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HubSpot Integration Instructions for Clients and Contacts

Dave Blake avatar
Written by Dave Blake
Updated over 2 weeks ago

About the Integration

This integration lets you manage Client and Contact data between ClientSuccess and your CRM system. It focuses on mapping fields between systems, giving you control over which records sync and the sync direction.

Prerequisites

To integrate HubSpot with ClientSuccess, you must:

  • Authenticate to HubSpot in ClientSuccess using Super-Admin permissions

    • HubSpot must be able to support API and connected apps

    • You will only have as much access to with your integration as the person who authenticates, which is why it is important to use a super-admin to set up the authentication.

    • We also recommend as a best practice, though it is not required, to connect with a log-in used specifically for integrations. This avoids the mishap of a user leaving your company and that user being deactivated, breaking the integration.

  • Create a Sync Filter "Sync with ClientSuccess" checkbox on the Company and Contact object, and mark those Companies/Contacts you want to sync as "Yes"

Features and Functionality

The HubSpot integration provides the following functionality:

  1. Map HubSpot Company data fields to ClientSuccess Clients

    • ie Client Name, Client As Of Date, Client Type

  2. Map HubSpot Contact data fields to ClientSuccess Contacts

    • ie First Name, Last Name, Title, Email

  3. Define your criteria for which HubSpot Companies and Contacts will be synced to ClientSuccess Clients and Contacts

  4. Determine sync direction between ClientSuccess and HubSpot for each HubSpot Company and/or Contact field,

    • HubSpot to ClientSuccess, ClientSuccess to HubSpot, or bi-directional

  5. Set sync frequency

    • Dictate how frequently we pull data from your HubSpot, and ingest it into ClientSuccess. This allows you to influence how much traffic we generate against your HubSpot API


​Warning: If you want to push data (e.g. "Status" field) from ClientSuccess to HubSpot the mapping needs to have the exact name and case. The ClientSuccess API is not case sensitive, but the HubSpot API is.

Configuring HubSpot Account Pull

Go to "Global Settings > Integrations (New) > HubSpot > Recipes > 1 - HS | REC | CUSTOMER | HS->CS Pull [V3]".

Screenshot 2025-08-14 at 8.55.43 PM.png

  1. Click "Edit" Recipe

  2. Click "Refresh" in top right corner

  3. Step 1: Select Fields and Sync Filter - "New/update companies in HubSpot"
    ​

    Screenshot 2025-08-14 at 8.56.46 PM.png

    1. Set Trigger Poll Interval to 1 hour.

    2. Set Object to “Company.”

    3. Add any extra HubSpot Properties for import into ClientSuccess.

    4. Enter your Sync Filter (e.g. "Sync to ClientSuccess" checkbox) in the "Filter Group" section.
      ​
      ​

      Screenshot 2025-08-14 at 8.57.10 PM.png

    5. For “When first started, this recipe should pick up events from,” enter the earliest modified date for the records you wish to import.

  4. Step 3: Field Mappings (Upsert customers)
    Here is where you can drag-and-drop the HubSpot fields from step 1 to map them to the ClientSuccess fields.
    ​

    Screenshot 2025-08-14 at 9.01.18 PM.png

    1. To map a field: Click the desired ClientSuccess field on the right-hand side, then select and drag the HubSpot field from the “Recipe Data” pop-up "New/Updated Companies" step and drag it to the desired ClientSuccess field

    2. If the ClientSuccess field you want to map is not visible, select the "Optional Fields Available" at the bottom

    3. If you have Account Teaming roles (ClientSuccess: Global Settings > Account Team Roles)

      1. Use the Account Teaming section to match your ClientSuccess roles.

      2. Set Assignee External (CRM) ID to the HubSpot field with the HubSpot user ID. Alternatively, you can map based on name

      3. Learn more in the Association Mapping and User Reference article.

  5. Save your changes.
    We recommend reviewing your configuration with your CSM or Support before proceeding.

  6. Do not make any other changes to this recipe besides the ones listed above.

  7. Start the recipe.

Congratulations! You are now syncing data between HubSpot and ClientSuccess.

Configuring HubSpot Contact Pull

Please follow the same steps above using the "3 - HS | REC | CONTACT | HS->CS Pull [V3]" recipe

If you are an existing customer with some data already in ClientSuccess, and are configuring a HubSpot sync for the first time, please reach out to Support to discuss additional steps required in addition to what's listed above

For a more technical explanation of the HubSpot integration, see this article.

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