Prerequisite
With Heymarket's HubSpot integration, you can send or receive texts within the HubSpot interface and incorporate texting into HubSpot workflows. To set up this integration, you must have a paid Heymarket Team and shared inbox.
NOTE: Heymarket's HubSpot integration is supported in North America only at this time.
Integrating the Apps
1. Sign into Heymarket
- Go to https://app.heymarket.com/account/login to log in or click here.
- Provide your user email and password to log in:
- After logging in to the Heymarket app, you need to integrate it with HubSpot.
- Click on the Administrator tab in the bottom left of the browser:
- Click on the Integrations tab to connect the apps:
2. Setup
- Scroll down to the bottom of the page until you find the HubSpot Integration section.
- Click on the Setup link to start the authentication process:
- When you click on the setup link, it will redirect you to authenticate Heymarket from your HubSpot account.
- You will be asked to choose the HubSpot account that you want to connect to Heymarket:
3. Grant Access
- After you choose your HubSpot account, the Heymarket app will ask you to grant certain permissions. These permissions will allow Heymarket to work seamlessly in your HubSpot account:
- After you click on Grant access, the system will take a few seconds to redirect you to Heymarket.
4. Check Installation
- You can check whether your HubSpot app is connected to Heymarket in the Administration > Integrations page. If you see a Manage link, your two apps have been connected successfully:
- Congratulations! You have successfully connected your HubSpot account with Heymarket.
Configuration and Overview
1. Configuration & Details
- After the initial setup process, you can configure your integration, creating workflows that streamline your team’s operations. When you click Manage on the HubSpot integration page (in the Heymarket web app) you will be sent to a configuration screen.
- Click on Manage:
- Let’s walk through the configuration settings one by one:
- User
- The email linked to the person who installed the integration will be shown here.
- Hubspot Domain
- The domain of the connected HubSpot instance will be shown here.
- Timeline Events
- The timeline events that are sent into HubSpot can be controlled from here. You can choose if you want to enable or disable the timeline events.
- Mobile Phone Property
- Our integration supports two phone number properties from HubSpot. You can choose the option most suitable for your business.
- Let’s explore the phone options in detail:
- Phone Number means that our app will look for the Phone property in HubSpot to perform any operations on contact-related phone numbers.
- Mobile Phone Number means that our app will look for the Mobile Phone property in HubSpot to perform any operations on contact-related phone numbers.
- Phone Number, Mobile Phone Number means that our app will first look for the Phone Number property in HubSpot. If it’s not available, then Heymarket will look for the Mobile Phone property within itself.
- Mobile Phone Number, Phone Number means that our app will look for the Mobile Phone Number property first in HubSpot. If it’s not available, then it will look for the Phone Number property within itself.
- Create New Contacts in HubSpot
- The contact will be created from Heymarket and synced to HubSpot. You can control this feature by enabling or disabling it from this window.
- Disable button
- If you wish to disable the integration and remove it from Heymarket, then you can click on this link.
- User
2. User Mapping
- This feature will allow you to treat a particular HubSpot user as an inbox (Heymarket phone number) in Heymarket. You can map a particular user from HubSpot to an inbox, then send a message as a contact owner by using automations or workflows:
3. Contact Field Mapping
- This feature will allow you to map the properties of HubSpot to Heymarket custom fields. The mapped properties will sync all the values between HubSpot and Heymarket contacts:
Creating custom fields
If you can't find a custom field to map, you can create it on the go.
Just type the name of the custom field you want to create, then select the Create Field option from the drop-down menu. It will create the custom field.
4. Contact Sync
- Heymarket will sync your contacts between Heymarket and HubSpot. You will need to configure the contact field mapping before you sync your contacts.
- If the HubSpot contact has a phone number in it, then it will be created within Heymarket and vice-versa. Phone numbers are required in HubSpot in order for a contact to sync with Heymarket.
