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HubSpot integration
Updated over a month ago

When a booking is completed in the schedule adjustment calendar, the data can be posted to HubSpot.

HubSpot integration eliminates the need to manually enter lead information into HubSpot after a booking is completed.

HubSpot integration is available with the Premium Plan.

Post Items

TimeRex can link to either or both of the following two objects in HubSpot.

  • "CRM" menu > "Companies" object

  • "CRM" menu > "Contacts" object

It is possible to link fundamental properties (items) within each object.

Only properties whose records are strings or numbers are eligible for linkage.

Properties in the "Companies" object that can be linked within HubSpot

Internal name on HubSpot side

Property name on TimeRex side

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 be displayed)

Properties in the "Contacts" object that can be linked within HubSpot

Internal name on HubSpot side

Property name on TimeRex side

lastname

Last Name

firstname

First Name

salutation

Salutation

email

Email(Required)

mobilephone

Mobile Phone Number

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 be displayed)

What you need for integration

How to connect TimeRex and HubSpot

  1. By the team owner or administrator, login to TimeRex with your regular Google or Microsoft account

  2. Switch to the appropriate space and click the "Team Settings" button

  3. Click "HubSpot" in the "Integrations" menu to access the HubSpot integration page

  4. Click the "Connect" button

  5. If you are sign out of your HubSpot account, the sign-in screen will appear

  6. Select any HubSpot account

  7. Allow access to HubSpot

  8. Click "Connect App" to complete integration with TimeRex

How to use HubSpot integration

You can set up HubSpot integration by clicking "Add service Integration" in the "Service Integration" section of the Advanced settings of the schedule adjustment calendar, and then clicking "HubSpot".

The section of settings to use depends on the HubSpot object to which you are posting.

  • Post to HubSpot's "Companies" object ... Use the "Setting of Companies" section

  • Post to HubSpot's "Contacts" object ... Use the "Setting of Contacts" section

TimeRex can link to either or both of the above two objects in HubSpot.

In "HubSpot Property Name," select the property (item) you want to post to from the pull-down menu.

In "Information to be obtained," select one item (see below) from the same pull-down menu.

To register data in multiple "HubSpot Property Names," use the "+" button to increase the number of input slots.

The "Information to be obtained" can be selected from a list of questions to be entered by the guest at the time of schedule adjustment.

Please see the following page for information on customizing question items.

Note that when posting to HubSpot's "Contacts" object, the "Email(Required)" property is required by the HubSpot specification, so posting is mandatory.

Notes on HubSpot integration

There are four details we would like you to be aware of when performing HubSpot integration.

Note 1: Post fails if not done for a period of time

If there is no post for 180 days after HubSpot integration, the access token will expire and the next post will fail.

An error email (once a week) will be sent if the post fails due to an expired access token or other reason.

If it has been less than a week since the last error email was sent, no error email will be sent even if another error occurs.

Note 2: Records that duplicate existing records are not posted

When posting to the HubSpot side, the TimeRex side determines in advance whether the record should be registered or not.

Records are registered only when the following conditions are met, otherwise they are not registered as duplicate records.

  • Conditions for registering records in the "Companies" object:
    No records with duplicate "Company name" or "Company Domain Name" properties are registered on the HubSpot side.

  • Conditions for registering records in the "Contacts" object:
    No record with duplicate "Email(Required)" property is registered on the HubSpot side.

Note 3: There are conditions for record association between "Companies" object and "Contacts" object.

When linking data from both the "Companies" object and the "Contacts" object, the association between the two objects will be registered together on the TimeRex side only for records that satisfy both of the following two conditions.

  • The "Company name" or "Company Domain Name" property of the "Companies" object can be obtained

  • Register a new record in the "Contacts" object

Note 4: When "mail address" is linked to the "company domain name" property, only the domain part becomes a record

When linking with the "Companies" object, if you set the guest's email address in the "Company Domain Name" property, TimeRex will extract the domain part of the email address (@ and after) and post (record is registered) it as the company domain.

If the domain is a free email address such as Gmail, Yahoo! etc., the "Company Domain Name" property is not posted (record is registered) as it is not a company domain.

Please refer to the following external site for free email address domains.

How to disconnect HubSpot and TimeRex

If you wish to cancel the integration between HubSpot and TimeRex, you can do so by clicking the "Disconnect" button on the HubSpot integration page.

Alternatively, the connection can be removed from the HubSpot side as well.

How to operate from HubSpot side to disconnect the linkage

  1. Sign-in to HubSpot and click the gear button "Settings" from the menu bar at the top of the screen.

  2. Click on "Integrations" > "Connected apps" in the "Account Setup" section

  3. Find TimeRex and click "Uninstall" from the "Actions" pull-down menu.

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