By the time you're ready to integrate HubSpot with ClientSuccess, you'll likely have a book of active business you'll want to sync over to ClientSuccess, as well as a history of past customers whose data may not be relevant to your work within ClientSuccess. One integral piece to the HubSpot integration is the ability to sync only those records that you want in ClientSuccess. As part of the integration, you'll leverage what we refer to as an "Import Filter".
In order to sync customer level data between ClientSuccess and HubSpot, you will need to first identify whether that data exists within your Company object, or Deal object in HubSpot. Most HubSpot users leverage the Company object to house their customer data, and we recommend mapping to this object if possible.
If you're going to map Clients to HubSpot Deals, please let your CSM know, or email support@clientsuccess.com as some custom configuration is required.
In either case, you will need to create a Company/Deal level Property within your HubSpot which will serve as the indicator for whether or not a customer should sync to ClientSuccess. If this "Single Checkbox" type Property is checked that = sync, and unchecked = do not sync.
Here's an example of what that field might look like:
At the end of the day, ClientSuccess will simply look to sync Companies/Deals that have had their checkbox, checked. How you determine which records are checked or not, is entirely up to you.
To automate this process, we recommend leveraging HubSpot's Workflow tool. Via a Workflow, you can identify which criteria qualify a Company/Deal for syncing, and automatically check their sync checkbox, removing any manual effort from the process.
Warning: Please be aware that HubSpot API is case sensitive.
Once you have finished this step for Companies, you can do this same process for Contacts and Deals.
Contact to Deal Associations
Only those who have mapped their Clients to the HubSpot "Deals" object need to review this section.
Within the HubSpot UI, you can see that HubSpot makes an association between Deals, and Contacts that are associated with them, as seen here:
Unfortunately, at the API level, this association, or relationship between Deals and Contacts is not accessible. This is a limitation on the side of HubSpot, and impacts all 3rd party applications that have built integrations with their API. This means that in order for us to know which Deal a Contact belongs to, we'll need to do that through an additional custom Property, and a very simple HubSpot Workflow.
Here's a video highlighting both how to configure your custom Property, and how to setup your Workflow to populate your Contacts with their Associated Deal ID:
Once you have completed the steps outlined in that video, please contact Support to configure your mapping.
***Limitation***
While the above configuration does provide an effective workaround, and establishes an API level relationship between Contacts and Deals, there is one critical limitation to be aware of.
Your Associated Deal ID Property can only house a single Deal ID.
This means that Contacts in ClientSuccess can only ever be associated with a single Client.
Which Client will a Contact be associated with?
A Contact will be associated with whichever Deal's ID is in their Associated Deal ID property.
Consider the example below. Brian Halligan is associated with two Deals: "Fake First Test" and "Fake 2nd Test". Brian was associated initially to "Fake First Test", populating that Deal's ID in the Associated Deal ID property.
Later, Brian was then associated with a new Deal, "Fake 2nd Test". At this point, the deal ID for "Fake 2nd Test" replaced the previous value (Fake First Test's Deal ID), with Fake 2nd Test's Deal ID.
What happens in ClientSuccess at this point? Assuming that both of these Deals exist in ClientSuccess as Clients, Brian's Contact details will move from Fake First Test, completely removing his Contact record from that Client, and will be moved to Fake 2nd Test's Client Record.
Brian will now exist on a single Client Record, underneath Fake 2nd Test.
While it's not ideal, this is the workaround that HubSpot directly recommended, until they allow 3rd party integrations to identify a native relationship between Contacts and Deals, as is done in the HubSpot UI. There is no ETA on when this could become available.