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HubSpot

Import & Sync your HubSpot Organizations, Accounts, Contacts into Vitally with our HubSpot integration

Laura Bedoya avatar
Written by Laura Bedoya
Updated over 3 weeks ago

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:

  1. Navigate to your Settings (⚙️) by selecting your Account Logo at the top left, then select Integrations to find Hubspot (or get there via Quick Jump CMD+J).

  2. Toggle the Hubspot button

  3. Follow the steps to grant access in Hubspot

  4. Now, you're able to configure your data sync! Continue below for more specifics on each hierarchy and activity

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:

  1. Navigate to your Settings (⚙️) by selecting your Account Logo at the top left, then select Integrations to find Hubspot (or get there via Quick Jump CMD+J).

  2. Navigate to the Organizations tab

  3. Toggle the button labeled "Organization sync with HubSpot is disabled. Click to enable"

  4. Select the HubSpot Object that you want to sync into Vitally as an Organization

  5. Select Yes or No if your HubSpot Companies have the external ID of the Organization stored in some field

    1. Select "Yes" if you have a common External ID linking all your customer data from one tool to another

    2. Select "No" if you currently don't track this External ID in Hubspot. In this instance, you can configure a Hubspot field that has a value which maps to an existing Vitally Organization trait that is already being synced from one of your other tools (Must be a "String")

  6. (Optional) Choose a Fallback ID if you've selected Yes in the above step. This is useful if you want to import HubSpot Companies before the above primary external ID field is set

    1. Vitally will create Organizations using this Fallback ID only if the primary External ID for the Organization you want to sync is NULL

    2. Once the primary external ID is set on the Organization, Vitally will automatically switch the ID over to the primary ID and merge any duplicate Organizations created from other systems

  7. Select whether you want to create and update Organizations or update only current Vitally Organizations

  8. Define conditions to limit which Organizations you want to pull in data (e.g: Only those marked as a "paying customer" to avoid pulling in any prospects)
    ​It is mandatory you add a filter here so that Vitally can identify the parent companies.

  9. Pick the traits you would like to pull into Vitally and set the relevant editing permissions If you select 'no one' to allow edits, that means Vitally can't make updates. Updates can only be done in Hubspot

  10. You can choose if you want to push any Vitally data points back to Hubspot (E.g. NPS, Health Scores). Please follow to steps below to set this up as Vitally does not create fields for you:

    1. Create the field in Hubspot. When creating your Hubspot field, give it a name that starts with "Vitally" (this is required).

    2. You must match the field type of your new Hubspot field. For example, create a new Number field if pushing our health score.

    3. Finally, back in Vitally, select the Vitally trait you attach to your Hubspot Organization

  11. Once all done, select the blue button labeled "Sync my Hubspot data with Vitally"

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:

  1. Navigate to your Settings (⚙️) by selecting your Account Logo at the top left, then select Integrations to find Hubspot (or get there via Quick Jump CMD+J).

  2. Navigate to the Accounts tab

  3. Toggle the button labeled "Account sync with HubSpot is disabled. Click to enable"

  4. Select the HubSpot Object that you want to sync into Vitally as an Account

  5. Select Yes or No if your HubSpot Companies have the external ID of the Account stored in some field

    1. Select "Yes" if you have a common External ID linking all your customer data from one tool to another

    2. Select "No". If you currently don't track this External ID in Hubspot. In this instance, you can configure a Hubspot field that has a value which maps to an existing Vitally Account trait that is already being synced from one of your other tools (Must be a "String")

  6. (Optional) Choose a Fallback ID if you've selected Yes in the above step. This is useful if you want to import HubSpot Companies before the above primary external ID field is set

    1. Vitally will create Accounts using this Fallback ID only if the primary External ID for the Accounts you want to sync is NULL

    2. Once the primary external ID is set on the Account, Vitally will automatically switch the ID over to the primary ID and merge any duplicate Accounts created from other systems

  7. Select whether you want to create and update Accounts or update only current Vitally Accounts

  8. Define conditions to limit which Accounts you want to pull in data (e.g: Only those marked as a "paying customer" to avoid pulling in any prospects) If you have hierarchy in place (parent <> child account relationships) and will be syncing "Organizations" please ensure you add filters here so that Vitally can identify the correct child companies.

  9. Pick the traits you would like to pull into Vitally and set the relevant editing permissions Note: If you select 'no one' to allow edits, that means Vitally can't make updates. Updates can only be done in Hubspot.

  10. You can choose if you want to push any Vitally data points back to Hubspot (E.g. NPS, Health Scores). Please follow to steps below to set this up as Vitally does not create fields for you:

    1. Create the field in Hubspot. When creating your Hubspot field, give it a name that starts with "Vitally" (this is required)

    2. You must match the field type of your new Hubspot field. For example, create a new Number field if pushing our health score

    3. Finally, back in Vitally, select the Vitally trait you attach to your Hubspot Organization

  11. Once all done, select the blue button labeled "Sync my Hubspot data with Vitally"

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:

  1. Navigate to your Settings (⚙️) by selecting your Account Logo at the top left, then select Integrations to find Hubspot (or get there via Quick Jump CMD+J).

