HubSpot Integration

The HubSpot integration keeps your partner programme and your HubSpot portal in step. Journeybee leads, deals, partners and partner contacts sync to HubSpot Contacts, Companies and Deals, and changes made in HubSpot flow back. Everything runs off your own field mapping, so you decide exactly which HubSpot objects and properties are involved.

Where to find it: Go to Settings, then Integrations. HubSpot sits under the CRM section.

Who can use this: Connecting and configuring the integration is admin-only. Once it is connected, anyone on your team sees the HubSpot links and linked deals on leads, deals, partners and contacts.

Before you start

• Authorise with a HubSpot user who can read and write contacts, companies and deals. The connection runs as that user, so anything they cannot see or edit will not sync.

• Decide where partner records should live in HubSpot: the standard Companies object, or one of your custom objects.

• Decide how you identify a partner company in HubSpot, for example a Type = Partner property value. You will need it for both partner sync and partner import.

• Set up your partner stages, deal stages and custom fields first, because the configuration screen maps against whatever exists at the time. See Stages and Custom Fields.

Connecting HubSpot

1. Go to Settings, then Integrations, and click the HubSpot card.

2. Click Connect and authorise Journeybee in HubSpot, choosing the account you want to sync.

3. Journeybee then creates a Journeybee property group in your portal and adds the identifier properties it uses to link records:

   • Companies: Journeybee Lead Id (journeybee_lead__c) and Journeybee Partner Id (journeybee_partner__c).

   • Contacts: Journeybee Lead Id (journeybee_lead__c) and Journeybee Partner Contact Id (journeybee_partner_contact__c).

   • Deals: Journeybee Lead Id (journeybee_lead__c) and Journeybee Deal Id (journeybee_deal__c).

   These hold the link between each HubSpot record and its Journeybee record, so do not delete them or hide them from the connected user. Reconnecting later is safe, because the setup skips anything that already exists.

4. Open Configure and set up your mapping. Nothing syncs until you do.

The configuration screen

The HubSpot configuration page has four areas in its sidebar:

• Integration: the connection itself, plus Remove Integration if you ever need to disconnect.

• Configure: all sync settings, field mappings and stage mappings, grouped into sections.

• Import: load records from HubSpot and bring partners or deals into Journeybee.

• Manage: back to all integrations.

Each section shows a status of Not configured, Configured or Changes pending, and mapping sections show how many of their mappings are complete. Use the search box and the Only unmapped filter to work through a long list, then save. Changes apply to future sync activity, not retrospectively.

Partner sync settings

• Which HubSpot object should partners be stored in? Companies, or one of your custom objects.

• Identifying field: the property and value that marks a record as a partner, for example Type = Partner.

• Create a new HubSpot Company as a Partner if we don't find one? Yes to have Journeybee create the record when no match is found, or No to leave it alone.

• Unique partner field: pair a Journeybee partner field with a HubSpot property so an existing record is matched instead of duplicated.

• Unique partner contact field: Email, First Name or Last Name paired with the equivalent Contact property, to stop duplicate partner contacts.

Lead and deal sync settings

• One-way creation sync to HubSpot: new Journeybee leads and deals create records in HubSpot, but later Journeybee edits do not change them. HubSpot changes still sync back. Notes are not affected.

• Auto-create deals from partner associations in HubSpot: a HubSpot deal associated with a known partner company creates a lead and deal in Journeybee, even if nothing was linked before. Requires Partner Sync Settings to be configured.

• Enable multi-pipeline deal mapping: route deals to different HubSpot pipelines based on a custom field value, configured per partner type in the Deal Pipeline Routing sections.

• Choose how the integration should interact with existing objects: Link to existing objects, Link to existing objects with no attached partner, or Do not link to existing objects. This governs whether a match on your unique properties is adopted or a new record is created.

• Unique Contact, Company and Deal fields: pair a Journeybee field with a HubSpot property for each object to prevent duplicates.

• Sync on Lead Status: restrict sync to leads with the statuses you tick (New, Converted, Rejected). Deals follow their lead's status. Leave it empty to sync every status. Converted is the status shown as Accepted on the Leads page.

• Lead note sync direction and Deal note sync direction: Journeybee to HubSpot only, or do not sync notes.

Field mapping

Field mapping is what actually turns sync on. A HubSpot object is only created or updated if you have mapped at least one property for it, so map only the objects you want involved.

• Partner Fields: Journeybee partners to properties on your partner object.

• Partner Contact Fields: partner contacts to Contact properties, being First Name, Last Name, Email, Phone Number and Position/Job Title.

• Contact Fields and Company Fields: Journeybee lead details to the prospect's Contact and Company.

• Deal Fields: deal name, deal value, commission value, expiration date and deal custom fields.

• HubSpot Lead Settings: if your portal has HubSpot's own Lead object, you can also sync Journeybee leads to it, with its own field mapping.

Custom fields appear alongside the standard ones, and only HubSpot properties that are writable and visible to the connected user are offered.

