HubSpot Overview
The tabs below show the following data, which you can sync into Vitally via our HubSpot integration:
Companies - Vitally can import your HubSpot companies (or the HubSpot object you use as the equivalent) into Vitally as Accounts or Organizations. You'll be able to select the HubSpot fields to add to your Vitally Account/Organization profiles, make changes to those fields in Vitally, and push Vitally's customer analytics (e.g., health scores, indicators) back to your HubSpot records.
Contacts - Vitally can import your HubSpot contacts into Vitally as users. You'll be able to whitelist the HubSpot fields to add to your Vitally user profiles and make changes to those fields in Vitally.
Custom Objects - Bi-directionally sync any custom object from HubSpot into Vitally and even create new objects directly in Vitally. Deals are treated as Custom Objects and are supported in the same full read/write/create basis.
Notes - Sync your HubSpot Notes into Vitally and push Vitally's notes back to HubSpot. Please be aware that we only sync historical Notes from HubSpot over the last 7 days. We will create a note in Vitally when a note, call, or meeting is created in HubSpot.
Tasks - Sync your HubSpot Tasks into Vitally and push Vitally's Tasks back to HubSpot. Please be aware we do not sync in historical Tasks from HubSpot; only new tasks in the future.
Email - You can sync your HubSpot email into Vitally to give you a full view of your customers and the conversations they are having.
Supported Hubspot Property Types
Vitally Trait | HubSpot Property |
String | Single-line text, Radio select, Dropdown select, or HubSpot user |
Number | Number |
Datetime | Date picker |
Boolean | Single checkbox |
Multi-select | Multiple checkboxes |
Textarea | Multi-line text |
File attachment | File attachments uploaded in Vitally can be pushed to HubSpot. We can not receive attachments from HubSpot's File property. To send a file from HubSpot to Vitally, we recommend sending a Single-line text property with a URL to download the file. |
Enabling the Hubspot Integration
How-To | How-To Visuals |
Enabling Hubspot:
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Create Organizations from Hubspot Companies
If you have a hierarchy in place (i.e., parent <> child relationships), please ensure you set up the filters to identify the correct parent company as per step 7 below.
How-To | How-To Visual |
Create Organizations from Hubspot:
| Steps 1-6:
Steps 7-11: |
Create Accounts from Hubspot Companies
We'll import all users updated in the past 90 days when an account or organization is imported into Vitally.
How-To | How-To Visual |
Creating Accounts from Hubspot:
| Steps1-6:
Steps7-11: |
Learn more about the Vitally account columns you can push back to Hubspot here.
Create Users from Hubspot Contacts
With the HubSpot integration you can sync Contacts associated to your Companies in HubSpot and create them as Users in Vitally.
How-To | How-To Visual |
Create Users from Hubspot:
| Steps 1-5:
Steps 6-10:
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Syncing Notes/Tasks from Hubspot
Vitally's Hubspot integration can be used to achieve a bi-directional sync of Account or Organization level Notes and Tasks between the two systems.
How-To | How-To Visual |
Sync Notes and Tasks from Hubspot
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Notes/Tasks FAQ
Pushing Vitally Notes to Hubspot
Pushing Vitally Notes to Hubspot
Q: Once I enable the push to Hubspot, are past notes already in Vitally created in Hubspot?
A: No, only new notes going forward will be synced to Hubspot.
Q: Is there a delay when creating/updating a Vitally note before the change is pushed to Hubspot?
A: There may be a slight delay, but the update should be applied to Hubspot in near real-time.
Q: What happens if I take a note on an account in Vitally not linked to a Hubspot company?
A: Nothing - no note will be created in Hubspot.
Q: How are owners set in the Hubspot note?
A: Vitally will attempt to set the note owner to a Hubspot user with the same email as the user who created the note in Vitally. If a user is not found with a matching email, then the note has no owner in Hubspot.
Q Do note participants sync back to Hubspot?
A: Note participants added in Vitally do not sync back to Hubspot.
Q: What happens when a note that was pushed to Hubspot is deleted in Vitally?