  2. Navigate to the tab Users/Contacts

  3. Toggle on the button labeled "User sync with HubSpot is enabled"

  4. Select Yes or No if your HubSpot Contacts have the external ID of the User stored in some field

    1. Select "Yes" if you have a common External ID linking all your customer data from one tool to another, as outlined in the article here

    2. Select "No". If you currently don't track this External ID in Hubspot. In this instance, you can configure a Hubspot field that has a value which maps to an existing Vitally User trait that is already being synced from one of your other tools (Must be a "String")

  5. (Optional) Choose a Fallback ID if you've selected Yes in the above step. This is useful if you want to import HubSpot Contacts before the above primary external ID field is set

    1. Vitally will create users using this Fallback ID only if the primary External ID for the User you want to sync is NULL

    2. Once the primary external ID is set on the User, Vitally will automatically switch the ID over to the primary ID and merge any duplicate Users created from other systems

  6. Select whether you want to create and update Users or update only current Vitally Users

  7. Define conditions to limit which Users you want to pull in data (E.g. Only those marked as a "decision maker/main contact")

  8. Select the Hubspot contact field that contains the email of the User

  9. Pick the traits you would like to pull into Vitally and set the relevant editing permissions If you select 'no one' to allow edits, that means Vitally can't make updates. Updates can only be done in Hubspot.

  10. Once all done, select the blue button labeled "Sync my Hubspot data with Vitally"

Steps 1-5:

Steps 6-10:

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

  1. Navigate to your Settings (⚙️) by selecting your Account Logo at the top left, then select Integrations to find Hubspot (or get there via Quick Jump CMD+J).

  2. Navigate to the Notes or Tasks tab

  3. Turn on the toggle for the relevant directions you would like to sync the data:

    1. Vitally -> Hubspot (Automatically create a note in HubSpot when a note is created in Vitally)

    2. Hubspot <- Vitally (Automatically create a note in Vitally when a 'Note', 'Call', or 'Meeting' is created in HubSpot)

  4. Click the blue button labeled "Update Hubspot Configuration"

Our integration automatically backfills notes, tasks, and custom objects when a new account or organization is created.

  1. When the integration is first enabled, we will automatically import notes and tasks for newly created accounts or organizations, not just those created during Hubspot's initial setup.

  2. When an account or organization moves from "ignored" to "subscribed", if an account/org was previously ignored and is now being tracked, we will backfill historical data based on the period of time it was ignored.

Timeframe for Backfilling

  • New accounts/orgs: We will backfill up to 12 months of historical data.

  • Ignored accounts/orgs that become subscribed: We only backfill data for the period the account/org was ignored. For example, if an account was ignored for 1 day, we will only backfill data from that 1-day window.

Notes/Tasks FAQ

Pushing Vitally Notes to Hubspot

Once I enable the push to Hubspot, are past notes already in Vitally created in Hubspot?

No, only new notes going forward will be synced to Hubspot.

Is there a delay when creating/updating a Vitally note before the change is pushed to Hubspot?

There may be a slight delay, but the update should be applied to Hubspot in near real-time.

What happens if I take a note on an account in Vitally not linked to a Hubspot company?

Nothing - no note will be created in Hubspot.

How are owners set in the Hubspot note?

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.

Do note participants sync back to Hubspot?

Note participants added in Vitally do not sync back to Hubspot.

What happens when a note that was pushed to Hubspot is deleted in Vitally?

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.

What happens when a note pushed to Hubspot is deleted in Hubspot?

Nothing - the note in Vitally will remain.

Will a note sync if an account is churned/ignored?

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

Will updates made to Vitally-created Notes in Hubspot sync back to Vitally?

We only import note bodies for Hubspot-created notes. If a note is created in Vitally and updated in Hubspot, we will import other attributes but not the note body as it is incompatible with our rich text editor.

Importing Hubspot Notes into Vitally

Once I enable the import from Hubspot, are past Notes already in Hubspot created in Vitally?

Vitally will import Hubspot notes created or updated in the last 7 days.

Is there a delay when creating/updating a Hubspot Note before the change is pushed to Vitally?

Yes - there is a maximum of a 1 hour delay.

What types of Hubspot engagements are pulled in as Notes?

Hubspot engagements with a Note, Meeting, or Call type are imported into Vitally. Email engagements are not currently synced.

How are owners set on the Vitally Note?

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.

What happens when a Note that was imported from Hubspot is deleted in Vitally?

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

Once I enable the push to Hubspot, are past tasks already in Vitally created in Hubspot?

No, only new tasks created going forward will be synced to Hubspot.

Is there a delay when creating/updating a Vitally task before the change is pushed to Hubspot?

There may be a slight delay, but the update should be applied to Hubspot in near real-time.

What happens if I create a task on an account in Vitally not linked to a Hubspot company?

Nothing - no task will be created in Hubspot.

How are owners set in the Hubspot task?

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.

What happens when a task that was pushed to Hubspot is deleted in Vitally?