- Click on the Synchronize button to complete the setup.
Note: Record deletion is currently not supported in the integration. If you delete the records from Heymarket or Hubspot then please make sure to delete it from the other side as well. Otherwise, if you do the Synchronize manually from the Hubspot Configuration page then it will sync the old deleted records from either side.
5. Chats
- When a contact has a phone number in it, then you can send messages to that contact using the Heymarket chat widget.
- To start a conversation with a contact or send them a message, go to the contact:
- Click on any contact that includes a phone number, and you will land on the contact details page:
- On the right pane there is a new tile called Chat.
- This tile is provided by the Heymarket App. It allows you to communicate with a contact using the Heymarket chat widget.
- Click on the Chats button. A modal containing the conversation window with the contact will open. Send messages right away or schedule them. You can include attachments, templates, emojis, and more:
- Now you can use this chat widget to send a SMS to contact.
6. Chats History
- You can send messages to contacts using the chat widget:
- When you send these messages to a contact you will be able to see the last 5 recent messages on the right side of the detail page:
Timeline
- You can send and receive messages to or from contacts. Whichever action you take, the Heymarket system will create events that show in the contact timelines.
- You can see the messages in the timeline below:
NOTE: Timeline events will only start to show after Heymarket and HubSpot complete their initial sync.
Workflow
- The Heymarket app includes workflow actions and message events that make it easier to send SMS to customers.
- You can use them as an action in the workflow.
1. Send SMS
- Here is an example of the SEND SMS action in the workflow.
Example
- Go to Automation from the top navigation bar and select Workflows from the dropdown:
- On the next page, click on Create workflow:
- Follow these steps to create the workflow:
- Select Start from scratch.
- Select Contact-based.
- Choose Start from scratch.
- Click Next. If you do not complete this process step by step, you may create an incorrect workflow. This is the correct sequence:
- Heymarket will then take you to a brand-new workflow setup page:
- If you don’t see this exact screen, return to the prior step and follow the workflow setup process again.
- Now, click on the button with the plus symbol:
- When you click on the button with the plus symbol, a sidebar will appear with potential workflow actions.
- Scroll down to the bottom until you see the Heymarket actions:
- Click on the Send SMS action icon and it will show a new form that asks for the details of your message and inbox.
- Fill in the form:
- Select the phone number of the contact using merge tokens.
- Enter the details of your message.
- Choose the inbox from which you want to send the message:
- Click on the Save button and it will save the SMS action.
- Next, you have to set up a trigger to start the workflow.
- Click on the Set enrollment triggers button.
- It will show you a list of triggers to select.
- Select Contact Properties:
- Then, search for the Phone and select the Phone number from the list.
- Select is known, then click on Apply Filter and Save:
Running the Workflow
- After you save the workflow, you have to review it and turn it on to trigger the action based on the Enrollment Trigger you set earlier:
- Click on Review to double-check your workflow:
- Once you’re satisfied that the workflow is set up correctly, click Turn on. Heymarket will start the workflow and execute your preferred action.
- Congrats! You have successfully configured a workflow with an SMS action. Now your contacts have received the message from your workflow.
2. Send SMS with a Template
- Here is an example of the SEND SMS WITH TEMPLATE action in the workflow.
Creating a Template
- You need to create a template in Heymarket before creating your workflow. You’ll use this template to send your message.
- Go to the Heymarket web app and click on the icon shown in the picture:
- On the top right corner of the page, click on Create Template:
- After clicking on the button, a modal will pop up asking for the template details.
- Fill in the template details.
- You can use a merge token in the template:
- You can see the template after its creation:
- Now let’s use the template in Workflow Action.
Example
- Go back to your HubSpot account.
- Go to the Automation tab from the top navigation bar and select Workflows from the dropdown:
- On the next page, click on Create workflow:
- Follow these steps to create the workflow:
- Select Start from scratch.
- Select Contact-based.
