • Select how to manage your Deal Fields.
    • Note: when "Use Custom Fields" is checked, an additional page will appear in the configuration asking you to map SalesRabbit Custom fields to HubSpot Deal Fields.

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  • Select your HubSpot Deal Pipeline and Stage(s).
    • To use HubSpot Deals, it's required to select a default pipeline and default stage from that pipeline. We do support the option to map to different pipelines. This is based on the SalesRabbit Lead Owner's Org Assignment. Select the "Use Multiple Deal Pipelines" option and then map your SalesRabbit Orgs to the corresponding HubSpot Deal Pipeline.
    • Use the "+ Add Mapping" button to create your Pipeline and Stage mappings.

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  • Click "Next" to move onto the next page of the configuration.

• SalesRabbit Lead Records Page:
  • Lead Creation (optional):
    • When checked, allows HubSpot to create leads in SalesRabbit when a contact is created in HubSpot. When enabled, you'll need to select a default SalesRabbit lead status and lead owner.

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  • Contact Sync (optional):
    • When checked, allows HubSpot to update the lead status of the lead in SalesRabbit when the contact status is updated from HubSpot. When enabled, you'll need to use the "+ Add Mapping" button to create a list of lead status mappings to use to update SalesRabbit leads.

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  • Click "Next" to move onto the next page of the configuration.

• SalesRabbit Lead Records Continued: 
  • Deal Sync (optional):
    • When checked, allows HubSpot to update the lead status of a SalesRabbit lead when the deal stage is updated from HubSpot. When enabled you'll need to use the "+ Add Mapping" button to create a list of Deal Stage Mappings you'd like to use to update SalesRabbit leads.

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  • Click "Finish" to complete your configuration and apply any needed changes.

Part 5: Set up HubSpot Contact Assignments (optional)

By default, Contacts and Deals in HubSpot will be unassigned. However, if you'd like for lead to be assigned to a HubSpot user then you can map that user's HubSpot Contact Owner ID to a SalesRabbit user's External ID field by following these instructions:

• From HubSpot, click on "Settings" (gear icon) in the top row -> navigate to "Data Management" -> click "Properties" -> search for and click on "Contact Owner".

• Upon entering the Edit Contact Owner Property screen, navigate to "Field Type" on the left menu.

• On this page, you'll see HubSpot user's names (Label) with an "Internal Number" to the right (i.e. 12345678). This is each user's HubSpot Owner ID. You'll use this number to map to their user in SalesRabbit.

• From the SalesRabbit Web App, -> click "Users" -> then select the desired user.

• Once on a SalesRabbit user's detail page, paste the associated HubSpot Owner ID into the "External ID" field and click the "+" sign.

• Now, if that user submits a form the contact will be assigned to owner ID user in HubSpot.

• Your HubSpot integration should now be live and allow you to create leads in HubSpot through form submission! Users can make changes to the configuration at any time by navigating back to the Marketplace and reconfiguring. Be sure to to click "Finish" otherwise any changes will not be saved.
• If you have any issues or problems please reach out to support or your CSM for help configuring this integration. 

Pro Tips

• Create/Edit HubSpot Properties knowledge base article.
• HubSpot Files knowledge base article.