Managing customer relationships in HubSpot while running memberships, contracts, billing, and resources in OfficeRnD can quickly become complicated, leading to duplicate data, manual updates, and errors.
The HubSpot integration in OfficeRnD Flex solves this by connecting entities in OfficeRnD (Companies, Members, Billing Plans, Resources, and Contracts) with their corresponding objects in HubSpot, enabling you to automatically sync records, map properties, and transfer data between the two systems.
This article will guide you through how the integration works, when and why to use it, and the steps to configure each part of the sync. You'll also find best practices for preventing duplicate records, setting up location properties, and ensuring your sales pipeline and contracts flow smoothly between platforms.
Glossary
Before you begin, familiarize yourself with the following terminology used in the HubSpot integration.
HubSpot integration terminology
HubSpot integration terminology
Entities
Entities in OfficeRnD are the data objects that organize your workspace information, such as Members, Companies, or Plans. For example, create a Company entity when billing is for a business instead of an individual. Entities in OfficeRnD connect to objects in HubSpot.
Objects
Objects in HubSpot are data types, including Contacts, Companies, Deals, and Tickets. Each object organizes and stores information in records and properties. Objects in HubSpot connect to entities in OfficeRnD.
Properties
Properties are fields inside an entity or object. They store specific information, such as a member's email address or the amount of a Deal. Properties can be mapped between OfficeRnD and HubSpot.
Records
A record in HubSpot is a single instance of an object, such as an individual contact, company, deal, or ticket.
Connect
The process of connecting represents linking an entity in OfficeRnD to an object in HubSpot. Once connected, data can flow between the two systems.
Map
The process of mapping represents linking properties between OfficeRnD and HubSpot. For example, you can map a Member's "Email" property in OfficeRnD to the "Email" property of a Contact in HubSpot.
Sync
Syncing is the process of transferring data between OfficeRnD and HubSpot. It depends on which entities are connected and which properties are mapped.
Companies
The Company entity in OfficeRnD matches the Companies object in HubSpot. They represent businesses you work with and can be linked to Members, Opportunities, Contracts, and Tickets.
Members
Members in OfficeRnD are people who use your spaces and resources. Their entity stores memberships, billing, and booking information. Members in OfficeRnD connect to Contacts in HubSpot.
Contacts
Contacts in HubSpot represent individual people, including leads, customers, and partners. Each Contact record stores details like contact information and interaction history. Contacts connect to Members in OfficeRnD.
Plans
A Billing Plan in OfficeRnD defines the pricing model for memberships, resources, or services. The Billing Plan entity connects to the Products object in HubSpot.
Resources
Resources in OfficeRnD are physical items, such as desks, offices, or Meeting Rooms, that can be booked. The Resource entity connects to the Products object in HubSpot.
Products
Products in HubSpot represent what your business sells, such as memberships or resources. Products are connected to Billing Plans and Resources in OfficeRnD and can be added as Line Items in Deals.
Line items
Line Items in HubSpot are specific products or services added to a Deal. Each Line Item pulls product details such as name, price, quantity, and discounts.
Contracts
Contracts in OfficeRnD are legally binding agreements that define membership terms, including start and end dates, duration, and auto-renewal options. Contracts connect to Deals in HubSpot.
Opportunities
Opportunities in OfficeRnD are used to track potential or past deals with qualified leads in your sales pipeline. Opportunities connect to Deals in HubSpot.
Deals
Deals in HubSpot represent potential or closed sales opportunities. They track details such as value, stage, and associated Contacts or Companies. Deals connect to Contracts and Opportunities in OfficeRnD.
Syncing data between OfficeRnD and HubSpot
Keep in mind the following important points about syncing data between OfficeRnD and HubSpot before you activate the HubSpot integration:
The integration allows for granular syncing.
You can choose to automatically sync only specific entities.
You can also manually sync each entity separately.
The integration syncs data once every hour.
Synced properties
The following table shows which properties are synced for each OfficeRnD entity.
Entity | Synced properties |
Company |
|
Member |
|
Opportunity |
|
Billing Plan |
|
Resource |
|
Contract |
|
Activate the HubSpot integration
To activate the HubSpot integration in OfficeRnD Flex, follow these steps:
Go to Integration Hub > All Integrations.
Open the CRM tab and click Activate next to HubSpot.
Click Connect.
Sign in to your HubSpot account and connect OfficeRnD to HubSpot:
Click Configure to define the mappings between OfficeRnD entities and HubSpot objects.
Connect entities
To sync OfficeRnD and HubSpot data, you must connect entities in OfficeRnD to objects in HubSpot and choose the sync direction for each (see glossary ↑).
Open the Entities tab and click Connect Entity.
First, you must select the entity that you want to connect.
Connect Companies and Members
First, let's start with "Companies & Members (Contacts)". This will allow you to sync companies and members in OfficeRnD with companies and contacts in HubSpot.
Step 1: Entity
Select "Companies & Members (Contacts)" and then:
Select the sync direction to define whether data will be synced in both systems, or the sync will be only one-directional.
Select whether data will be automatically synced once each hour.
