Configure HubSpot Basic Settings

Article author
Brandan Blevins
Updated

Overview

Once you connect your HubSpot account to Apollo, you can configure some of the fundamental ways that Apollo interacts with HubSpot.

Refer to the sections below for information about how to configure record visibility, manual sync between HubSpot and Apollo, push data to HubSpot from Apollo, and unlink your HubSpot account.

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Configure Record Visibility

To configure whether records pulled from HubSpot are visible to your team:

  1. Launch Apollo and click Settings Integrations.
  2. Click View for the HubSpot integration. View HubSpot Integration
  3. In the Record Visibility section, you can configure whether contact, lead, and account records pulled from HubSpot are visible to other users in your account. By default, Apollo enables both settings.

    Enabling or disabling these options section does not impact data sync between Apollo and HubSpot. Record Visibility
  4. When you're finished, click Save. Save

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Manually Pull Data from HubSpot

To manually pull data from HubSpot:

  1. Launch Apollo and click Settings Integrations.
  2. Click View for the HubSpot integration. View HubSpot Integration
  3. In the Sync Now section, you can manually pull records from HubSpot into Apollo. This is useful if you have made manual changes to HubSpot records that you want to capture in Apollo. Because you can only manually change the stage of a contact to a previous stage within HubSpot, these settings also capture those changes in Apollo. Sync Now
  4. Click Pull all HubSpot Contacts to Apollo Contacts to initiate a manual sync for contacts. Click Pull all HubSpot Companies to Apollo Accounts to initiate a manual sync for companies.
  5. Click Pull Now to confirm your request. Pull Now
 
Manually Pull Deals

To manually pull deals from HubSpot, navigate to Integrations > HubSpot > Deals > Sync and click Pull all HubSpot Deals to Apollo Deals.

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Configure Push Settings

To access the push settings for the Apollo-HubSpot integration:

  1. Launch Apollo and click Settings Integrations.
  2. Click View for the HubSpot integration. View HubSpot Integration

Here, you can access several configuration options for your push settings. The following sections detail the various push settings available to you.

When you finish configuring your push settings, click Save.

Save

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Contacts

  1. In the Contacts section, enable Push Contacts to push any newly created Apollo contacts to HubSpot. Push contacts to HubSpot.
  2. (Optional) If you only want to push contacts that are in specific stages, enable Only create contacts in HubSpot if at certain stages. Then, select the stages. You must enable the Push Contacts option in the previous step for this option to work. Otherwise, no contacts will be pushed to HubSpot. Stages

Emails

  1. In the Emails section, configure how Apollo pushes outgoing and incoming emails to HubSpot. You can configure the following options:

    Outgoing emails sent within Apollo: Pushes any outgoing emails that you send through Apollo to HubSpot.
    Outgoing emails not sent within Apollo: Pushes any outgoing emails that you send outside of Apollo through a mailbox connected to the platform to HubSpot.
    Incoming emails that are replies to emails sent within Apollo: Pushes replies to emails that you send through Apollo to HubSpot.
    Incoming emails from all other sources: Pushes any replies to emails that you send outside of Apollo through a mailbox connected to the platform to HubSpot.
    Push emails even if sender or recipient doesn't exist in HubSpot: Pushes emails from any of the enabled categories above to HubSpot, even if the sender or recipient does not have records in HubSpot. Enable this setting with caution—it may create contacts that you don't want in HubSpot.
    Email Settings
     
    Apollo Chrome Extension Override

    If you use the Apollo Chrome extension, you can override the Outgoing emails not sent within Apollo option from the extension settings in Gmail.

