Each new lead becomes a Contact in HubSpot, with its lifecycle stage set to Lead. A note on the contact's timeline carries the event details and the proposal link, so your team can open the proposal from HubSpot.
Connecting
The easy way: open Integrations, click Connect next to HubSpot, then Connect HubSpot. Sign in to your own HubSpot account and approve access to contacts and notes. The connection renews itself, and you can remove Innkept's access from HubSpot at any time.
If that option isn't there, use a private app (still your own account):
- In HubSpot, go to Settings → Integrations → Private apps and create one.
- Give it these permissions:
crm.objects.contacts.read,crm.objects.contacts.writeandcrm.objects.notes.write. Without the last one, contacts still arrive but the timeline note is skipped. - Copy the access token (it starts
pat-) and paste it into Innkept.
Either way, your login details are stored securely and belong to your account. Innkept never sends your leads through a shared HubSpot account.
What arrives in HubSpot
| HubSpot field | What's in it |
|---|---|
| The guest's email | |
| First name / Last name | The guest's name |
| Phone number | The guest's phone, if they gave one |
| Lifecycle stage | Lead |
| Timeline note | Event type and date, guest numbers, quote total and proposal link |
No duplicate contacts
If the guest's email is already in HubSpot, that contact is updated and gets a new timeline note. Otherwise a new contact is made. Someone who enquires twice never ends up as two contacts.
Pipelines and deals
Innkept doesn't put contacts into a pipeline, because every venue's pipeline is different. To do it automatically, set up a HubSpot workflow that starts when a contact is created with lifecycle stage Lead.
Sending event details to their own HubSpot fields
HubSpot doesn't have fields for event date or guest numbers out of the box. If you'd like them on the contact, not just in the note, create these contact properties in HubSpot:
- Event date (date)
- Event type (single-line text)
- Guest count (number)
- Proposal link (single-line text)
- Quote total (number)
Then, in Innkept, open the HubSpot connection and add a row under Field mapping for each: type the HubSpot property's internal name on the left and pick the matching Innkept value on the right. The next lead fills them in. See Sending leads to your CRM.
Problems you might see
| Message | Why | What to do |
|---|---|---|
| 401 Unauthorised | Access was removed or the token has been replaced | Click Reconnect, or paste a new token. |
| 403 Forbidden | The private app is missing a permission | Add crm.objects.contacts.write to the private app in HubSpot. |
| 429 Too many requests | HubSpot is limiting requests | Nothing. Innkept tries again by itself. |