A: If the note was first created in Vitally (i.e. it is not a 'clone' of a Hubspot-owned note), then Vitally will delete the note in Hubspot. If the note was first created in Hubspot and the Vitally 'clone' is deleted in Vitally, it is not deleted in Hubspot.
Q: What happens when a note pushed to Hubspot is deleted in Hubspot?
A: Nothing - the note in Vitally will remain.
Q: Will a note sync if an account is churned/ignored?
A: No, it will not. Once the account is out of the churned/ignored state, any update to a note will cause it to sync, though
Importing Hubspot Notes into Vitally
Importing Hubspot Notes into Vitally
Q: Once I enable the import from Hubspot, are past notes already in Hubspot created in Vitally?
A: Vitally will import Hubspot notes created or updated in the last 7 days.
Q: Is there a delay when creating/updating a Hubspot note before the change is pushed to Vitally?
A: Yes - there is a maximum of a 1 hour delay.
Q: What types of Hubspot engagements are pulled in as notes?
A: Hubspot engagements with a Note
, Meeting
, or Call
type are imported into Vitally. Email engagements are not currently synced.
Q: How are owners set on the Vitally note?
A: Vitally will attempt to set the note owner to a Vitally user with the same email as the user that owns the note in Hubspot. If a user is not found with a matching email, Vitally will auto-create a new Vitally user and associate the note to the newly auto-created profile. Note that auto-created users do not count against teammate limits on your Vitally plan.
Q: What happens when a note that was imported from Hubspot is deleted in Vitally?
A: If a Hubspot-imported note is later deleted in Vitally, then Vitally will not delete the note in Hubspot. This way, you can selectively clean up notes imported from Hubspot without affecting your Hubspot data.
Pushing Vitally tasks to Hubspot
Pushing Vitally tasks to Hubspot
Q: Once I enable the push to Hubspot, are past tasks already in Vitally created in Hubspot?
A: No, only new tasks created going forward will be synced to Hubspot.
Q: Is there a delay when creating/updating a Vitally task before the change is pushed to Hubspot?
A: There may be a slight delay, but the update should be applied to Hubspot in near real-time.
Q: What happens if I create a task on an account in Vitally not linked to a Hubspot company?
A: Nothing - no task will be created in Hubspot.
Q: How are owners set in the Hubspot task?
A: Vitally will attempt to set the task owner to a Hubspot user with the same email as the user that is assigned to, completed, or created the task in Vitally (in that order). If a user is not found with a matching email, then the task will have no owner.
Q: What happens when a task that was pushed to Hubspot is deleted in Vitally?
A: If the task was first created in Vitally (i.e. it is not a 'clone' of a Hubspot-owned task), then Vitally will delete the task in Hubspot. If the task was first created in Hubspot and the Vitally 'clone' is deleted in Vitally, it is not deleted in Hubspot.
Q: What happens when a task pushed to Hubspot is deleted in Hubspot?
A: Nothing - the task in Vitally will remain.
Importing Hubspot tasks into Vitally
Importing Hubspot tasks into Vitally
Q: Once I enable the import from Hubspot, are past tasks already in Hubspot created in Vitally?
A: Vitally will import Hubspot tasks created or updated in the last 7 days.
Q: Is there a delay when creating/updating a Hubspot task before the change is pushed to Vitally?
A: Yes - there is a maximum of a 1 hour delay.
Q: How are owners set on the Vitally task?
A: Vitally will attempt to set the task assignee to a Vitally user with the same email as the user who owns the task in Hubspot. If a user is not found with a matching email, Vitally will auto-create a new Vitally user and associate the task to the newly auto-created profile. Note that auto-created users do not count against teammate limits on your Vitally plan.
Q: What happens when a task that was imported from Hubspot is deleted in Vitally?
A: If a Hubspot-imported task is later deleted in Vitally, then Vitally will not delete the task in Hubspot. This way, you can selectively clean up tasks imported from Hubspot without affecting your Hubspot data.
