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.
• 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.
• 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 Set up HubSpot Integration and authenticate with the HubSpot account you want to connect.

3. Choose the Deal Stage that should trigger automatic Project creation
   (e.g., when a Deal moves to Closed Won).

4. Choose the Deal Type (optional). This will pull from your HubSpot settings so for example, you can use an Onboarding or Implementation custom 

5. 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. Map your variables.
   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.

8. Map your custom fields.
   These fields populate Onboard Projects and Companies when a Project is created.

9. Click Finish to complete 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.