HubSpot Integration Setup Guide

Onboard's HubSpot Integration Tour

Overview

With Onboard's HubSpot integration, you'll automatically create customized launch plans for each customer based on their specific requirements.

These attributes and requirements learned from your sales team during the sales process (industry, plan, add-ons, integrations, etc..) are sent to Onboard to create a completely custom plan specifically for that client in seconds.

What does the HubSpot integration do?

• Automatically creates Projects when a Deal is moved to the stage of your choice (ex. Closed Won) and Project custom fields and variables to create the Project dynamically.
• Gives you the option of pulling in new company information from Hubspot regardless of stage or deal logic.  
• Allows you to view the Project information connected to a HubSpot deal and associated Company
• Allows you to view and complete open Onboard tasks for a HubSpot Deal and associated Company and mark as complete.
• You can choose a default template to create projects with hubspot to start and combine with variables to add more based on the deal or company properties and task mappings
• Automatically assigns Project owner to a default or Deal owner
• Syncs fields between Onboard customers and HubSpot companies

Features

HubSpot Cards

Custom Projects using HubSpot Data

Automatically create custom onboarding & implementation plans using customer data in HubSpot. Once a deal is moved to *Closed Won* the data will pass to Onboard to ensure only the appropriate tasks are used for your client onboarding plan.

 

 

Onboarding Overview Inside HubSpot

View a complete onboarding summary within the HubSpot deal.

You can view:

• Status
• Progress
• Project manager
• Upcoming tasks

All of this data is kept up to date with from the Onboard.io app. Refresh to update.

 

Manage Onboarding from HubSpot

View the upcoming tasks, assignments and due dates from HubSpot. Everything syncs bi-directionally so you'll have a complete picture from the HubSpot record.

 

Setup Guide

1. Open the Onboard HubSpot integration page:
   https://app.onboard.io/settings/integrations/hubspot-integration

2. Select Connect to HubSpot, a new window will popup and you should then click 'Connect'.  Another window will popup with two options; Create a new HubSpot Account or Sign in to your HubSpot Account.  Once authenticated you can move on to configuring the integration further. 

3. Deal Stage & Type. Choose the Deal Stage that should trigger automatic Project creation.
   (e.g., For Deal Stage when a Deal moves to Closed Won is a popular selection).  You must select a deal stage but can also select multiple stages.  

4. Choose the Deal Type (optional). This will pull directly from your HubSpot settings so for example, you can use New Business or Existing business.  Deal types is an optional field however if none are selected, projects will be created for all opportunities that reach the selected stage(s).  

5. Project Defaults & Automation. Define your Project naming format using merge tags.

   Merge Tag	Description
   {onboardee_company_name}	Onboardee Company Name
   {project_name}	Project Name
   {project_expected_launch_date}	Project Expected Launch Date
   {project_id}	Project ID
   {owner_first_name}	Owner First Name
   {owner_last_name}	Owner Last Name
   {owner_role}	Owner Role
   {owner_full_name}	Owner Full Name

6. Set a default Project owner.
   If the Deal owner does not exist in Onboard, this fallback owner will be assigned.

7. Establish your Automation Settings, which drives automatic behaviors and integration data synchronization actions between HubSpot and Onboard.  

8. Field Mappings.  First, you can choose a default template (optional) as your Project starting point; and combine with variables to add more based on the deal or company properties and task mappings.

9. Next, map your variables. (Click into each mapping to reveal your option selections) Values in HubSpot must match the values defined in Onboard (e.g., New,  Existing). These mappings are used to build customized Projects at creation time.

10. Map your Field Sync Mappings.
    These fields populate Onboard Projects and Companies when a Project is created.

11. Click Save Configuration to complete the integration setup.

Use Cases

Project Automation

Automatically generate structured, personalized onboarding Projects based on deal data.

Company Creation

Create and sync Onboard Companies from HubSpot Company records.

FAQs

Can I sync data one-way?
Yes. You can configure one-way import or export in the Mapping settings.

Can I create customers with custom fields?
Yes. Any mapped custom fields will populate when new customers and Projects are created through the integration.