Q: Why is the Hubspot task "creator" updated to the "assignee" when editing the "assignee" in Hubspot?
A: HubSpot's API does not distinguish between a task’s creator and its assignee. Instead, it provides a single field called the task "owner." Because of this limitation, when you update the task's assignee in HubSpot, both the creator and the assignee fields are updated to reflect the new owner.
This behavior only applies to tasks created initially in HubSpot. The creator field remains unchanged for tasks created in Vitally and then synced to HubSpot.
Hubspot Custom Objects
Alongside Notes and Tasks, you can also sync any Object associated with your mapped Account or Organization Object into Vitally. This includes standard objects like Deals as well as any Custom Objects you create in Hubspot.
How-To | How-To Visual |
Sync Custom Objects from Hubspot:
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Hubspot Custom Objects FAQ
Syncing Key Roles from HubSpot
Vitally allows you to map traits from HubSpot to key roles, providing a seamless way to keep your contact information updated. If you map your Key Roles to a HubSpot owner property (i.e., a property that points to a team member) then Vitally will give you the option of sync-only, push-only, or two-way sync.
Keep in mind that if you map your Key Roles to a custom trait, such as a HubSpot text trait, that is not a HubSpot user property, the sync between the custom trait and the Key Role is not bidirectional. This means:
Updating the key role in the Key Roles card will not update the value of the mapped custom trait.
For example, if you change the Key Role directly within the Key Role card in Vitally, that change will not reflect back on the custom trait.
To ensure that the custom trait and the key role remain consistent, we recommend updating the mapped custom trait directly rather than making changes to the Key Role if using a text trait.
How-To | How-To Visual |
Sync Key Roles from Hubspot:
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Syncing Emails between HubSpot <> Vitally
If enabled, we bring in person-to-person emails via HubSpot's Engagements API.
We do not bring in HubSpot marketing emails, as that is not part of their Engagements API, and we only sync in historical emails from the past 30 days.
How-To | How-To Visual |
Sync emails from Hubspot
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If you have set up one of our native email integrations (Gmail or Outlook) we will already be bringing in conversations with your HubSpot contacts who are also users in Vitally.
Reconnect Hubspot Integration
If you need to change the user who authenticated the Vitally <> HubSpot integration, you can easily do so without affecting your current configuration settings. Mapped fields, import filters, and other integration specifics will be retained!
How-To | How-To Visual |
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Hubspot FAQ
Q: What permissions do I need to integrate Hubspot?
A: We use Hubspot's schema APIs. SuperAdmin is recommended, but as long as you have all the right permissions, you should be able to connect. Additionally, when connecting, you should be prompted with the necessary permissions when you authenticate
Q: How can I sync parent/child companies to the right levels in Vitally?
A: Parent companies should be synced to the Organization level and Child companies to the Account level. You can select the relevant object to sync to the appropriate level, but please ensure that if using a "Company" object, the relevant filters are also applied to differentiate between a Parent and a Child as per step 6 in Organizations & Accounts. You can reach out to your Solutions Architect for any clarification on this before syncing.
Q: Why can I not select traits from custom objects such as Deal to add to Lifecycle Tracking, Notes, Docs, etc.?
A: Custom object traits such as from Deals will not pull through as traits you can add across our features. We recommend mapping these traits to the company level via a workflow in Hubspot.
Q: Why are the Key Roles not mapping from Hubspot to Vitally?
A: You may have selected a non-email trait in our Key Roles mapping feature in Settings. You will also need to ensure the team member who you are matching to exists in Vitally and has a seat for us to make a match.
Q: Can I change the user who authenticated the Hubspot integration?
A: Yes! Follow the steps outlined above in Reconnect Integration
Q: Why can't I update the values of a multi select in Vitally?
A: If you edit a Hubspot trait you'll see an error that says "This trait's options are managed by the Hubspot integration. Removing or adding options from Vitally is not supported." Enumerated Hubspot multi select fields and reference fields are all managed by their respective integration (Hubspot) so you'll need to make edits to the values in Hubspot.