The HubSpot integration is available as an add-on to all subscriptions.
The HubSpot integration allows you to link Organization and Contact records in GivingData with Company and Contact records in HubSpot. These records can be updated when edits are made in both HubSpot and GivingData, or the data can flow from one system to the other.
The checklist below serves as a high-level overview of the integration set-up phases. The phases labeled "Client Instructions" contain the items to check off before moving forward, as well as linked articles with detailed instructions and steps for each phase.
The phases labeled "GivingData Instructions" are provided for your context. The steps in those phases are completed by GivingData staff. Reach out to your GivingData contact if you have specific questions about any of those phases, as you will not have access to open the linked resources.
Phase 1: Client Instructions
In this phase, you will decide on the data points that will be synced between GivingData and HubSpot for each record type and when the data will be synced. You will also decide which admin user in GivingData and HubSpot will be used to authenticate into the integration.
A suggested data mapping of data points to sync between the two systems, along with suggested data flows, can be found here.
Data Mappings – These are the fields that will be synced between GivingData and Hubspot. We can include HubSpot custom fields and GivingData custom fields in the data mapping, but these won’t be included in the suggested data mapping because they are unique to your sites. Data points that are syncing in each system need to be compatible by data type. For example, a currency field cannot be mapped to a date field.
Data Flows – These are the flow of data between GivingData and HubSpot. We can support a bidirectional flow of data, or a one directional flow of data from GivingData to HubSpot, or from HubSpot to GivingData. Select the flow of data that aligns with your foundation’s needs.
Provide the following information to your GivingData contact:
- Name of Admin user in GivingData to be used to authenticate into the integration.
- To authenticate into the integration, a username and password for HubSpot is required. Be prepared to meet with your GivingData contact via video call and have these details available for a smooth login.
- Finalized Data Mapping
- List of HubSpot Company IDs & corresponding GivingData ID
- List of HubSpot Contact IDs & corresponding GivingData ID
Phase 2: GivingData Instructions
Complete the steps outlined here. Main steps for this phase include:
- Update User Permissions to enable API access.
- Enable the HubSpot Integration in Client & Feature Configuration for the Client’s site.
- Import of HubSpot IDs into GivingData
Phase 3: Client and GivingData Instructions
In this phase, you will meet with your GivingData contact via a video call to authenticate into the integration and configure the integration settings together.
Here are the key steps:
- Under System & Set up > Integrations, select the HubSpot Integration.
- Note: if the integration is not displaying, refresh the page.
- Client will input their HubSpot login credentials.
- HubSpot users often have multi-factor authentication or single sign-on set up. The client can navigate to this page under system & Set Up and input their credentials themselves for logging in.
- Input the configuration settings – changes made in this modal are automatically saved:
- Api Key: Copied from admin user’s profile.
- ApiUrl: https://cxteam.givingdata.com/api (update to be client’s URL)
- Organization and Contact Field Mappings
- Enable data flows
- Note: If no data flows are enabled, data will not be passed back and forth between the systems.
- Disconnecting the Integration:
- If the integration needs to be disconnected, use the disconnect button at the bottom of this modal. This will log the user out of the integration.