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Hubspot Integration

  • Updated

  

Prerequisite

With Heymarket's Hubspot integration, you can now send/receive text messages and incorporate texting in your workflows in Hubspot! To set this up, you must have a paid Heymarket Team and Inbox.

 

Installing the App

1. Sign into Heymarket

 

 

  • After logging into the app, you need to integrate the Heymarket app with Hubspot.
  • Click on the Administrator tab in the bottom left of the browser:

 

  • Click on the Integrations  tab to connect the app:

 

2. Setup

  • Now, 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 the application from your Hubspot account.
  • You will be asked to choose the Hubscot account with which you want to connect to Heymarket:

3. Grant Access 

  • After you choose your Hubspot account, the Heymarket app will ask you to grant some permissions to allow Heymarket to work seamlessly in your Hubspot account:

 

  • After you click on grant access, it will take a few seconds to redirect you to the Heymarket app.

 

4. Check Installation

  • You can check whether your Hubspot app is connected to Heymarket in the Adminstration > Integrations page. If you see a Manage link this means the app has been successfully connected:

  • Congratulations, you have successfully connected your Hubspot account with Heymarket.

 

Configuration and Overview

1. Configuration & Details

  • After the initial sync, when you click manage for the Hubspot integration page (in the Heymarket web app) you will be sent to a configuration screen.
  • Click on Manage:

  • Let’s understand the configuration settings one by one:
    1. Disable button.
      • If you wish to disable the integration and remove it from the Heymarket then you can click on this link to disable.
    2. User
      • The user email who installed the integration will be shown here. 
    3. Hubspot Domain
      • The domain of the connected Hubspot instance will be shown here.
    4. Timeline Events
      • The timeline events which are sent into Hubspot can be controlled from here. You can choose if you want to enable/disable the timeline events.
    5. Mobile Phone Property
      • Our integration supports 2 phone number properties from Hubspot, you can choose any option which is suitable for you.
      • Let’s understand the phone options in detail: 
        • Phone Number means that our app will look for the Phone property in Hubspot to perform any operation on contact related to phone numbers.
        • Mobile Phone Number means that our app will look for the Mobile Phone property in Hubspot to perform any operation on contact related to phone numbers.
        • Phone Number, Mobile Phone Number means that our app will look for the Phone number property  first into the Hubspot and if it’s not available then it will look for the Mobile Phone property.
        • Mobile Phone Number, Phone Number means that our app will look for the Mobile Phone Number property first into the Hubspot and if it’s not available then it will look for the Phone Number Property.
    6. Create New Contacts in HubSpot
      • The contact which will be created from heymarket into Hubspot. You can control these contacts by enabling or disabling them from this window.

 

2. User Mapping

  • This feature will allow you to treat a particular user of Hubspot as an Inbox (Heymarket phone number) in Heymarket. You can map a particular user from Hubspot to an Inbox and then send a message as a contact owner by using the automation/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:

4. Contact Sync

  • Heymarket app comes with a feature which will automatically sync all your contacts between Heymarket and Hubspot.
  • If the Hubspot Contact has a phone number in it, then it will be created into Heymarket and vice-versa.

 

5. Chats

  • When a contact has a phone number in it, then you can use that contact to send messages using the Heymarket chat widget.
  • To start a conversation with a contact or to send them a message just go to the contact:

 

 

  • You can click on the contact name that has a phone number in it 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 for communicating with the contact using Heymarket chat widget.
  • Click on the Chats button, a modal is opened containing the conversation window with the contact.Send messages now or schedule with attachments, templates emojis and more:

 

  • Now you can use this chat widget to send a SMS to contact.

6. Chats History

  • You can send a message to contact 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/receive messages to/from contact, an event will be created and shown in the timeline of the contact.
  • You can see the messages in the timeline, below is a sample of those timeline messages:

 

NOTE: The timeline event will only start to show after the initial sync is done with Heymarket.

