HubSpot Integration - Setup

The integration between HubSpot and Membrain is a powerful capability that helps you align your sales and marketing efforts.
Setting up the integration is quick and easy, and with the step-by-step instructions below to help you get started, you'll be up and running in no time.

1. Connect Membrain to HubSpot

  1. Go to System Setup from the profile picture (bottom left)
  2. Scroll down to the Integrations area and click on the HubSpot link
  3. Authenticate by adding your HubSpot API Key and click Save.

2. What to Sync

HubSpot to Membrain - Company & Contact details

You can set up Membrain to automatically import contacts from HubSpot when they appear in specific lists.

IMPORTANT NOTE: A contact name AND a company name are both mandatory fields for contacts to be synced to Membrain.

Once you select your list, Membrain creates a Contact and a Company in Membrain. The Fields to Sync section below shows you how you can then decide which specific information about the company or contact you would like to sync.

 

Create Prospects, Sales or Account Growth Projects automatically

Once you've decided what the criteria is for creating new contacts in Membrain, you can start to look at what you want to happen within Membrain, when a new contact is created.

For instance, if you're a sales leader you might want to create a Sales Project, as shown in the example below.

And, if you're a marketer or an administrator it's great to be able to add company-level information to a Prospect, Sales project, or Account growth project. You can select among a range of fields which ones you want to push from Hubspot into Prospect/Sales Project/Account Growth Project in Membrain.

Membrain to HubSpot

Membrain can automatically create contacts in your HubSpot account. It will attempt to locate already existing contacts using the contacts' email address and if a contact is not found, a new contact will be created in Hubspot.

3. Fields to Sync

Mandatory Fields

By default, there are some mandatory contact- and company-level fields that are synced both ways automatically and that cannot be configured. See pictures below.

Select Which Fields to Sync

Syncing additional custom fields allows you to configure which additional contact information will be synced from HubSpot into Membrain, or from Membrain to HubSpot. In addition to contact fields, company fields, such as Owner, Process, Key, and more, as well as process fields can be mapped.
You can set up a one-way sync or a two-way sync. The bold arrow shows in which direction the fields sync is activated.

4. Sync Status

That is a helpful area to check on the status of the sync and how each field sync is performing in the Status Area.

  • See when the sync ran last. By default, the sync runs every 3 minutes.
  • Initially, you may "Run Sync Once" to test the integration, then click on "Start Sync Service" to sync fully.
  • Stop the sync at any time, and restart when ready.

IMPORTANT NOTE: When the HubSpot integration is not working properly, an error message will be sent in Membrain Guide to every user with admin rights. This message will be triggered if any of the following occurs:
  • For some reason, no progress has been made in any of the sub syncs of the integration for at least 1 full day
  • The remote server has stopped working

Updating Sync Timestamp

During the initial sync process, if the data being synced has not been modified recently, change the sync timestamps to an earlier date. To update the sync date:

  1. Disable Sync by clicking on "Stop Sync Service"
  2. Update the date on timestamp by hovering and clicking on it
  3. Save and Enable Sync Service

5. API Log

This log can be useful for those with a more technical background. The log lists every event related to the sync in date order and can be very useful for analyzing or troubleshooting the sync.

  • Go to System Setup > HubSpot Integration > Log

  • Click on Show Individual Logs to view logs by run dates.

  • Click on Back to Main Log to go to the full view of the logs.

  • Download All Logs allows you to download the entire log.