Connect HubSpot to keep prospects, contacts and activities in step between ProspectSafari and HubSpot. Only admins see the HubSpot card on the "Integrations" page, and connecting needs an active subscription.
A HubSpot account can be linked to only one workspace in ProspectSafari, and a workspace to only one HubSpot account.
Connect
On the HubSpot card click "Connect" and sign in to HubSpot:
Link your Hubspot Account
If you have more than one HubSpot account you are asked which one to use. You then come back to Integrations with these settings: "Companies", "Contacts" and "Timeline items" on, connect on every status except None, disconnect on None, and the delete policy "Delete both ways". ProspectSafari sets up its fields in HubSpot straight away (the Lead status options, "List (PS)", your custom fields and decisions) and a starting call log mapping.
Prospects already in your workspace are not sent all at once. Each one goes the next time it is created or changed at a "Connect on status" status, or straight away when you send it from the list view (see below).
"Disconnect" at the top right of the card stops the sync, after asking you to confirm. If HubSpot stops accepting the connection, the card says "Your hubspot is disconnected" with "Reconnect".
Hubspot setup
Click the pencil of "Hubspot setup" to choose:
What syncs: "Companies", "Contacts" and "Timeline items".
"Connect on status": a prospect is created in HubSpot when it is created or changed while its status is one of these. From then on it keeps syncing, whatever its status, until it reaches a status in "Disconnect on status": then it is removed from HubSpot together with its contacts. It is sent again if it later reaches a connect status. A status picked in both lists counts as a disconnect status.
"Delete policy": what happens when a record is deleted on one side.
"Isolate deletes": a record deleted in ProspectSafari stays in HubSpot, no longer linked; one deleted in HubSpot stays in ProspectSafari.
"Delete only on ProspectSafari": deleted in ProspectSafari, it stays in HubSpot, no longer linked; deleted in HubSpot, it is deleted in ProspectSafari too.
"Delete only on Hubspot": deleted in ProspectSafari, it is deleted in HubSpot too; deleted in HubSpot, it stays in ProspectSafari.
"Delete both ways" (the default): deleted on either side, it is deleted on the other too.
Activities deleted in ProspectSafari stay in HubSpot unless the policy deletes in HubSpot.
What syncs, each way
From ProspectSafari to HubSpot:
- The prospect (as a HubSpot company) and every contact marked "Working contact"; generic contacts and contacts who left the company are not sent.
- The activities of those contacts: emails, calls, notes, tasks and meetings. Logged messages (SMS, WhatsApp...) are not sent.
- The prospect's status becomes HubSpot's Lead status, its list goes into the HubSpot property "List (PS)", and its custom fields and decisions (A / B / C) become HubSpot properties.
- Deals are not sent to HubSpot.
From HubSpot to ProspectSafari:
- Changes made in HubSpot to synced companies and contacts come back: their fields, which contact belongs to which company, merges and deletes (deletes as your delete policy says).
- A company or contact created in HubSpot joins ProspectSafari when you set its "List (PS)" to one of your ProspectSafari lists and its HubSpot owner is matched to a team member under "Hubspot owners". Otherwise its "List (PS)" is cleared again.
- Activities logged in HubSpot do not come back, and HubSpot deals and tickets are not brought in.
Changes in ProspectSafari are normally sent within a minute or two; HubSpot's changes arrive as soon as HubSpot reports them.
Merging two prospects or two contacts in ProspectSafari merges them in HubSpot too, and merging two synced records in HubSpot merges them in ProspectSafari.
Send or block single prospects
- List view: tick prospects, then click "Hubspot" in the selection bar. "Connect and update" sends them now, whatever their status; "Block and remove from hubspot" removes them from HubSpot and keeps them out.
- Prospect view: the HubSpot icon on a synced prospect ("Connected to hubspot: click to remove and block.") or a blocked one ("Blocked: click to add back into hubspot.") does the same for that prospect.
Hubspot call log types
Click the pencil of "Hubspot call log types" and map each ProspectSafari call result ("Incoming", "Outgoing", "Voicemail", "Live message", "No answer", "Busy", "Wrong number") to a HubSpot call outcome (which you can customise in your HubSpot account). Use "Add call type" to add a row and the bin to remove one.
This ensures calls logged in ProspectSafari arrive in HubSpot with the right outcome. Calls logged in HubSpot are not copied to ProspectSafari.
Match ProspectSafari and Hubspot call log types
Hubspot owners
Match each team member in ProspectSafari to their HubSpot user (if they exist in the HubSpot account). Click the pencil of "Hubspot owners", then "Add user", and pick from the lists.
Map your ProspectSafari users to Hubspot users
Lead Status
ProspectSafari adds its prospect statuses to HubSpot's Lead Status property as options. You can change the label HubSpot shows for a lead status, but not its internal value.
For example "Try Later" in ProspectSafari is mapped to the HubSpot value BAD_TIMING. You can change the HubSpot label from "Bad Timing" to "Try Later", but you must keep the internal value BAD_TIMING.