HubSpot Integration Overview

TABLE OF CONTENTS

• Overview
• Connecting HubSpot to WorkGuru
• HubSpot Integration Dashboard Overview
• Deals-to-Leads

Overview

This integration allows you to connect your HubSpot account to your WorkGuru account in order to leverage HubSpot's powerful CRM capabilities and marketing automation.

Once connected, your clients, suppliers and contacts will be automatically sent to HubSpot when created or edited within WorkGuru.

Optionally, you can also choose to enable deal syncing, which will generate and/or modify leads in WorkGuru when deals are created or updated within HubSpot.

Connecting HubSpot to WorkGuru

To connect the integration, navigate to the Integrations page within WorkGuru and click on the HubSpot card, then click on the Connect to HubSpot link and follow the authentication prompts. Please note: the integration is recommended to be connected by an admin for the HubSpot account.

If prompted, sign into your HubSpot account:

If prompted, choose the HubSpot account you would like to connect with WorkGuru:

Once an account has been selected, you will be prompted to confirm the connection. This prompt will include a basic overview of what WorkGuru will be able to access in your HubSpot account, and may change as the integration is further developed:

Upon confirming and successfully integration, you will be redirected to the HubSpot Integration dashboard within WorkGuru, with the connection status verified next to the page header:

At this stage, the integration has been connected successfully and clients, suppliers and contacts will automatically be sent to HubSpot as they are created or edited within WorkGuru.

If intending to use the deals-to-leads functionality of the integration, review the Deals-to-Leads section below.

HubSpot Integration Dashboard Overview

The HubSpot dashboard allows you to manually send your clients, suppliers and contacts to HubSpot, as well as allow for the maintenance of the links between HubSpot and WorkGuru data if needed:

• Send to HubSpot
  • Upon confirmation, this will immediately send client/supplier/contact to HubSpot.
  • This will create a new company or contact in HubSpot if not already linked to one, otherwise it will update it in HubSpot according to the data within WorkGuru
• Edit HubSpotId
  • This will allow for the editing of the HubSpotId for that entity.
  • This functionality mainly exists to allow for re-linking entities that have been merged in one-or-both platforms.
  • We highly recommend recording the existing value and reaching out to support before making any changes.
• Unlink HubSpot "X"
  • This will effectively delete the link between the HubSpot and WorkGuru entity.
  • You should only do this if wanting to re-send an entity to HubSpot as a new company/ contact.

You can also bulk send your client/supplier/contact lists to HubSpot using the checkboxes and the Enqueue Bulk Send to HubSpot button.

This will queue the checked items to be sent to HubSpot in the background and will not happen immediately. The time at which these queued jobs are executed will depend on the size of the background queue, but can can be expected to complete within 5 minutes in most cases.

Deals-to-Leads

This integration allows for deals created or updated within HubSpot to be synced back into WorkGuru as leads.

To utilise this functionality check the Enable Syncing of HubSpot Deals to WorkGuru Leads checkbox, select appropriate defaults and hit save. These defaults are used as fallbacks when the HubSpot deal properties can not be mapped to a related value within WorkGuru:

Once saved, any deals created or updated within HubSpot will send a webhook event to WorkGuru, prompting the creation or modification of a lead.

Please note: only current leads will be updated through this integration. If a webhook is received for a won or lost lead, that webhook will be discarded and the lead within WorkGuru will not be updated.

The deal-to-lead mapping for the main lead properties is as follows:

The Users tab on the integration dashboard page allows you maintain the links between HubSpot and WorkGuru users for the purpose of the correct assignment of owners to leads within WorkGuru:

• Get from HubSpot
  • This will immediately retrieve the user from HubSpot based off their email address
  • Please note: the users email address must match exactly between the platforms
• Edit HubSpotId
  • This will allow for the editing of the HubSpotId for that user.
  • This functionality mainly exists to allow for re-linking entities that have been merged in one-or-both platforms.
  • We highly recommend recording the existing value and reaching out to support before making any changes.
• Unlink HubSpot User
  • This will effectively delete the link between the HubSpot and WorkGuru user.

It is not required to link users before using the deals-to-leads functionality. 

WorkGuru will attempt to match users based off their email or full name as part of lead creation/modification, and will automatically and progressively link users as required. This tab exists to allow for the maintenance of those links should any errors occur.