Click Next.
Example use case:
A space owner wants all clients added in OfficeRnD to also exist in HubSpot. However, community managers usually don't have direct access to HubSpot. With the integration, when a prospect signs a contract in HubSpot, they are synced to OfficeRnD as a client. Later, when admins add the company's team members in OfficeRnD, those Members are automatically created as Contacts in HubSpot.
Step 2: Locations
Now, you must map your Locations in OfficeRnD to the corresponding custom HubSpot location property. Please note that there is no entity for locations in HubSpot, so you must create a custom one.
Watch this video to learn how to create a custom location property in HubSpot. Alternatively, read the HubSpot help article on creating properties.
For Object type, select "Contact".
For Group, select "Contact information".
For Field type, select "Multiple checkboxes".
Don't forget to add one value for each of your locations in OfficeRnD.
After you have created the custom property, you must select its value for each contact and company in HubSpot.
Then, in the Flex Admin Portal:
Open Location Property and select the custom property you have created.
Match the OfficeRnD Locations with the correct HubSpot property values.
Repeat the same for the contacts.
Click Next.
Step 3: Filtering
In this step, you decide which Companies and Members (Contacts) will be synced between OfficeRnD and HubSpot.
You can choose one of two options:
Sync all companies and members (contacts).
Sync specific companies and members (contacts).
If you select the option to sync only specific companies and members:
In Step 1, set the sync configuration to either "Sync data in both platforms" or "Sync data from HubSpot to OfficeRnD".
Use filters to choose which companies and contacts to sync, based on their pipeline and pipeline stage in HubSpot.
You can select multiple stages within each pipeline.
Click Add Pipeline to include additional pipelines.
Step 4: Contact Properties
Now, you must map the member properties in OfficeRnD to their matching contact properties in HubSpot, and choose the sync direction for each.
The default properties for Name, Email, Address, and Phone are automatically mapped.
You can click Add Property to map a new property.
Step 5: Company Properties
Here, you must map the company properties in OfficeRnD to their matching company properties in HubSpot, and choose the sync direction for each.
The default properties for Name, Address, URL, and Description are automatically mapped.
You can click Add Property to map a new property.
Step 6: Summary
Finally, you must review the configuration and any warning messages. You can click the Go to step button to return to the previous steps and make final changes.
When you are done, click Finish.
Connect Billing Plans
Once Companies and Members (Contacts) are connected, the next step is to connect your Billing Plans and Resources in OfficeRnD to the Products object in HubSpot.
Depending on your HubSpot account setup, the integration works as follows:
If Products already exist in HubSpot: The integration will try to match your Billing Plans and Resources in OfficeRnD to HubSpot Products by Name and Location.
If no matching Products exist in HubSpot: A new Product will be created in HubSpot for each unmatched Billing Plan or Resource from OfficeRnD.
To prevent duplicate records in HubSpot, review your Billing Plans, Resources, and Products manually and confirm they use the same names in both systems.
Step 1: Entity
To connect the Billing Plans entity to the Products object:
Open the Entities tab and click Connect Entity.
Select Plans.
The sync direction for Billing Plans is always one-directional (from OfficeRnD to HubSpot). You cannot change that.
Select whether data will be automatically synced once each hour.
Click Next.
Step 2: Locations
In this step, you must map your OfficeRnD Locations to a custom HubSpot location property. This ensures that each Billing Plan or Resource in OfficeRnD is correctly linked to its location in HubSpot.
To set up the location property in HubSpot:
Create a new custom property (similar to how you did for Companies and Contacts: see above ↑). The only difference here is:
For Object type, select "Product".
For Group, select "Product information".
Add one value for each of your OfficeRnD Locations.
After creating the property, open each Product in HubSpot and assign the correct property value.
Then, in the Flex Admin Portal:
Open Location Property and select the custom property you created in HubSpot.
Map each OfficeRnD Location to the correct HubSpot property value.
Click Next.
Step 3: Properties
Now, you must map OfficeRnD properties to their matching HubSpot properties.
Step 4: Summary
Finally, you must review the configuration and any warning messages. You can click the "Go to step" button to return to the previous steps and make final changes.
When you are done, click Finish.
Connect Resources
To connect resources, follow the same process as for connecting Billing Plans (see above ↑).
Connect Contracts
To sync Contracts in OfficeRnD with Deals in HubSpot, you must first connect Companies, Contracts, and Plans or Resources.
Step 1: Entity
The integration can only create new data, not update existing contract data in either system. This means:
The integration does not fully “sync” Contracts and Deals.
Any updates made after creation will not transfer automatically.
You must apply changes manually in the other system if the details change.
Here are two common ways to use the integration:
From OfficeRnD to HubSpot: If a Contract in OfficeRnD reaches a predefined period before expiration, the integration can create a new Deal in HubSpot. To achieve this, set the sync direction from OfficeRnD to HubSpot.
From HubSpot to OfficeRnD: If a Deal in HubSpot reaches a specific pipeline stage, the integration can automatically create a corresponding Contract in OfficeRnD. The line items of that Deal are Products in HubSpot.
