Configure HubSpot "Basics" Settings

Article author
Eric Zrinsky
  • Updated

Overview

Once you Connect Your HubSpot Account to Apollo, you can configure some of the fundamental ways that Apollo interacts with HubSpot from the "Basics" tab.

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

Launch Apollo and click Settings.

Settings

Click Integrations.

Integrations

Click View in the HubSpot section.

View HubSpot Integration

In the Record Visibility section, you can configure whether or not Contact, Lead, and Account records pulled from HubSpot are visible to other users in your account. By default, Apollo enables both settings.

Record Visibility

 
Record Visibility vs. Sync

Please note, enabling or disabling the options in the Record Visibility section does not impact data sync between Apollo and HubSpot. They only affect whether or not other users in your account can see the synced records.

When you're finished, click Save.

Save

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Manually Pull Data from HubSpot

Launch Apollo and click Settings.

Settings

Click Integrations.

Integrations

Click View in the HubSpot section.

View HubSpot Integration

The Sync Now section allows you to 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 change the stage of a Contact to a previous stage manually within HubSpot, Sync Now settings also capture those changes in Apollo.

Sync Now

Click Pull all HubSpot Contacts to Apollo Contacts to initiate a manual sync for Contacts.

Pull all HubSpot Contacts to Apollo Contacts

Click Pull Now to confirm your request.

Pull Now

Click Pull all HubSpot Companies to Apollo Accounts to initiate a manual sync for Companies.

Pull all HubSpot Companies to Apollo Accounts

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Configure Your Push Settings

Launch Apollo and click Settings.

Settings

Click Integrations.

Integrations

Click View in the HubSpot section.

View HubSpot Integration

From the "Basics" tab, you can access several configuration options for your Push Settings. In the Contacts section, enable the toggle to push any newly created Apollo Contacts to HubSpot.

Configuration Options

If you only want to push Contacts that are in specific stages, click the first check-box and then use the drop-down to select the stages.

Stages

The Emails section allows you to 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

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

If you'd like to configure the template format that Apollo uses when it pushes emails to HubSpot, click the cog icon.

Advanced Options

Click the Customize Title checkbox and edit the Title Template using the supported snippets that Apollo lists in the modal.

Customize Title

When you finish, click Done.

Done

In the Tasks section, click the toggle to push completed Apollo tasks to HubSpot.

Tasks

If you'd like to configure the template format that Apollo uses when it pushes tasks to HubSpot, click the cog icon.

Advanced Options

Click the Customize Title checkbox and edit the Title Template using the supported snippets that Apollo lists in the modal.

Customize Title

When you're finished, click Done.

Done

In the Notes section, click the toggle to push Apollo notes to HubSpot.

Notes

In the Phone Calls section, click the toggle to push Apollo phone calls to HubSpot.

Phone Calls

If you'd like to configure the template format that Apollo uses when it pushes phone calls to HubSpot, click the cog icon.

Advanced Options

Click the Customize Title checkbox and edit the Title Template using the supported snippets that Apollo lists in the modal.

Customize Title

When you're finished, click Done.

Done

Since HubSpot does not have a default Contact or Account source field for Apollo to use, you can choose with which HubSpot field you would like to sync this information. Click the Pick one here link in the Contact Source section to launch the "Pick Contact Source Field" modal.

Pick one here

Click the drop-down and then click a Contact Source Field. This field type should be a "Single-line text" in HubSpot and it should not be "Read Only."

Contact Source Field

Click OK to save your changes.

OK

Click the Pick one here link in the Account Source section to launch the "Pick Account Source Field" modal.

Pick one here

Click the drop-down and then click an Account Source Field. This field type should be a "Single-line text" in HubSpot and it should not be "Read Only."

Account Source Field

Click OK to save your changes.

OK

 
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 the "Manage Your Properties" article on the HubSpot Knowledge Base.

When you finish configuring your Push Settings, click Save.

Save

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Unlink Your HubSpot Account

 
All Users Must Unlink Their Accounts

Please note, 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.

Launch Apollo and click Settings.

Settings

Click Integrations.

Integrations

Click View in the HubSpot section.

View HubSpot Integration

Click Unlink Account.

Unlink Account

Your HubSpot account is now disconnected from Apollo.

Disconnected

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