HubSpot

HubSpot keeps contacts current on both sides and connects your pipeline stages to the columns of a board. Moving a deal in HubSpot moves the card, and moving the card moves the deal.

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Connect

1. Open Integrations → HubSpot → Manage.
2. Choose Connect with HubSpot, pick the portal and authorize.
3. You return to ContactShip with the account listed.

You can also connect with a private app token, but that route does not receive HubSpot notifications: changes you make in the CRM never reach ContactShip. Use it only when OAuth is not available to you.

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What gets synchronized

The Sync tab has two switches:

• Bring changes from the CRM: what happens in HubSpot updates contacts and moves cards.
• Send changes to the CRM: editing a contact or moving a card is reflected in HubSpot.

Turning a direction off does not erase the configuration: it stays saved and resumes when you turn it back on. For email, phone and name you choose who wins when the same field changes on both sides: the CRM wins, ContactShip wins, or last change wins, which is the default. A change that came from the CRM does not go back to the CRM. There is nothing to configure for this.

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Contacts that already existed

The switches keep up with what changes from now on. For everything before that, choose between bringing nothing, linking the ones already present on both sides, or linking and also creating the missing ones. None of these options modifies your contacts.

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The board and its stages

Pipeline stages map to the columns of a board. Without that mapping, moving a deal moves nothing. In the Board dropdown choose Create from pipeline: you get a board with one column per stage, in HubSpot’s order and already mapped, closing stages included. If you already have a board that matches, the screen offers it before creating another. If you use an existing board, whatever matches by name is mapped automatically and the rest is left empty. A stage without a column moves nothing, which beats moving a card to the wrong column. You can fix any mapping by hand. Creating the board does not save the configuration: the Save button at the end is what writes it.

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The automations created for you

On save, ContactShip creates and maintains the automations the configuration needs. They show up under Settings → Automations, named “Sincronización · …” with the account in parentheses. If you already had an automation doing the same thing, the screen tells you. It is never touched, but it is worth turning it off or the same change is processed twice.

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Templates to start from

When you create an automation, HubSpot templates are ready to use. They cover what the sync does not: what happens in a call and in a conversation.

• Log Calls in HubSpot: every finished call lands on the contact record, with duration, result and recording.
• Conversation Summary in HubSpot: when a conversation closes, AI summarizes it and leaves it as a note.
• Follow-up Task in HubSpot: AI decides the next step and opens the task for the advisor.

Pick one, adjust the wording and create it. With a single connected account, the template picks it up on its own.

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HubSpot inside an AI agent

The same actions you use in an automation can be used by a voice or text agent while it is talking to the person. What changes is who decides: in a rule you decide beforehand; in an agent the agent decides, in the conversation. This is what lets the agent answering WhatsApp open the deal the moment the person says how much they want to spend, instead of someone entering it later.

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Adding it

In the agent’s Tools tab, add one of type Integration and pick the HubSpot action. They are listed under the CRM category and need the account connected.

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What you configure

When to use this tool is the field that matters most: it is the only thing the agent reads to decide whether to use it. Write it the way you talk to your customers, not as a specification. Under Details it sends, each detail comes from one of four places: Above the form, the app sums up how much was left to the agent: The agent decides 2 details: Stage, Amount. If it decides none, it says that too.

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Which actions make sense in an agent

• Find contact and Find the contact’s deals: so it knows who it is talking to and what was already open.
• Create deal: when the person shows concrete intent. One deal per request.
• Move deal stage: when what that stage represents actually happens — they accept the proposal, confirm the purchase, walk away.
• Add note and Create task: to leave the context and the next step for an advisor.

Update contact is better left to the sync, which already does it both ways on its own. Giving it to the agent as well means the same field is written through two paths.

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When something did not happen

Every event that fires an automation leaves a run under Settings → Automations → Run History. It is where you see why something did not happen. Skipped is not an error. It means the automation did not run, almost always because something is missing: the conditions were not met, the stage is not mapped to a column, the deal is not linked to a card, or that direction of the sync is off. The detail says which one. Opening a run shows the event, each step with its status and what it returned. From there you can retry with the same event, which helps after fixing what was missing.

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FAQ

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See also

• Automations
• Voice agent tools
• Text agent tools
• Boards
• Freshdesk