- Choose Start from scratch.
- Click Next.
- Please complete this process step by step, otherwise you may create the wrong workflow. The correct process is below:
- Heymarket will then take you to a brand-new workflow setup page:
- If you don’t see this exact screen, return to the prior step and follow the workflow setup process again.
- Now, click on the button with the plus symbol:
- When you click on the button with the plus symbol, a sidebar will appear with the workflow actions.
- Scroll down to the bottom until you see the Heymarket actions:
- Click on Send SMS With Template The system will show you a new form asking for the details of the template and inbox.
- Fill in the form:
- Select the contact’s phone number using merge tokens.
- Select the template you have created from the drop down in Heymarket Template.
- Select the inbox from which you want to send the message:
- Click Save.
- Here’s what your workflow will look like:
- Now you need to set the Enrollment trigger to start the workflow.
- Click on Set enrollment triggers:
- It will show you a list of potential triggers.
- Select Contact properties:
- Then, search for the Phone and select Phone number:
- Select Is Known, then click on Apply Filter and Save:
Running the Workflow
- After you save the workflow, you have to turn it on to trigger the action based on the Enrollment Trigger we set earlier:
- Click Review to review your workflow:
- Once you’re satisfied with the workflow, click Turn on. Heymarket will start the workflow and execute the action when the correct triggers occur within the system.
- Congratulations! You have successfully configured a workflow with an SMS action. Your contacts have received the message from workflow.
3. Send SMS As Contact Owner
- Here is an example of the SEND SMS AS CONTACT OWNER action in the workflow.
Example
- Go to the Automation tab from the top navigation bar and select Workflows from the dropdown:
- On the next page, click on Create Workflow:
- Follow these steps to create the workflow:
- Select Start from scratch.
- Select Contact-based.
- Choose Start from scratch.
- Click Next.
-
Complete this process step by step. Otherwise, you may create an incorrect workflow. This is the correct sequence:
- Heymarket will then take you to a brand-new workflow setup page:
- If you don’t see this exact screen, return to the prior screen and follow the workflow setup process again.
- Now, click on the button with the plus symbol:
- When you click on the button with the plus symbol, a sidebar will appear with the workflow actions.
- Scroll down to the bottom until you see the Heymarket actions:
- Click on the Send SMS as Contact Owner action icon, and a new form will ask you for message and inbox details.
- Fill in the form:
- Select the phone number of the contact using merge tokens.
- Enter message details.
- Select the contact owner as the owner:
- Click Save and it will save the SMS action.
- Now, you have to set up a trigger to start the workflow.
- Click on the Set Enrollment Triggers button:
- It will show you a list of triggers to select.
- Select Contact properties:
- Then, search for the Phone and select Phone number from the list:
- Select Is Known, then click on Apply Filter and Save:
Running the Workflow
- After you save the workflow, you have to turn it on. Then it will trigger the action based on the Enrollment Trigger you set earlier.
- Now click on Review and you can review the workflow:
- Click Turn on. Heymarket will start the workflow and execute the action with the contacts that fit your criteria.
- Congratulations! You have successfully configured a workflow with an SMS action. Now your contacts have received the message from workflow.
4. Send SMS with Template as Contact Owner
- Here is an example of the SEND SMS WITH TEMPLATE AS CONTACT OWNER action in the workflow.
Creating a Template
- You need to create a template in Heymarket before creating the workflow. You’ll use the same template to send the message.
- Go to the Heymarket web app and click on the icon shown in this picture:
- On the top right corner of the page, click Create Template:
- After clicking on the button, a modal will pop up and ask for the template details.
- Fill in the template details.
- You can use merge tokens in the template:
- You can see the template after you create it:
- Now let’s use the template in Workflow Action.
Example
- Go back to the HubSpot account.
- Go to Automation from the top navigation bar and select Workflows from the dropdown:
- On the next page, click Create Workflow:
- Follow these steps to create the workflow:
- Select Start from scratch.
