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Setup Guide for HubSpot Integration

This guide will walk you through the steps needed to establish a connection between HubSpot and our platform.

Introduction

Welcome to the Integration Setup Guide for connecting your HubSpot account with the Flowcode platform. This guide will walk you through the steps needed to establish a connection between HubSpot and our platform, enabling you to automatically send contact information collected from our Conversion Flows directly to your HubSpot instance.

Prerequisites

Before you begin the integration process, please ensure you have the following:

  • An active HubSpot account with administrative privileges

  • Your Flowcode login credentials

Step 1: Configure HubSpot Integration in a Flowcode Workspace

  1. Login to Flowcode:

    • Login to your Flowcode account and navigate to the Workspace where you need to set up the integration.

  2. Add the HubSpot integration to the Workspace:

    • Navigate to Manage > Integrations (bottom left navigation)

    • Click on the HubSpot integration tile

    • Click “Connect App”

  3. Authenticate and Connect to your HubSpot Account:

    • Click "Connect" on the right-hand side of the HubSpot box below "Connect your account"

    • To generate your API key, follow these steps in HubSpot:

      • Click the Settings icon (gear, top right)

      • In the left sidebar, navigate to Integrations → Service Keys

      • Click Create Service Key, then select Private (for one account)

      • Navigate to the Scopes tab and click + Add new scope. Add the following scopes:

        • crm.objects.contacts.read

        • crm.objects.contacts.write

        • crm.import

    • Click Create app

    • On the Auth tab, locate the Access token field and click Copy

    • Paste the Access token into the API key field in the Flowcode platform

    • Click “Next” at the bottom of the screen in your Flowcode tab

  4. Configure Field Mapping:

    • Dropdowns for all fields (standard and custom) on the Conversion Flows that you created will appear

    • Adjust mappings for the fields to the desired field in HubSpot

      • The fields available for mapping will automatically be pulled from your HubSpot Contacts properties

      • Click “Next” at the bottom of the screen

  5. Select Sync Frequency:

    • Select an option for the sync frequency (e.g., every 30 minutes, every hour)

    • Click “Save” or “Save + Sync Now”

Step 2: Verify the Integration

  1. Submit a test contact:

    • Scan the code for one of your Conversion Flows

    • Fill out the form experience and submit the information

  2. Sync Integration:

    • Navigate to Manage > Integrations (bottom left navigation)

    • Click “Sync Now” on the HubSpot integration tile

  3. Check Data Flow:

    • Click on the ellipsis to the right of “Sync Now” and navigate to Sync Logs to monitor sync status and logs

    • Check in your HubSpot account to verify that the expected Contacts are appearing after syncing

Troubleshooting Common Issues

  • Connection Errors: Ensure all credentials are entered correctly and that your HubSpot account has the necessary permissions.

  • Data Not Syncing: Check the data mapping in the integration settings on your platform and adjust as necessary.

  • Property Mismatch: Make sure that the fields in HubSpot are correctly set to receive data. Fields in HubSpot may require specific formatting or data types.

FlowID HubSpot Audience Sync

At the workspace level, you can automatically sync your Flowcode Audiences to HubSpot Segments (Lists), keeping your marketing and CRM data fully aligned for accurate targeting and personalized engagement.

Note: For the audience integration to work properly, the contacts integration must be set up first.

How It Works

  1. Build your audience in Flowcode
    Use the Audience Builder to segment contacts by FlowID data such as engagement, location, or form submissions.

    Note: The segment name in Hubspot will be the Flowcode audience name.

  2. Connect to HubSpot
    Once your HubSpot Contact Sync is configured, enable HubSpot Audience Sync using your HubSpot API key. Follow the same steps as for Hubspot Contacts above to access the API Key.

  3. Choose your sync settings

    • Sync all audiences to HubSpot, or

    • Select one audience per integration—ideal for syncing only key segments (you can create multiple HubSpot audience integrations for additional audiences).

  4. Select Sync Frequency
    Select an option for the sync frequency (e.g., every 30 minutes, once per day). You can also trigger a manual sync anytime.

  5. Monitor sync activity
    Review your sync logs to track trigger type, start/end times, and sync status for full visibility.

Note: Custom contact properties are managed within the HubSpot Contact Sync, not the Audience Sync.

HubSpot List Types (Flowcode lists are always static):

  • Active Lists automatically update based on filters in the Hubspot platform.

  • Static Lists are fixed snapshots created from a single upload; membership only changes when you upload again.

FAQ:

What does Flowcode data look like once it's in HubSpot?

When a contact syncs from Flowcode to HubSpot, a few fields come over automatically in addition to whatever contact properties you've mapped:

  • Form source: The source will be whatever you name it in Hubspot and will include the name of the specific flow the contact came from if you link it. This is useful for identifying which Flowcode activation drove the contact.

  • Original traffic source (drill down 2): HubSpot records the traffic source for any contact that comes in via an automated integration. For Flowcode contacts, this field is populated with a Flowcode numerical identifier rather than the display label "Flowcode." If you're building HubSpot workflows or segments using this field, use that numerical identifier instead of the label you see in the contact record, or your workflow will return zero results.

What to configure in Flowcode vs. HubSpot

For dynamic CRM assignments like contact owner, team, or territory—where the value depends on logic that lives in your CRM—build those assignments as workflows in HubSpot. Use Flowcode contact properties only for CRM properties that are static and known at the point of connection (business unit or campaign source).

Hubspot property formatting

HubSpot validates inputs like user assignments against its own records; Flowcode will accept any string, and if it doesn't match a valid HubSpot value, the field will be silently ignored.

Support

If you encounter any issues or have questions, please contact our support team at [email protected]. We are here to help ensure your integration process is smooth and efficient.

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