📌 Important to note
This article relates to Planhat's legacy HubSpot integration.
For details of Planhat's current HubSpot integration, please see this article.
Planhat's native integration with Hubspot is a powerful way to sync your customer data from your CRM. Several objects can be synced including customers, contacts, deals, tickets and notes into Planhat 💪
Summary
The integration should be set up by a Hubspot admin from Planhat's integration page.
A company is synced from HubSpot when it has at least one deal with a win probability of 100%. This is also known as Closed won status in Hubspot.
Attributes on the company object can be synced bi-directionally; all other objects are single-direction from Hubspot to Planhat.
With the Company, Contact and Deal objects you can also choose and sync custom fields from Hubspot.
Planhat cannot delete objects in Hubspot and Hubspot cannot delete objects in Planhat.
On enabling the integration, there is a "fetch all" button, that syncs across all companies with deals closed/won in Hubspot and all data that has been selected as part of the integration settings.
Sync Modes
There are 2 modes to the Hubspot integration which serve different use cases and requirements, Continuous Sync and Single Sync mode. In Continuous Sync mode, the Hubspot integration runs continuously, updating Planhat as data is added to Hubspot. In Single Sync mode, Hubspot only updates Planhat after a deal is moved to status Closed/Won, or when a deal in status in Closed/Won is updated in Hubspot.
If you are using Hubspot as a simple CRM, Single Sync mode is typically correct as post-sale all your data will be in Planhat. However, if you are using Hubspot for marketing as well and continuously updating data on the Contact or Company post-sale, you may want Continuous Sync mode.
Choose the Sync Mode by following the instructions here
Step 1. Authorise Planhat's Hubspot Integration
Navigate to Planhat's HubSpot integration page: Settings > Integrations > Hubspot.
At the top of the page toggle the Hubspot integration to "Yes".
A pop-up window will appear where a Hubspot admin can sign in to Hubspot from Planhat, enabling both systems to 'shake hands' and exchange data.
Step 2. Configure the Company Object
The Company object in Hubspot syncs to the Company object in Planhat. Data on this object can sync in either direction or bi-directionally.
Direction of the integration: This is a global setting for the object that decides the flow of data, e.g. "Receive from Hubspot" or "Both directions".
Default phase for when a company is created from Hubspot: Ability to choose which lifecycle phase (defined in Planhat) you would like companies to be added automatically to when they are first synced into Planhat.
Do you want the integration to execute triggers when a company is updated/created? Select Yes if you want to fire triggers or automations defined in Planhat when a company is synced. We recommend you select Yes.
Closed Won stages by pipeline: Here you will see a list of pipelines in Hubspot that contain Closed / Won deals. Select the pipelines that contain your Customer's Closed/Won deals and you wish to sync. You can sync as many pipelines as you need.
For example, if you've been using Hubspot with a New Biz pipeline and a Renewal pipeline, selecting both will mean all Customers will sync to Planhat and both their New Biz Closed/Won deals and Renewal Closed/Won deals will also sync (assuming you sync deals per the settings below).
Custom Match: Here you can map additional standard and custom fields from Hubspot to Planhat, or vice versa or on the Company object, bi-directionally.
By default, we sync the standard fields you would expect, for example, the Company name and the End User's email address.
In the grey box, you select the properties you want to sync. Each row represents one property and has 4 white drop-downs.
Level: Has two options Attribute (Planhat system fields). If you cannot find a field you are looking for then create it as a Custom field.
Company Field: Select the Planhat field you want to map.
HB Company Field: Select the Hubspot field you want to map.
Direction: When the Company object sync is set to "Both directions", it's possible to restrict the field's sync direction to "Receive from Hubspot" or "Send to Hubspot".
🚀 Quick tip: Create the Custom Fields you want to display in Planhat in the field settings, before trying to map them from Hubspot. Planhat Custom fields only show in the drop-downs after they have been created and they cannot be auto-created from the integration. This article about fields might be helpful. 🤓
Step 3. Configure the Contact Object
The Contact object in Hubspot syncs to the End-User object in Planhat.
Direction of the integration: This is a global setting for the object that decides the flow of data - it can currently only be set to "Receive from Hubspot".
Sync contacts as featured? Marking a user as featured in Planhat can help you to determine who is important to reach out to when something is happening. You can read more about featured users here
Custom match:
As with the Company object directions above, here you can select additional fields in Hubspot that you want to sync to Planhat.
Step 4. Configure the Note and Ticket Objects
Notes in Hubspot sync as Notes in Planhat, while Tickets in Hubspot become Conversations of Type Ticket in Planhat. If synced, Tickets will show the body of messages or emails they contain, while Notes will show the entire Note.
Direction of the integration: This is a global setting for the object that decides the flow of data - it can currently only be set to "Receive from Hubspot".
For Tickets make sure your Hubspot account has the module “Tickets” enabled. To sync tickets correctly from Hubspot, the Companies, Contacts and notes sections in the integration workflow need to have the sync direction as either “Both” or “Receive From Hubspot”.
Step 5. Configure the Deal Object
The Deal object in Hubspot syncs to the License object in Planhat. As with other objects, you can sync additional and custom fields, but most important of all is having an accurate start date, end date (unless you work with open-ended subscriptions) and deal value. Often in fast-growing companies, this data is not maintained well in Hubspot so this is a great opportunity to clean it up and get accurate revenue data in key systems.
Direction of the integration: This is a global setting for the object that decides the flow of data - it can currently only be set to "Receive from Hubspot".
Select default currency: Select your default currency for Deals.
Custom match: As with the Company and Contact object, here you can choose additional fields you wish to sync to Planhat.
Filters: This is an additional way of ensuring only a certain type of Deal enters Planhat. Already at the global settings above you are filtering deals by bringing in only those belonging to certain Pipelines, but here you can add a secondary filter based on any field on the Deal. For example, only sync deals for Product A but not deal for Product B.
Step 6. Sync Job Process
Sync job process: This enables you to switch between the different sync modes mentioned above. The options are "Enabled" and "Disabled", with their respective meanings below:
Enabled: All data in Planhat will be updated based on the records that have recently been updated in HubSpot every 60 minutes. We use the last updated timestamp in HubSpot.
Disabled: Only updates on some fields on the Deal object will trigger the Hubspot integration to sync any mapped objects. These fields are:
Amount
Close Date
Deal Stage
Deal Name
Deal Description
Of course, the deal should be closed won, related to a company and in one of the stages selected in the Hubspot integration in order to be synced to Planhat. If the conditions are not met, Planhat will not fetch data.
Step 7. Save Your Settings and Click Fetch All
Click to Save Settings to save your field mapping logic (you can hit save at any time as you move through the integration). Once ready, click Fetch All to start mapping data over.
Depending on the volume of data in Hubspot that needs to be processed, results will start to show in Planhat anywhere between 5 minutes and 2 hours after clicking Fetch All.