HubSpot is a customer platform (a CRM system) that helps businesses manage marketing, sales, customer service, and website content in one place. At its core, it stores and organizes all customer and lead information so teams can track interactions, automate communication, and improve sales processes.

HubSpot Integration Overview

The HubSpot integration connects your booking or sales system with HubSpot, allowing customer and sales data to be automatically transferred into the CRM.

The integration works with contacts and deals. Contacts represent individual customers, while deals represent sales opportunities or transactions associated with those customers.

You can configure the integration to trigger updates in HubSpot based on different actions in your system. These triggers can be set either when a booking is made or when a purchase is completed.

If the trigger is set to bookings, a contact and/or deal is created in HubSpot as soon as a customer makes a booking. This allows businesses to track interest and activity even before payment is made.
If the trigger is set to completed purchases, the data is only sent to HubSpot once the customer has fully paid. This ensures that only confirmed revenue is recorded in the CRM.

This flexibility allows businesses to decide whether they want to track early customer engagement (bookings) or focus strictly on confirmed sales (purchases), depending on their sales and reporting needs.

Requirements to Enable HubSpot Integration

To enable the HubSpot integration, please reach out to Trackman Support. The following information is required:

Access Token: Provide the HubSpot Access Token

Deal Trigger: Define what action should create or update a deal in HubSpot
(If only contact synchronization is needed, the integration can be set up using just the Access Token. This will sync customer/contact data without deal tracking)

Optional:
- CreateContactData: Additional fields to store in HubSpot contacts
- CreateDealData: Additional fields to include in HubSpot deals

Prerequisites for Data Transfer to HubSpot

• Payment Status: The purchase must be paid.
• Customer Identity: The customer must not be anonymous (Anonymous purchases made via the Admin Panel, even if paid, will not trigger a deal).

Trigger Types

Booking Trigger

• When set to trigger by bookings, the integration will only create data for line items that are bookings.
• For example, if a purchase includes multiple line items such as top-ups, drinks, and bookings, only the bookings will be considered and sent to HubSpot.

Purchase Trigger

• When set to trigger by purchases, the integration will create a comprehensive data pack that includes all line items within the purchase, such as top-ups, drinks, and bookings.

Synchronization

Deals

• Bookings/Purchases will be synchronized to HubSpot Deals.

Customers

• Booking & Payment users will be synchronized to HubSpot Customers.
• If a user’s details are updated in Booking & Payments, the corresponding HubSpot customer will be updated as well.
• If it is the first interaction with the user, a new customer will be created in HubSpot.
• By default, we are synching: first name, last name, and email address.

Data Flow

For simplicity, let's consider the integration based on purchases:

1. Purchase Creation: A customer (via the booking side) or an admin (via the admin side) creates a purchase.
2. Customer Assignment: The purchase is assigned to a customer.
3. Payment Confirmation: Once the purchase is paid, the information is sent to HubSpot.
4. Customer Synchronization: If the customer is new, they are created in HubSpot and linked with the purchase.

Additional Properties and Customization 

• HubSpot offers numerous additional properties that can be integrated.
• For instance, we can set up pipelines or dealstages to indicate if a booking happened or was canceled.
• Various properties for contacts can also be customized to fit the needs of the integration.