HubSpot Integration

Sync HubSpot contacts and properties with Captivated to keep customer information up to date and personalize your messages.

The HubSpot integration allows you to bring contact information from HubSpot into Captivated and keep the two systems connected.

With HubSpot Contact Sync, you can:

• Sync HubSpot contacts with Captivated.
• Display selected HubSpot Properties within Captivated.
• View HubSpot Contact Owners.
• Update contact information from Captivated.
• Open a contact’s HubSpot record directly from Captivated.
• Add Captivated contacts to HubSpot.
• Use HubSpot Properties as Merge Fields in Captivated Templates.

Choose Which HubSpot Properties to Display

Administrators can select which HubSpot Properties should be available within Captivated.

Once configured, the selected properties will appear with your HubSpot contacts and can be used to provide your team with additional customer information.

Administrators can update the selected properties as needed.

Sync Your HubSpot Contacts

Once you’ve selected the properties you’d like to display, select Sync All to complete the initial sync of your HubSpot contacts with Captivated.

After the initial sync, Captivated automatically syncs your HubSpot contacts each night so changes made in HubSpot are reflected in Captivated.

You can also manually sync contacts when needed:

Sync Option	What It Does
Sync All	Syncs all applicable HubSpot contacts with Captivated.
Sync Recent	Syncs contact changes made since the previous sync.
Automatic Sync	Runs nightly to keep HubSpot contact information updated in Captivated.

Use Sync Recent when you need recent HubSpot changes reflected in Captivated before the next automatic nightly sync.

View HubSpot Contact Owners

Captivated displays the HubSpot Contact Owner associated with synced contacts.

If the Contact Owner is also a Captivated user and their email addresses match, Captivated can associate the HubSpot user with their Captivated user profile.

If the HubSpot Contact Owner isn’t a Captivated user, their HubSpot email address will display instead.

Make sure users have the same work email address in both HubSpot and Captivated when you want their user records to match.

View HubSpot Information in Captivated

When viewing a synced contact in Captivated, their selected HubSpot Properties appear under About This Contact.

From the contact record, you can also select the launch icon to open the corresponding contact record directly in HubSpot.

You’ll need the appropriate permissions in HubSpot to view the record.

Update Contact Information

Contact information can also be updated from Captivated.

1. Open the contact.
2. Select Edit.
3. Update the applicable contact information.
4. Save your changes.

Applicable changes will be sent to HubSpot.

Use the Refresh option if you need to immediately display the updated information in Captivated.

Add a Captivated Contact to HubSpot

If a contact exists in Captivated but hasn’t yet been added to HubSpot, you can send the contact to your CRM.

1. Open the contact in Captivated.
2. Select Edit.
3. Select Send to CRM.

Captivated will create the contact in HubSpot using the available contact information.

Use HubSpot Properties in Templates

Selected HubSpot Properties can also be used as Merge Fields within Captivated Message Templates.

This allows you to personalize messages using information already stored in HubSpot.

For example, if you sync a property for a customer’s vehicle model, your Template might look like:

Hi {{first_name}}, just checking in about your {{vehicle_model}}. Let me know if there’s anything I can help with!

When the Template is used, Captivated automatically inserts the information associated with that contact.

Always review your contact data and Template before sending. If a contact doesn’t have a value for a HubSpot Property you’re using, make sure you know how the message will appear before sending it.

Best Practices

• Decide which HubSpot Properties are actually useful to your Captivated users rather than syncing unnecessary information.
• Keep user email addresses consistent between HubSpot and Captivated so Contact Owners can be properly matched.
• Use Sync Recent when you need recent changes before the nightly automatic sync.
• Review synced data before using HubSpot Properties in large Announcements.
• Only sync and use customer information that’s appropriate for your team’s messaging workflows.
• Avoid including sensitive customer information in standard SMS messages.

Get Started with HubSpot

If you’d like to enable or configure the HubSpot integration, contact Captivated Support using the in-app Support option or text [phone].