 

Workflow

  • The Heymarket app includes workflow actions and message events which you can use 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 workflow from the dropdown:

 

 

  • On the next page, click on Create Workflow:

 

  • Follow the steps to create the workflow
    1. Select Start from scratch.
    2. Select Contact-based workflow.
    3. Choose start from scratch
    4. Click next 
  • Please do this step by step, otherwise you may create a wrong workflow:

 

 

 

  • You will be landed on a brand new workflow to set up:

 

  • If you don’t see the exact structure, please go back and follow the workflow setup process again.
  • Now, Click on the Plus button:

 

  • When you click on the plus icon, a sidebar will appear with the workflow actions,
  • You have to scroll down to the bottom, until you see the Heymarket actions:

 

 

  • Click on the “end SMS action icon and it will show a new form to get the details of the message and inbox.
  • Fill in the details in the form:
    1. You have to select the phone number of the contact using merge tokens.
    2. Enter the details of your message which will be sent to the contact.
    3. Select the preferred inbox from which you want to send the message:

 

  • Click on the Save button and it will save the SMS action.
  • Now, we 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.

  • And select Is Known, click on Apply Filter and Save:

 

Running the Workflow

  • After you save the workflow,  you have to start it and it will trigger the action based on the Enrollment Trigger we set earlier:

  • Now click on the review button and let’s review our workflow situation:

  • Now click on Turn on, it will start the workflow and execute the contacts coming into the criteria.
  • Congrats, you have successfully configured a workflow with SMS action, now your contacts have received the message from workflow.

 

2. Send SMS with a Template

  • Here is an example of the  SEND SMS WITH TEMPLATE action in the workflow.

 

Creating a Template

  • Let’s create a template in Heymarket before creating the workflow, so that we can use the same template to send the message.
  • Go to Heymarket web-app and click on the icon shown in the picture:

 

  • On the top right corner of the page, click on the Create Template button:

  • After clicking on the button, a modal will be popped 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 workflow from the dropdown: 

 

 

  • On the next page, click on Create Workflow:

  • Follow the steps to create the workflow:
    1. Select Start from scratch.
    2. Select Contact-based workflow.
    3. Choose start from scratch
    4. Click next
  • Please do this step by step, otherwise you may create a wrong workflow: 

 

 

  • You will land on a brand new workflow to set up:

 

  • If you don’t see the exact structure, please go back and follow the workflow setup process again.
  • Now, Click on the Plus button:

  • When you click on the plus icon, a sidebar will be appeared with the workflow actions,
  • You have to scroll down to the bottom, until you see the Heymarket actions:

  • Click on the Send SMS With Template action icon and it will show a new form to get the details of the template and inbox.
  • Fill in the details in the form:
    1. You have to select the phone number of the contact using merge tokens.
    2. Select the template you have created from the drop down in Heymarket Template.
    3. Select the preferred inbox from which you want to send the message:

 

  • And click the Save button. 
  • So, here’s how 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 the Phone and select the Phone Number from the list:

  • And select Is Known, click on Apply Filter and Save:

 

 

 

Running the Workflow

  • After you save the workflow,  you have to start it and it will trigger the action based on the Enrollment Trigger we set earlier:

  • Now click on the review button and let’s review our workflow situation:

 

  • Now click on “Turn on”, it will start the workflow and execute the contacts coming into the criteria.
  • Congratulations, you have successfully configured a workflow with SMS action, now your contacts have received the message from workflow.

 

3. Send SMS As Contact Owner

  • Here is an example of the  SEND SMS action in the workflow.

Example

  • Go to the Automation tab from the top navigation bar and select workflow from the dropdown:

 

 

  • On the next page, click on Create Workflow:

 

  • Follow the steps to create the workflow:
    1. Select Start from scratch.
    2. Select Contact-based workflow.
    3. Choose start from scratch.
    4. Click next. 
  • Please do this step by step, otherwise you may create a wrong workflow:

 

 

  • You will be land on a brand new workflow to set up:

 

 

  • If you don’t see the exact structure, please go back and follow the workflow setup process again.
  • Now, click on the Plus button:

  • When you click on the plus icon, a sidebar will be appeared with the workflow actions,
  • You have to scroll down to the bottom, until you see the Heymarket actions:

