Hubspot is a software for sales, CRM, inbound marketing, etc. from the field of sales and marketing. The interface from xentral to Hubspot allows synchronization of contacts (addresses), specific contact data and deals (resubmissions) between Hubspot and xentral. To control which contacts should be transferred between xentral and Hubspot, a separate group is created for Hubspot contacts (see below).
Synchronization of contacts
When a contact is created, registered, added or edited in Hubspot, then this change is synchronized in xentral
When a lead contact is created, registered, added, or edited in xentral, the change is also synced in Hubspot
Contacts are imported into a group. The name of the automatically created default group is "Hubspot".
Synchronization of deals
When a deal is created/registered/added/edited in Hubspot, then this change is synchronized in xentral.
When a resubmission is created/registered/added/edited in xentral, the change is also synced in Hubspot as a deal if it is in the designated view
Deals phases or stages can be manually customized in xentral, for example to connect existing stages to Hubspot
To connect Hubspot and xentral, click on your own profile in the Hubspot backend. There you can navigate to Profile & Settings > Integrations > API Keys. The API key available there is entered in the API key field in the Hubspot xentral module and saved. The interface is now ready for use.
All relevant settings can be made in the Hubspot module in xentral.
As described in the Connection section, the API key from Hubspot must be entered in the field of the same name. After clicking the Save button, this message appears:
Api key for Hubspot has been updated.
This means the API key is correct and Stages and Deals can now be imported automatically by Hubspot.
The Sync settings define whether deals, contacts or both are to be transferred.
The following fields can be used for this:
Contacts: Click to synchronize the contacts on both sides
Start time for contacts synchronization: Optionally, you can specify from which time the contacts should be synchronized. This means that contacts will not be synchronized before this time. If the date is left blank and nothing is entered, all contacts will be synchronized
Lead status for contact synchronization: By selecting the lead status from the drop-down menu, only relevant contacts with a specific status can be synchronized. For this purpose, the stage to which a customer is assigned must be defined beforehand
Deals: Clicking on this activates the deals synchronization
Additional settings can be configured.
Group for contacts: Addresses that belong to this group in xentral are taken into account during synchronization with Hubspot. The name is freely selectable
Automatic: Stages/Hubspot deals are transferred 1:1 to xentral
User defined: Stages of the resubmissions in xentral are manually assigned to the stages of the deals in Hubspot. After selecting "User defined", the "Deal phases" area appears on the right, which allows manual assignment of the stages using the drop-down menu
Under Hubspot Module > Settings in the Custom Deal Phase/Lead Status section on the right side you can trigger the synchronization of these manually. By clicking on the Refresh/Sync button, the custom deal phases and lead status will be fetched from Hubspot to xentral.
The synchronization of contacts starts as soon as the API key is entered. The concrete behavior can be controlled in the Sync Settings, i.e. from when the synchronization should take place, which contacts it should include etc.. xentral synchronizes contacts to Hubspot only if the contacts are assigned to the group for contacts specified in the Hubspot module. All contacts from Hubspot will automatically go to the aforementioned group.
If new contact data is imported from Hubspot to xentral, a new address with a new ID is created. Existing contact data such as the email address will not be overwritten.
If deals (resubmissions) are imported, it is important to know which stage is to be used in order to correctly assign the deal to the corresponding board. Existing deals will not be touched or overwritten during the import, because the deals work in parallel. The duplicate creation of deals is not possible, only the data such as the amount will be updated or adjusted.
To ensure that the status of a contact is correctly displayed in the address table, you must first navigate to Administration > Settings > System > Basic settings > Settings > Free fields.
In the Designation address free fields overview, at least two free fields must be kept empty, as Hubspot requires these for a successful installation. If all free fields are empty, after entering the API key incl. saving, the system will be created automatically and two free fields will be created as follows:
Then navigate to the System subtab and fill in columns 1 and 2 under Additional fields address table according to the previous entries. To do this, select the exact designation corresponding to the free field from the drop-down menu. This link ensures that the designations appear later in the address table.
After successful entry, the data can be viewed in the address table:
By entering the API key, these three process starters are automatically created in the process starter module:
Hubspot Process Queues: Exports changes between xentral and Hubspot
Hubspot Synchronize Contacts: Synchronizes contacts between xentral and Hubspot
Hubspot Synchronize Deals: Synchronizes deals between xentral and Hubspot
These processes are carried out on a regular basis.The periods can be freely selected.The recommended default values are 10 minutes for the process queues and 60 minutes for the two synchronization process starters.In any case, the process starters must be activated, otherwise synchronization, regardless of direction, is impossible. For the export of the contacts from xentral you have to define a status which should be transferred. The status is defined by the free fields of the addresses, which were created during initialization.
With execution frequency, it must be ensured that the system is not overloaded by a too short runtime or too high a frequency. The process starter should be given enough time to fetch all the information from Hubspot, otherwise further processes or another fetch attempt for this process starter will be stopped.