HubSpot Integration

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HupSpot Integration

Sync your HubSpot contacts in Captivated, enabling you to keep your records up to date, track recent conversations, and integrate with existing stages and campaigns in HubSpot. You can also utilize HubSpot Properties within your Captivated templates to customize your messages to your contacts.

Setting up the HubSpot Integration

To add Captivated’s HubSpot integration, click the authentication link sent by Captivated Support. From here, you’ll be prompted to sign into HubSpot. 

Once signed in, select the HubSpot instance you wish to connect with Captivated. 

Once you have selected your HubSpot instance, the screen should confirm that the HubSpot account has been authenticated properly and will display “yes” under the header “authenticated”. 

Syncing HubSpot Contacts

Once your HubSpot instance is authenticated, click the “sync all” button. This will pull all your HubSpot contacts into Captivated. 

It will take an hour or two to fully sync your contacts. 

Selecting HubSpot Properties

Next, select which HubSpot properties you would like to display in Captivated when viewing the contact details window in the righthand side of Captivated and in the “About this contact” section in the Contacts tab on the left.  

The properties you’ve selected will display in the General tab once you’ve saved your settings and can be adjusted by an account admin. Find this tab by heading to the gear icon > CRM Integrations > Hubspot

Once you’ve selected which properties you’d like displayed, select ‘Sync All’ contacts in the right-hand corner of the page. This will complete syncing your HubSpot contacts to Captivated.

  • Contacts will automatically sync each night so that any changes to your contacts in HubSpot are reflected in your Captivated contact list.
  • You can also manually ‘Sync Recent’ contacts, which will only sync changes made to contacts since the last time your contacts were synced. 

In the “sharing” tab, you can specify which users and teams you would like to have permission to push contacts that originate in Captivated to HubSpot. 

When a team and/or user is shared with the integration, they will see the “send to CRM” button in the contact details right hand menu in a conversation.  

  • The Captivated integration will only automatically PULL HubSpot contacts into Captivated. If a contact exists in Captivated, but NOT in HubSpot, the Captivated user will need to manually push the contact to HubSpot by using the “send to CRM” button. Once that is done, the contact will exist in HubSpot. 
  • Captivated will display any HubSpot contact owners on the right-hand side of the page. If a HubSpot user is also a user in Captivated (user emails must match), the user’s HubSpot photo will indicate their contact ownership. 
  • If a HubSpot user is not a user in Captivated, Captivated will display the HubSpot user’s email to denote ownership. 
  • When viewing an individual contact in Captivated, the right-hand panel will display the contact’s HubSpot properties under ‘About this contact’. 
  • Clicking the launch icon in the top right corner will open a new tab and direct the Captivated user to the HubSpot contact record, which they can view if they have the appropriate access to view in HubSpot. 

If a contact does not exist in HubSpot, the contact will be editable in Captivated and there will be no data in the ‘About this contact” section when view the contact in the contacts tab. 

  • On the conversations page, when viewing contact details in the right-hand panel, the launch icon will open the contact’s HubSpot contact record in HubSpot.
  • If a contact is not yet added in HubSpot, you can edit the contact in Captivated and click the ‘Send to CRM’ button to add the contact to HubSpot. 
  • Note: once a contact is sent / synced to HubSpot, the contact record must be edited within HubSpot.

Disconnecting the HubSpot Integration

To disconnect the HubSpot integration, please reach out to Captivated Support via Captivated’s internal support button.  You will be able to choose between retaining all HubSpot contacts or only retaining contacts with a conversation in Captivated. 

If you’d like to get started with Captivated’s HubSpot integration, please reach out to Captivated Support via our in-app Support chat or text 317-316-3600.