- Select Contact-based.
- Choose Start from scratch.
- Click Next.
-
Complete this process step by step. Otherwise, you may create a wrong workflow. This screenshot shows the correct sequence:
- Heymarket will open a brand-new workflow setup screen:
- If you don’t see this exact screen, return to the prior step and follow the workflow setup process again.
- Now, click on the button with the plus symbol.
- When you click on the button with the plus symbol, a sidebar will appear with the workflow actions.
- Scroll down to the bottom until you see the Heymarket actions:
- Click on the Send SMS With Template As Contact Owner action icon. A new form will ask fortemplate and inbox details.
- Fill in the form:
- Select the phone number of the contact using merge tokens.
- Select the template you have created from the drop down in Heymarket Template.
- Select the inbox from which you want to send the message:
- Click Save.
- Here’s what your workflow will look like:
- Now, let’s set the enrollment trigger to invoke the workflow.
- Click on the Set Enrollment Triggers button:
- It will show you a list of triggers to select.
- Select Contact Properties:
- Then, search for Phone and select Phone Number from the list:
- Select Is Known, then click on Apply Filter and Save:
Running the Workflow
- After you save the workflow, you have to turn it on to trigger the action based on the Enrollment Trigger we set earlier:
- Now click on Review to review the workflow:
- Click Turn on to start the workflow and execute the contacts that adhere to your criteria.
- Congrats! You have successfully configured a workflow with an SMS action. Now your contacts have received the message from workflow.
Message Event
Under the message event feature, we can set workflows to execute once you send or receive a message.
Usage
The event feature empowers you to design a custom automation that sends a default reply to contacts who message your inbox.
Example
While creating a workflow and setting the enrollment triggers, you can set the received event as an enrollment trigger.
Click on Set Enrollment Triggers and scroll down to the bottom of the right page until you see Heymarket: Contact Messages: Received.
You can use either of the options based on your requirements. This setup will trigger the workflow when you receive or send a new message.
Contact Owner Mapping
The integration supports contact owner mapping by utilizing the user mapping configuration in Heymarket.
Prerequisite
In order to use the owner mapping in the integration, you have to map all your HubSpot users to Heymarket users using the User Mapping configuration available in Heymarket.
To configure the users, please use the user mapping section above.
How Does it Work?
The owner mapping works while the sync is in progress. It considers HubSpot the source of truth for owners.
Scenarios
- A HubSpot contact has an owner but the Heymarket contact doesn’t.
- In this case, the sync will assign the owner of the HubSpot contact to a Heymarket contact based on the user mapping.
- HubSpot contact has an owner but Heymarket contact has a different owner.
- If the Heymarket contact has a different owner compared to the HubSpot contact, then the sync will override the contact owner in Heymarket with the contact owner of HubSpot.
- HubSpot contact does not have an owner but Heymarket contact has an owner.
- If the Heymarket contact has an owner then the sync will assign an owner to the HubSpot contact as well. This will only happen if the HubSpot contact doesn’t have an owner.
FAQ
Q. Can’t find a timeline activity on contacts timeline?
Ans: The timeline will be created only after Heymarket and HubSpot complete their initial sync. After the integration, it will take around 10 minutes for HubSpot contacts to sync with Heymarket. The sync time will depend on the number of contacts you have in HubSpot or Heymarket. If you have 10K contacts in HubSpot and 10K in Heymarket, then it will take extra 5 to 7 minutes for the sync to happen. This delaywill happen only during the integration setup period.
Q. Not able to map the FirstName, LastName, Email, Phone in field mapping?
Ans: These fields are not required for your contacts to sync between the Heymarket and HubSpot systems.
Q. Not able to send a message as contact owner?
Ans: You have to set up user mapping before using the send as a contact owner feature.
Make sure that you have completed the integration setup by mapping all of your users who are contact owners.