Connecting and Using the Hubspot Integration
With the Mailshake Hubspot integration, we make it easy for you to sync prospects, deal activities and more. In this guide we go over:
1️⃣ Connecting your Hubspot Account 🚀
2️⃣ Selecting settings for your Hubspot Sync ⚙️
3️⃣ Contact Specific Settings 👩
4️⃣ Deal Specific Settings 🤝
5️⃣ Importing Contacts, Deals or Lists from Hubspot
6️⃣ Enabling Hubspot for your campaigns ✅
7️⃣ Syncing Existing Campaigns 🔁
8️⃣ Move deals through your pipeline based on Mailshake actions ⚡️
9️⃣ Automatically record Mailshake activities 📝
Connecting your Hubspot Account 🚀
If you'd like leads to be assigned to a specific individual, once connected, review your settings and select the individual.
Visit Integrations > Apps & CRMs
- Click the pink Connect New App button in the top left corner
- Select Hubspot from the available options
- Then click the blue 'Connect to Hubspot' button
- Once it's connected, rename the Hubspot sync to correlate with the individual and select the user to sync leads to
Renaming ExampleAssign User Example
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Click Save
Selecting Settings for Your Hubspot Sync ⚙️
- Track these events - Mailshake can sync events to Hubspot (see Hubspot Settings image below). Events will be synced as a note in Hubspot.
- If you'd like to see emails in Hubspot, we recommend connecting your mail account in Hubspot so your CRM can pick up email conversations.
- What type of Hubspot data should be updated - Mailshake can sync to either Contacts or Deals in Hubspot. Choose the one that best fits how you and your team work with leads in Hubspot.
- Track events for
- All Prospects - This is great if you want a record of all prospects you've contacted.
- Mailshake Leads - This option only syncs prospects that become leads in Mailshake and is the most commonly used option.
- If deals/contacts are missing
- Create them - Mailshake will create a new record for the prospect or lead if it doesn't exist.
- Do Nothing - Mailshake will only sync to the prospect record that already exists in Hubspot.
- Select a Hubspot user (optional) - Assigns the Deals or Contacts to the selected user. If you leave this blank, any records created will be unassigned
Contact Settings 👩
- Lead is won
- Lead is lost
- Lead is ignored
- Lead is opened
- Prospect unsubscribes
- Prospect resubscribes
- Prospect bounced
You may have custom Contact Statuses, but Hubspot defaults are:
- Subscriber
- Lead
- Marketing Qualified Lead
- Sales Qualified Lead
- Oppotunity
- Customer
- Evangelist
- Other
Deal Settings 🤝
- Deal name format - When updating Deals, you can choose for new Deals to be created as "Company Name Deal" or "Person's Name Deal."
- Pipeline - Choose the Pipeline you want to sync to. Mailshake will automatically select the default Pipeline in your Hubspot account.
- Move deals to stages on Mailshake actions - Mailshake can move Deals in your Pipeline to different stages you select based on the following actions
- Lead is won
- Lead is lost
- Lead is ignored
- Lead is opened
- Prospect unsubscribes
- Prospect resubscribes
- Prospect bounced
Import Contacts, Deals or Lists from Hubspot
Before you import, you'll need to be sure you've connected your Hubspot account in the Integrations section.To import prospects to a new campaign (see below for outlined steps):
- Click New Campaign
- Before importing, on the Basic step, make sure to click Sync to Apps and select the correct CRM if you'd like Mailshake to sync Mailshake events to your CRM
- Click Prospects
- Select Import from App
- Click the Import from App dropdown to select the CRM you want to import from (Hubspot instances will display the Hubspot logo)
- Select the type of data you want to import
- Contacts
- Select whether to pull contacts from Anyone or a specific account owner
- Deals
- Select the Pipeline to pull deals from
- Select the Stage a deal must be in
- Select whether to pull contacts from Anyone or a specific account owner
- Lists
- Select whether to pull contacts from Anyone or a specific account owner
- Contacts
- Once you've select the type of data, select whether you'll sync:
- One Time to do a one time import
- Keep Running in the Background for a continuous sync
- Select How far back to look for data
- If doing a One Time sync, select the end date to pull data (this will limit data to a specific creation date in the past)
- Name your import to make it easy to manage your imports in the future
- Click the pink Next button and then map your fields - make sure to review all mappings as this can't be changed after the import is created
- Click Create Import
Enable Hubspot for your campaigns ✅
To sync Existing Campaigns 🔁
- Click on "Settings" in your campaign
- Check your Hubspot account under "Sync Apps"
- Click "Save"
Move deals through your pipeline based on Mailshake actions ⚡️
In the example above, when a lead is marked as "won" in Mailshake, that will move them to the Qualified To Buy pipeline stage.
Automatically record Mailshake activities 📝
You'll see these activities recorded as notes in Hubspot, and it will look something like this: