Hubspot

Introduction

OfficeRnD integrates with HubSpot thus saving you time and streamlining the communication between your sales and operation teams. The integration allows you to decide which properties should be synced both ways and which ones one way - from OfficeRnD to HubSpot or from HubSpot to OfficeRnD. It also enables you to:

  • Automatically sync deals in HubSpot with opportunities in OfficeRnD, keeping their statuses aligned and their properties up to date in both systems.
  • Automatically sync changes in company and contact profiles between OfficeRnD and HubSpot, keeping both systems up to date.
Important
  • When the integration is activated for the first time, all Companies, Contacts & Opportunities will be added or linked with existing ones from HubSpot to OfficeRnD and from OfficeRnD to Hubspot(if you have valid mappings and depending on what option is selected). If you want to sync only specific companies to OfficeRnD, leave the location property for them empty in Hubspot before you enable the integration. This way, they will not be created/synced in OfficeRnD.
  • If you have selected(in the integration settings) the sync to be only from Hubspot to OffficeRnD and there are companies or members that exist in OfficeRnD but don’t exist in HubSpot, the data of those entities will not be synced/created from OfficeRnD to HubSpot.

Contents

Which Opportunity Properties can be Synced?

Which Company Properties can be Synced?

Which Member / Contact Properties can be Synced?

Integrate OfficeRnD with HubSpot

  1. Navigate to Settings/Integrations.
  2. Locate the HubSpot option under the CRM section and click Activate.
    activate.png
  3. Next, click Connect and authorize OfficeRnD to access your HubSpot account:
    connect app.png
  4. Click Configure to define the mappings between OfficeRnD and HubSpot members/contacts, companies, and opportunities/deals.
    hubspot conf.png

The configuration acts as an interpreter between OfficeRnD and HubSpot. Depending on how you set up the mappings in the integration, you can define which team changes should take precedence.

For example, when the sales team moves a deal between its different stages, the properties of that deal should always override the settings of the corresponding opportunity in OfficeRnD, which is why the direction of the mapping should be one-way - from HubSpot to OfficeRnD.

General Settings

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The integration supports two-way sync between Flex and Hubspot. The Entities to Sync section lets you control this feature.

OfficeRnD to HubSpot

The integration will sync all new Companies & Members created in OfficeRnD to Companies & Contacts in HubSpot, ensuring updates to both platforms.

  • You must first ensure that the mapped Property – Location pair inside the Locations tab links only a single HubSpot property to an OfficeRnD Location. Learn more about the Locations tab here.
  • Once you enable the option, all the companies/members created in OfficeRnD will be created/synced in HubSpot.

HubSpot to OfficeRnD

In the second section, you can choose whether to sync Companies & Contacts created in HubSpot to Companies & Members in OfficeRnD. You can also enable or disable Sync opportunities to specify if you want to sync HubSpot deals with OfficeRnD opportunities.

AutoSync

You can also enable Auto Sync, an automatic hourly synchronization of companies, contacts, and opportunities between OfficeRnD and HubSpot.

Locations 

Locations.png

In the locations mapping section, you need to specify the property that defines which HubSpot companies and contacts should be synced to the different locations in OfficeRnD.

In order for locations to appear you need to create custom properties in HubSpot- one for the companies and one for the contacts. Please see how you can create a custom property in Hubspot here.

The custom property needs to be of type "Dropdown select" and you have to define the possible values for it.

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Note: If you change the property in HubSpot of an already synced Company/Member it would not change the location of that Company/Member in OfficeRnD.

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Company Properties

This section allows you to define which company properties should be synced between the two systems.

  • Under Standard Properties, you will find the list of all matching standard properties between company profiles in OfficeRnD and HubSpot. These properties are always synced and you can change the sync direction to instruct the integration which changes to reflect.
  • Under Custom Properties, you can describe additional properties from the company profile in both systems that need to be synced. For every property, you have to select the direction of the synchronization. Keep in mind that for complex properties that have multiple values (multi-select, drop-down lists), you have to map each value between the two systems.

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Contact Properties

This section allows you to define which contact/member properties should be synced between the two systems.

  • Under Standard Properties, you will find the list of all matching standard properties between a member profile in OfficeRnD and a contact profile in HubSpot. These properties are always synced and you can change the sync direction to instruct the integration which changes to reflect.
  • Under Custom Properties you can describe additional properties from the member profile in OfficeRnD which values have to be synced with a contact profile in HubSpot. For every property, you have to select the direction of the synchronization. Keep in mind that for complex properties that have multiple values (multi-select, drop-down lists), you have to map each value between the two systems.

hubSpot_contacts.png

Opportunity Properties

This section allows you to define which opportunity properties should be synced between the two systems. Learn more about how opportunities work in OfficeRnD.

  • Under Standard Properties, you will find the list of all matching standard properties between an opportunity record in OfficeRnD and a deal in HubSpot. These properties are always synced and you can change the sync direction to instruct the integration which changes to reflect.

    Note: In most cases, the direction of the sync will be from HubSpot to OfficeRnD as the sales team usually works in HubSpot and has the latest information about the deal.

  • Under Custom Properties you can describe additional properties that describe the opportunity record in OfficeRnD whose values have to be synced with a corresponding deal in HubSpot. For every property, you have to select the direction of the synchronization. Keep in mind that for complex properties that have multiple values (multi-select, drop-down lists), you have to map each value between the two systems.

hubSpot_opportunityProperties.png

Opportunity Statuses

This section of the settings is only available when you instruct the integration to sync opportunities and it allows you to define the pipeline in HubSpot that holds the different statuses of deals/opportunities.

Learn more about how opportunities work in OfficeRnD.

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What you should check if you cannot sync a deal from Hubspot to OfficeRnD:

If the company or member for which the Hubspot deal was created does not exist in OfficeRnD and/or does not have a property that allows our system to create their profile based on the information they have in Hubspot, we will not sync the deal and no opportunity will be created in OfficeRnD.

Another configuration you need to take into account is the opportunity status - if you have not mapped your Hubspot deal stages to a corresponding OfficeRnD opportunity status, we won't be able to sync the deal (even if the company or member does exist in our platform).

See an example below - in Hubspot we've got more deal stages than in OfficeRnD, therefore we need to make sure all stages that should be synced to OfficeRnD have been mapped to the corresponding opportunity status. Learn how to create additional opportunity status options in OfficeRnD here.

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Comments

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  • How can we sync other data from OfficeRnD to HubSpot like membership plan type, amount of day passes and credits? Is there any updates for when important information like this will be a built in 'contact property' rather than a 'custom property' we have to manage separately?

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