Stage and pipeline mapping

• Partner Stages: choose a HubSpot Company property, then map each Journeybee partner stage to one of its values.

• Deal Pipeline Stages: choose a HubSpot pipeline and map each Journeybee deal stage, per partner type, to a stage in it.

• Deal Pipeline Routing: with multi-pipeline mapping enabled, choose which pipeline a deal lands in based on a field value, per partner type.

Partner associations

These settings show the partner on the synced HubSpot records. Each can be set to No association (the default), a text property holding the partner's name, or a real linked record association:

• Deal to Partner Company: associate the partner company with the deal, or write the partner name to a deal property.

• Deal to Partner Contact: associate the partnership's primary contact with the deal, or write their name to a deal property.

• Contact to Partner and Company to Partner: the same options for the prospect's contact and company records.

Synced deals are also associated with the prospect's own HubSpot contact and company. Associations are made once per pair: if you remove one by hand in HubSpot, Journeybee will not put it back, but reassigning the partner, or recreating the HubSpot record, will re-run it.

What syncs and when

• Journeybee to HubSpot happens within seconds of a change. Rapid edits are batched into a single write, so you get one clean update rather than a burst.

• HubSpot to Journeybee runs on a schedule, every 15 minutes. Each run picks up HubSpot records changed since the last run that carry a Journeybee identifier property.

• New HubSpot deals are the exception, because they come through in real time. A deal created in a mapped pipeline, on a company or contact that already carries a Journeybee lead id, is pulled straight in as a deal. If nothing is linked, it is created only when auto-create from partner associations is on.

• Notes sync one way, from Journeybee to HubSpot.

• Journeybee paces its calls to stay inside HubSpot's API limits, so a large sync catches up over several runs rather than in one burst.

Importing existing HubSpot data

Partners

1. In Partner Import Settings, pick the HubSpot property and value that identifies your partners, then choose the Partner Type for this import. Only one type can be imported at a time.

2. Open the Import tab and load records. Journeybee lists the matching companies with their HubSpot contacts, and you choose which to bring in.

3. Start the import. Each company becomes a Journeybee partner, with its selected HubSpot contacts added as partner contacts and the HubSpot IDs stored so future changes stay linked.

Imported partners are created as offline partners and their contacts are not invited automatically, so invite them from the partner page when you are ready. Companies with no associated contact are hidden from the list, and the screen tells you how many were hidden: add a contact with an email in HubSpot to import them. See Partner Contacts.

Deals

1. Map your deal pipeline stages first, so imported deals land in the right stage.

2. Under Partners to Import Deals For, select the partners whose deals you want. The list shows how many unimported deals each one has.

3. Run the import. Journeybee creates a lead and deal for each HubSpot deal. Deals that already exist but are missing their link properties are repaired rather than duplicated, and the results screen reports how many were imported, repaired and skipped.

Only one deal import can run at a time per connection, and your selection is cleared when the import starts so a retry never re-imports the same deals.

Working with HubSpot from Journeybee

• Open in HubSpot: leads, deals, partners and contacts show a HubSpot link that takes you straight to the matching record.

• HubSpot owner: a lead or deal shows the owner of its HubSpot record, and you can search your HubSpot owners and set one without leaving Journeybee.

• Linked deals: a lead lists the HubSpot deals on its linked contact or company and marks the ones already connected. Use Create deal from CRM to link an existing HubSpot deal to the lead and pull it in.

Troubleshooting

• Nothing is syncing at all. Check the section you expect to sync actually has field mappings saved. An object with no mapped properties is never created or updated.

• A banner says HubSpot needs reconnecting. The connection has expired or been revoked and sync is paused. Admins also get an email. Open the HubSpot card under Settings, then Integrations, and connect again. Sync resumes on the next run.

• Changes in HubSpot take a while to appear. That direction runs on a 15-minute cycle. Check too that the HubSpot record still has its Journeybee Id property populated, because clearing it unlinks the record.

• A new HubSpot deal did not create anything in Journeybee. Real-time deal creation only covers deals in a pipeline you have mapped, on a record that carries a Journeybee lead id. For everything else, turn on auto-create from partner associations and make sure Partner Sync Settings are configured.

• Duplicate contacts or companies are being created. Set the unique Contact, Company and Deal fields, and choose a linking option other than Do not link to existing objects.

• Writes fail on a property. HubSpot rejects the write if the property is read-only, hidden, or of an incompatible type. Pick a different property in the mapping, or adjust it in HubSpot.

• Imported partners cannot sign in. That is expected, because imports do not send invitations. Invite the contacts from the partner page.

Good to know

• Everything is opt-in. A setting you leave blank simply means that behaviour is off: no properties are written and no records are associated by default.

• A HubSpot privacy deletion for a contact automatically clears that lead's personal details (name, email and phone number) in Journeybee.

• The Journeybee properties added at connect time are how records stay matched. Keep them on your objects and readable by the connected user.

• Removing the integration stops all syncing but leaves your Journeybee records, and your HubSpot records, exactly as they are.

• For the other tools you can connect, see Integrations.