When a booking is completed through Calendars, the booking data can be sent to HubSpot.
HubSpot integration eliminates the need to manually enter lead information into HubSpot after a booking is completed.
HubSpot integration is available on the Premium plan.
Integration Items
TimeRex can connect to either or both of the following HubSpot objects:
CRM > Companies
CRM > Contacts
Basic properties in each object can be connected. Only properties that store text or numeric values are supported. Custom properties are also supported if they store text or numeric values.
Supported Properties for Companies
name: Company name
phone: Phone number
address: Street address
address2: Street address 2
city: City
state: State/Region
country: Country/Region
zip: Postal code
website: Website URL
domain: Company domain name
numberofemployees: Number of employees
annualrevenue: Annual revenue
description: Description
founded_year: Year founded
Some other properties may also appear.
Supported Properties for Contacts
lastname: Last name
firstname: First name
salutation: Salutation
email: Email (required)
mobilephone: Mobile phone
phone: Phone number
fax: Fax number
address: Street address
city: City
state: State/Region
country: Country/Region
zip: Postal code
jobtitle: Job title
company: Company name
website: Website URL
annualrevenue: Annual revenue
industry: Industry
twitterhandle: Twitter username
hs_whatsapp_phone_number: WhatsApp phone number
Some other properties may also appear.
Requirements
A HubSpot account, including a free plan account
A TimeRex account on the Premium plan
Connect HubSpot and TimeRex
As a team owner, admin, or admin assistant, sign in to TimeRex using your usual Google or Microsoft account.
Switch to the team or space that you want to connect, and select Team Settings.
Under Integrations, select HubSpot.
Select Connect.
If you are signed out of HubSpot, sign in to HubSpot.
Select the HubSpot account that you want to connect.
Review the permissions that TimeRex requests.
Select Connect app to complete the integration.
Use HubSpot Integration
Open the create or edit screen for the Calendar that you want to configure.
Under Advanced settings, go to Service integration, and select Add service integration.
Select HubSpot.
Configure the fields that you want to send to HubSpot.
To send data to the Companies object, configure Company information to retrieve. To send data to the Contacts object, configure Contact information to retrieve. You can configure either or both objects.
Under HubSpot property, select the destination property. Under Information to retrieve, select the TimeRex information that you want to send. Select the plus button to add more mappings.
For Information to retrieve, you can also use answers collected through guest questions. For details, see Guest Question Settings.
If you connect the Contacts object, you must map Email (required) because HubSpot requires this property.
Important Notes
If no data is sent for 180 days after the connection is established, the access token expires and the next synchronization fails.
When synchronization fails, such as when the access token has expired, an error email is sent once per week.
If an error email was sent within the previous week, another error during that period does not trigger a new email.
Records that duplicate existing HubSpot records are not created.
A Company record is created only when no existing HubSpot record has the same Company name or Company domain name.
A Contact record is created only when no existing HubSpot record has the same Email (required).
When both Companies and Contacts are connected, TimeRex associates the records only when both of the following conditions are met:
A Company name or Company domain name can be retrieved.
A new Contact record is created.
If a guest's email address is mapped to Company domain name, TimeRex extracts the part after the @ symbol and registers it as the company domain. Free email domains, such as Gmail and Yahoo, are not registered. See the free-email-domains list for the domains that are treated as free email domains.
The required Email property must be in HubSpot's contact information group. Because HubSpot can contain a large number of contact properties, TimeRex retrieves only properties in the Contact information group (contactinformation).
If a HubSpot Integration Error Occurs
TimeRex sends an error email in either of the following cases:
The HubSpot refresh token has been deleted.
A required field is missing.
The email is sent to the following users:
The user who configured HubSpot under Team Settings
The creator of the Calendar, unless this is the same user
Error emails are sent no more than once per week. If another error occurs within one week after an error email is sent, a new email is not sent. Check the error message in the email for details.
Disconnect HubSpot and TimeRex
On the HubSpot integration page, select Disconnect HubSpot.
If you plan to remove the member who connected HubSpot, disconnect HubSpot before removing that member.
If the member has already been removed, consider inviting the member again. If this is difficult, select the messenger icon in the lower-right corner of TimeRex, and then select Start a conversation to contact the TimeRex team.
FAQ
What Happens If the HubSpot Account Used for the Integration Is Deleted?
What Happens If the HubSpot Account Used for the Integration Is Deleted?
The settings under Team Settings and in the Calendar remain, but synchronization with HubSpot fails.
Disconnect HubSpot and reconnect it using an existing HubSpot account. Under Team Settings, select Disconnect HubSpot, and then select Connect.
The mappings are restored after reconnection. See the FAQ below for details.
How Can I Change the Creator and Last Updated By User for Records Created or Updated in HubSpot?
How Can I Change the Creator and Last Updated By User for Records Created or Updated in HubSpot?
The HubSpot account used when the integration is established becomes the creator and last updated by user for records created or updated through TimeRex.
To change the user, disconnect HubSpot and reconnect it using the desired HubSpot account. Under Team Settings, select Disconnect HubSpot, and then select Connect.
The mappings are restored after reconnection.
Are Calendar Integration and Mapping Settings Restored After Reconnecting HubSpot?
Are Calendar Integration and Mapping Settings Restored After Reconnecting HubSpot?
Selecting Disconnect HubSpot temporarily removes the HubSpot integration settings from the Calendar.
When you select Connect and reconnect HubSpot, the Calendar integration and mappings are restored. You can reconnect using a different HubSpot account.
What Happens If the TimeRex User Who Connected HubSpot Is Changed to a Member or Assistant Role?
What Happens If the TimeRex User Who Connected HubSpot Is Changed to a Member or Assistant Role?
The integration is not affected and continues to work.
The creator and last updated by user for HubSpot records remain the HubSpot account that was used when the integration was established.