The integration can be configured to check for missing data every hour. When missing data is found, it will automatically create the needed Contract or Deal in the other system.
Step 2: Behavior
In this step, you configure how Contracts in OfficeRnD interact with Deals in HubSpot.
HubSpot –> OfficeRnD
First, configure the sync direction from HubSpot to OfficeRnD:
Choose pipeline(s) and pipeline stage:
Select one or more HubSpot pipelines and the specific stage where a Contract should be created in OfficeRnD.
When a Deal in HubSpot reaches that stage, a new Contract is automatically created in OfficeRnD.
Enable deal updates (optional):
You can select the checkbox to update HubSpot Deals when the corresponding Contract in OfficeRnD is signed.
This is typically used for the "Closed Won" stage.
Example workflow:
A customer wants to rent an office in your space. They are first added in HubSpot as an Opportunity.
During the sales process, you create a Deal in HubSpot that represents the contract conditions. The Deal moves through your pipeline stages.
Once the Deal reaches the "Contract Sent" stage, the integration automatically creates a Contract in OfficeRnD.
When the customer signs the Contract in OfficeRnD, the Deal in HubSpot can automatically update to the final stage, usually "Closed Won".
OfficeRnD –> HubSpot
Now, configure the sync direction from OfficeRnD to HubSpot. When syncing in this direction, the integration helps you manage expiring Contracts by automatically creating renewal Deals in HubSpot. This saves time and ensures you can start negotiations early.
How it works:
When a Contract in OfficeRnD is nearing its end, the integration creates a new Deal in HubSpot a set number of months before expiration.
The new Deal copies the terms and linked resources of the original Contract. You must manually edit the Deal in HubSpot if you need to update or change contract conditions.
How to configure it:
Set advance period: Choose how many months before a Contract expires, the Deal should be created.
The Deal creation period cannot be longer than the Contract term.
Example: If a Contract lasts 2 months and you set the integration to create Deals 3 months before expiry, no Deal will be created from that Contract.
Choose pipeline and stage:
Select the HubSpot pipeline and stage where the Deal will appear.
Typically, this would be a Renew pipeline with a stage like "Decision Maker Bought-In".
Trigger new contract creation: When the renewal Deal in HubSpot reaches the predefined stage (as configured earlier: see above ↑), the integration automatically creates a new Contract in OfficeRnD.
Step 3: Properties
On step 3, you must map the required Contract properties in OfficeRnD to the corresponding Deal properties in HubSpot.
Important! Start Date, End Date, and Contract Type don't exist as default properties in HubSpot; you must create them as custom properties for the Deals object. To learn how to do that, read the HubSpot help article on creating properties.
For Object type, select "Deal"
For Group, select "Deal information"
Select the following field types for each property:
Start Date – Date picker.
End Date – Date picker.
Contract Type – Single-line text.
About the Contract Type property:
The Contract Type custom property in HubSpot must be set as "Single-line text". OfficeRnD automatically fills this field with the correct value when creating or syncing Contracts.
How it works:
When a Deal in HubSpot is created based on an OfficeRnD Contract, the Contract Type property is automatically assigned the value
membershipagreement.Later, when a Contract in OfficeRnD is created based on that Deal, the integration reads the Contract Type value and knows to generate a Membership Agreement.
If you create a Deal directly in HubSpot (not through the integration), you must manually type membershipagreement in the Contract Type field (see screenshot). Otherwise, the integration will not create a Contract in OfficeRnD.
Step 4: Line Items
On step 4, you must map the OfficeRnD line item properties to the HubSpot line item properties.
Important! Line item Start Date and End Date don't exist as default properties in HubSpot; you must create them as custom properties for the Products object. To learn how to do that, read the HubSpot help article on creating properties.
For Object type, select "Product"
For Group, select "Product information"
For both properties, select the "Date Picker" field type:
When there is a sync from OfficeRnD to HubSpot, all contract steps are combined in a single line item. The line item will look like this: [start-date] – [end-date].
Step 5: Summary
Finally, you must review the configuration and any warning messages. You can click the "Go to step" button to return to the previous steps and make final changes.
When you are done, click Finish.
Connect Opportunities
Finally, let's connect your Opportunity entities in OfficeRnD to the Deals object in HubSpot.
Step 1: Entity
To connect the Opportunity entity to the Deals object:
Open the Entities tab and click Connect Entity.
Select Opportunities.
Click Next.
Step 2: Statuses
On step 2, you must map the Opportunity statuses in OfficeRnD to the Deal statuses in HubSpot.
Step 3: Properties
On step 3, you must map the Opportunity properties in OfficeRnD to the matching Deal properties in HubSpot, and choose the sync direction for each.
Step 5: Summary
Finally, you must review the configuration and any warning messages. You can click the "Go to step" button to return to the previous steps and make final changes.
When you are done, click Finish.
Manually sync entities and objects
To manually sync each entity and object:
Open the Entities tab.
Click the arrow icon
next to an entity and select Sync.
The synchronization may take a few minutes. Changes made in the meantime will not be synced.