  2. To configure the template format that Apollo uses when it pushes emails to HubSpot, click the cog icon. Advanced Options
  3. Click the Customize Title checkbox, then edit the title template using the supported dynamic variables that Apollo lists in the pop-up. When you finish, click Done. Customize Title

Tasks

  1. In the Tasks section, enable Push Completed Tasks to push completed Apollo tasks to HubSpot. Tasks
  2. To configure the template format that Apollo uses when it pushes tasks to HubSpot, click the cog icon. Advanced Options
  3. Click the Customize Title checkbox, then edit the title template using the supported dynamic variables that Apollo lists in the pop-up. When you're finished, click Done. Customize Title

Notes

In the Notes section, toggle on Push Notes to push Apollo notes to HubSpot. Notes
Phone Calls

  1. In the Phone Calls section, enable Push Phone Calls to push Apollo phone calls to HubSpot. Phone Calls
  2. To configure the template format that Apollo uses when it pushes phone calls to HubSpot, click the cog icon. Advanced Options
  3. Click the Customize Title checkbox, then edit the title template using the supported dynamic variables that Apollo lists in the pop-up. When you're finished, click Done. Customize Title

Contact Source and Account Source

HubSpot does not have a default contact or account source field for Apollo to use, so you can choose with which HubSpot field you would like to sync this information.

To choose a HubSpot field for contacts:

  1. In the Contact Source section, click the Pick one here link. Pick one here
  2. Choose a source option from the Contact Source Field drop-down. This HubSpot field type should be single-line text, and it should not be read-only.

    Click OK to save your changes. Contact Source Field

To choose a HubSpot field for accounts:

  1. In the Account Source section, click the Pick one here link. Pick one here
  2. Choose a source option from the Account Source Field drop-down. This HubSpot field type should be single-line text, and it should not be read-only.

    Click OK to save your changes. Account Source Field

Create a Custom Contact or Account Field in HubSpot

For more information about how to create a custom contact or account field in HubSpot, refer to HubSpot's Create and edit properties article.

Save Push Settings

When you finish configuring your push settings, click Save. Save Back to Top

Configure Pull Settings

Deal Sync Settings

To configure pull settings for Deals on HubSpot:

  1. Launch Apollo and navigate to Integrations > HubSpot > Deals > Sync.
  2. Toggle Actively sync HubSpot deals to make HubSpot the source of truth for deals.
    • When enabled, Apollo pulls all HubSpot deal information and uses HubSpot as the source of truth for any previously synced deals.
    • If you deactivate this setting at any point, HubSpot deal information remains in Apollo, but Apollo no longer actively syncs with HubSpot.

The Actively sync hubspot deals toggle is higlighted

  1. Toggle Opportunities to sync opportunity deletions between Apollo and HubSpot. When enabled, Apollo will automatically delete any Apollo records linked to deleted HubSpot deals, and vice versa.

The Opportunities toggle is highlighted

  1. When finished, click Save.

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Remove Duplicate Records

If duplicate records have already been synced from HubSpot to Apollo, you have 2 options for removing them:

  • Delete: If you enable the appropriate settings in Apollo, you can delete duplicate records in either Apollo or HubSpot and the deletion will sync for both.
  • Merge: If you enable the appropriate settings in Apollo, you can merge duplicate records in HubSpot and the changes will sync to Apollo. Once you merge a duplicate, Apollo will only sync information for the remaining record with HubSpot.

To change these settings, launch Apollo and click Settings > Integrations. Then, click View for the HubSpot integration.

Here, you can adjust the deletion and merge sync settings for the HubSpot integration.

Edit the merge and deletion sync settings.

 
It Pays to Be Proactive!

If you pull duplicate records from HubSpot and then merge them in Apollo, Apollo does not merge them in HubSpot. To prevent the records from syncing again, either delete them or merge the duplicate in HubSpot.

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Unlink Your HubSpot Account

 
All Users Must Unlink Their Accounts

To fully disconnect Hubspot from Apollo, all users in Apollo must unlink their accounts. When you have all followed the instructions below, make sure you check your profiles in the Settings section to confirm you have unlinked your Hubspot account.

To unlink your HubSpot account from Apollo:

  1. Launch Apollo and click Settings Integrations.
  2. Click View for the HubSpot integration. View HubSpot Integration
  3. Click Unlink Account. Unlink Account

Your HubSpot account is now disconnected from Apollo.

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