 

 

  • Click on the Send SMS as Contact Owner action icon and it will show a new form to get the details of the message and inbox.
  • Fill in the details in the form:
    1. You have to select the phone number of the contact using merge tokens.
    2. Enter the details of your message which will be sent to the contact.
    3. Select the contact owner as the owner:

 

  • Click on the Save button and it will save the SMS action.
  • Now, we 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:

  • And select Is Known, click on Apply Filter and Save:

 

Running the Workflow

  • After you save the workflow,  you have to start it and it will trigger the action based on the Enrollment Trigger we set earlier.

  • Now click on the review button and let’s review our workflow situation: 

  • Now click on Turn on, it will start the workflow and execute the contacts coming into the criteria.
  • Congratulations, you have successfully configured a workflow with 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 Template

  • Let’s create a template in Heymarket before creating the workflow, so that we can use the same template to send the 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 the Create Template button:

  • After clicking on the button, a modal will be popped asking for the template details
  • Fill in the template details.
  • You can use merge tokens in the template:

 

  • You can see the template after its creation:

 

  • 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 workflow from the dropdown:

 

 

 

  • On the next page, click on Create Workflow:

 

  • Follow the steps to create the workflow
    1. Select Start from scratch.
    2. Select Contact-based workflow.
    3. Choose start from scratch.
    4. Click next 
  • Please do this step by step, otherwise you may create a wrong workflow:

  

  • You will be landed on a brand new workflow to set up: 

 

  • If you don’t see the exact structure, please go back and follow the workflow setup process again.
  • Now, Click on the Plus button:

  • When you click on the plus icon, a sidebar will be appeared with the workflow actions,
  • You have to scroll down to the bottom, until you see the Heymarket actions:

  • Click on the Send SMS With Template As Contact Owner action icon and it will show a new form to get the details of the template and inbox.
  • Fill in the details in the form.
    1. You have to select the phone number of the contact using merge tokens.
    2. Select the template you have created from the drop down in Heymarket Template.
    3. Select the preferred inbox from which you want to send the message:

 

  • And click the Save button.
  • So, here’s how 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 the Phone and select the Phone Number from the list:

  • And select Is Known, click on Apply Filter and Save:

 

 

Running the Workflow

  • After you save the workflow,  you have to start it and it will trigger the action based on the Enrollment Trigger we set earlier:

  • Now click on the review button and let’s review our workflow situation:

 

  • Now click on Turn on, it will start the workflow and execute the contacts coming into the criteria.
  • Congrats, you have successfully configured a workflow with SMS action, now your contacts have received the message from workflow.

Message Event

Under the message event feature, we can set workflow to execute upon the sent or receive event of the message.

 

Usage

When we receive/send a message and want to give a default reply to the contact then we can use this event feature to design a custom automation to send messages to contacts.

Example

While creating a workflow and setting the enrollment trigger, you can set the Received Event into the enrollment trigger.

Click on Set Enrollment Triggers and scroll down to the bottom of the right page until you see the

Heymarket: Contact Message: Received:

You can use either of them based upon your requirement, it will trigger the workflow when you receive/sent a new message.

 

FAQ

Q. Can’t find a timeline activity on contacts timeline?

Ans: The timeline will be created only after the initial sync completed between Heymarket and Hubspot. After the integration of the application, it will take around 10 minutes to complete the initial sync of the Hubspot contacts with the heymarket. The sync time will depend upon the number of contacts you have in Hubspot or heymarket. If there are 10K contacts in Hubspot and 10K in heymarket, then it will take extra 5 to 7 minutes for the sync to happen. These will happen only for the first time while doing the integration.

Q. Not able to map the FirstName, LastName, Email, Phone in field mapping?

Ans: These are the standard field mapping which will not be required to be mapped for sync of contacts.

Q. Not able to send a message as contact owner?

Ans: You have to set up the user mapping before using the send as a contact owner feature.

Make sure that you have mapped all the users who are the contact owners in the Integration setup.

 

 

 

 

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