Hubspot

Import & sync your Hubspot accounts and contacts into Vitally with our Hubspot integration

Overview

Vitally's Hubspot integration can sync the following data between Hubspot and Vitally:

  • Companies - Vitally can import your Hubspot companies into Vitally as accounts. You'll be able to whitelist the Hubspot fields to add to your Vitally account 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,

Coming soon!

  • Notes - Sync your Hubspot notes into Vitally and push Vitally's notes back to Hubspot.

  • Tasks - Sync your Hubspot tasks into Vitally and push Vitally's tasks back to Hubspot.

Enabling the Hubspot integration

To enable the Hubspot integration, navigate to Integrations -> Hubspot in your Account Settings (or get there via Quick Jump). When there, first click the Connect to Hubspot button. That will redirect you to Hubspot, where you'll need to grant Vitally access to your Hubspot data. Once you do, you'll be redirected back to Vitally, where you'll be able to configure the integration.

Creating Vitally accounts from Hubspot companies

Step 1: Configure how Hubspot companies should match to Vitally accounts

In Vitally, all accounts have a single, global account ID (called "External ID").

This ID is always set by the first system that creates the Account in Vitally. If you use Segment's group API, for example, the "External ID" is the ID passed in your group calls.

We pretty much always recommend that this ID be the primary ID assigned by your database to the account. We also recommend tracking that ID in all your systems, including Hubspot. So if you already do that, select Yes here, and in the next option, select the Hubspot field that has that value:

If you don't track this ID in Hubspot already, select No. You'll then need to configure a Hubspot field that has a value which maps to an existing Vitally account trait:

Step 2: Specify whether Hubspot can create new accounts in Vitally

It is quite common for Hubspot to track accounts that aren't actually current customers. In that case, you probably don't want those accounts in Vitally. You can achieve that in one of 2 ways:

Option 1: Allow Hubspot to create accounts, but define filters to limit the accounts to import

Let's say that anyone with an "Account Type" in Hubspot that contains "Customer" in their value is an actual customer that you want in Vitally. The above filter will help you ensure that only your actual customers in Hubspot create new account profiles in Vitally.

Option 2: Don't allow Hubspot to create accounts - only update existing Vitally accounts with matching Hubspot accounts

Select this option if you'd rather some other system (e.g Segment, Stripe) create the account in Vitally first before pulling in a matching profile from Hubspot.

Step 3: Select Hubspot fields to pull into Vitally (+ whether those fields can be updated in Vitally)

Here, you can whitelist which Hubspot fields to attach to your account profiles in Vitally. Additionally, if you switch the Allow Edits option on, you'll be able to edit that field in Vitally. Once you update the field in Vitally, we'll immediately update it in Hubspot so that the two systems stay in sync!

Step 4: Select Vitally columns to add to your Hubspot companies

Finally, our Hubspot integration not only lets you pull in and edit Hubspot fields in Vitally, it also allows you to push our customer insights back to your Hubspot companies! Some of the fields you can push back to Hubspot include:

  • Overall health score + individual health scores

    Subscription details like renewal date and MRR

  • NPS data like overall NPS score + # of promoters, passives, and detractors

  • Active indicators and segments

  • Success Metric values

  • and more!

When configuring a Vitally field to push back to Hubspot, follow these steps:

Step 1: First, you'll need to create the field to update in Hubspot. Vitally does not create fields for you. When creating your Hubspot field, give it a name that starts with "Vitally". This is required, as it helps us ensure you don't accidentally update incorrect fields.

If you'd like to overwrite an existing Hubspot field that isn't prefixed with 'Vitally', please contact our support and we can set that up.

Step 2 Ensure your field in Hubspot is of the right type. For example, create a new Number field if pushing our health score, a new Date field if pushing the date an Indicator was applied to an account, etc.

Step 3 Finally, back in Vitally, define a mapping between the Vitally field to push and your newly-created Hubspot field.

Learn more about the Vitally account columns you can push back to Hubspot here.

Creating Vitally users from Hubspot contacts

Like companies/accounts, you can also create Vitally users from your Hubspot contacts. This process is practically the exact same process as defined above for Hubspot companies, so if you haven't read that process over and are wondering how to integrate your Hubspot contacts into Vitally, now's the time to do so 😉

Read our process on creating Vitally accounts.

Importing & pushing notes between Vitally and Hubspot

Vitally's Hubspot integration can be used to achieve a bi-directional sync of notes between the two systems. To enable the sync, simply navigate to the configuration page for Hubspot in your Vitally account and select the 2 switches displayed underneath the Notes tab. That's it!

FAQs: Pushing Vitally notes to Hubspot

Once I enable the push to Hubspot, are past notes already in Vitally created in Hubspot? No - not at the moment. However, if you'd like to have your existing Vitally notes pushed to Hubspot, please contact our support team.

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 that created the note in Vitally. If a user is not found with a matching email, then the note has no owner in 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.

FAQs: Importing Hubspot notes into Vitally

Once I enable the import from Hubspot, are past notes already in Hubspot created in Vitally? By default, we import Hubspot notes created or updated in the last 7 days. If you'd like to have more historical Hubspot notes imported into Vitally, please contact our support team.

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.

Importing & pushing tasks between Vitally and Hubspot

Vitally's Hubspot integration can be used to achieve a bi-directional sync of tasks between the two systems. To enable the sync, simply navigate to the configuration page for Hubspot in your Vitally account and select the 2 switches displayed underneath the Tasks tab. That's it!

FAQs: Pushing Vitally tasks to Hubspot

Once I enable the push to Hubspot, are past tasks already in Vitally created in Hubspot? No - not at the moment. However, if you'd like to have your existing Vitally tasks pushed to Hubspot, please contact our support team.

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.

FAQs: Importing Hubspot tasks into Vitally

Once I enable the import from Hubspot, are past tasks already in Hubspot created in Vitally? By default, we import Hubspot tasks created or updated in the last 7 days. If you'd like to have more historical Hubspot tasks imported into Vitally, please contact our support team.

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 that 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.