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.

What happens when a task pushed to Hubspot is deleted in Hubspot?

Nothing - the task in Vitally will remain.

Importing Hubspot tasks into Vitally

Once I enable the import from Hubspot, are past tasks already in Hubspot created in Vitally?

Vitally will import Hubspot tasks created or updated in the last 7 days.

Is there a delay when creating/updating a Hubspot task before the change is pushed to Vitally?

Yes - there is a maximum of a 1 hour delay.

How are owners set on the Vitally task?

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.

What happens when a task that was imported from Hubspot is deleted in Vitally?

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.
​
​Why is the Hubspot task "creator" updated to the "assignee" when editing the "assignee" in Hubspot?

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:

  1. Navigate to your Settings (⚙️) by selecting your Account Logo at the top left, then select Integrations to find Hubspot (or get there via Quick Jump CMD+J).

  2. Navigate to the Custom Objects tab. There, you'll see the ability to map any object into Vitally

  3. Once you select an object from Hubspot, you'll be able to configure these details:

    • Account reference field - here you'll need to select the field on the object that references the Account the object belongs to. We'll try our best to suggest a field that references your mapped Account object. It is important that the field you select is only populated with the ID for an Account. Otherwise, we will not be able to import your data

      Note: If we are unable to find a direct field relationship with Account you may see a warning like this:

    • Organization reference field - here you can select the field on the object that references the Organization the object belongs to. Note: If you configure an association to both Accounts and Organizations, and an object has an association to both, the association to the Account will be preferred.

    • Name field - choose the Hubspot field that serves as the main 'name' of the object. If you allow your users to create new objects in Vitally, we will sync those objects back to Hubspot in real-time

    • Create permissions - choose who, if anyone, should be able to create new objects in Vitally

    • Fields - select the fields on the object to import into Vitally, as well as whether the field can be edited in Vitally. We'll sync any edits back to Hubspot near real-time (can take up to an hour at times)

  4. Once you're happy with the setup, click the blue button labeled "Sync my Hubspot data with Vitally"

Hubspot Custom Objects FAQ

Configuring the Custom Object Sync

Q: I'm seeing an error to re-authenticate

A: You will see this if you haven't re-authenticated since we released custom objects in early Jan 2023

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.

A key role can only be mapped to an internal user, not an end user. Note that an Account Owner is the exception, learn more here.

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:

  1. Navigate to your Settings (⚙️) by selecting your Account Logo at the top left, then select Integrations to find Hubspot (or get there via Quick Jump CMD+J).

  2. In the Accounts (or Organizations) Tab, click Add a trait to pick the HubSpot Company property that holds the email of the Key Role you'd like to pull into Vitally.

    1. This must be a Company property that references the email of a HubSpot team member (e.g Owner Email)

  3. Then navigate back to Vitally settings to find Accounts (or Organization) and select Key Roles (or get there via Quick Jump CMD+J)

  4. Hover over the Key Role to access the three-dot menu to edit or create a new Key Role.

  5. Select the HubSpot email trait you synced in above.

  6. Then select the sync mode:

    • Hubspot to Vitally Only

    • Bi-directional

    • Vitally to Hubspot Only

  7. Select Save

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

  1. Navigate to your Settings (⚙️) by selecting your Account Logo at the top left, then select Integrations to find Hubspot (or get there via Quick Jump CMD+J).

  2. Navigate to the tab Emails.

  3. Turn on the toggle labeled "Hubspot -> Vitally".

  4. Click the blue button labeled "Update Hubspot Configuration".

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

  1. Navigate to your Settings (⚙️) by selecting your Account Logo at the top left, then select Integrations to find Hubspot (or get there via Quick Jump CMD+J).

  2. Select the Reconnect button

  3. Follow the steps to grant access in Hubspot

Manually Trigger a Re-sync of Organization, Account, or User HubSpot Trait Data

ℹ️ Manually triggering a re-sync is only available if you're using our Customer 360 navigation.

If you ever notice outdated trait data in Vitally or HubSpot, a quick click can refresh it. You can manually trigger a re-sync of Organization, Account, or User trait data for your HubSpot integration.

  • Manually pull or push updated data from HubSpot

  • Push updates on demand instead of waiting up to an hour or contacting Support

How-To

How-To Visuals

  1. Navigate to the Customer 360 of the Organization, Account, or User record you need to update.

  2. Select All Properties

  3. Select HubSpot

  4. Choose the Update button to trigger a trait pull from HubSpot to Vitally. Choose the Push button to trigger a trait push from Vitally to HubSpot.

Hubspot FAQ

What permissions do I need to integrate Hubspot?

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

How can I sync parent/child companies to the right levels in Vitally?

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.

Why can I not select traits from custom objects such as Deal to add to Lifecycle Tracking, Notes, Docs, etc.?

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.

Why are the Key Roles not mapping from Hubspot to Vitally?

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.

Can I change the user who authenticated the Hubspot integration?

Yes! Follow the steps outlined above in Reconnect Integration

Why can't I update the values of a multi-select in Vitally?
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.

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