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User Guide: Hubspot Integration

This guide provides a detailed walkthrough for seamlessly integrating your HubSpot CRM with Meera!

Introduction to our HubSpot Integration

Our HubSpot integration allows you to connect your CRM data with Meera campaigns, enabling:

  • Automatic Import of Leads: Automatically add your contacts/leads to Meera.

  • Effortless Synchronization: Automate the two-way exchange of contact/lead data and statuses between HubSpot and Meera.

  • Improved Workflow Management: Reflect real-time updates in both platforms.

  • Custom Configuration: Tailor the integration to meet your specific business needs, such as selecting record types, mapping fields, and applying filters.

This guide details step-by-step instructions on how to configure the integration, covering both basic and advanced configurations.

1. Connecting HubSpot to Meera

Establish a secure connection between HubSpot and Meera to enable data exchange.

Steps to Connect HubSpot:

  1. Access the Integration Section:

    • Log in to the Meera Dashboard and choose the campaign where you'd like to set up the integration.

    • Screenshot 2025-03-31 at 6.30.58 PM

    • Click the Connectors button (+ icon) and choose CRM Integrations.

    • Select HubSpot  from the list.

  2. Authenticate with HubSpot:

    • OAuth Authentication:

      • You will be redirected to HubSpot's login page.

      • Enter your HubSpot credentials and grant access.

  3. Connection Confirmation:

    • The green dot and Disconnect button confirm that the connection is successfully connected.

      hubspot_connected

2. Selecting HubSpot Object for Synchronization

HubSpot stores various objects like Leads, Contacts, Accounts, and Opportunities.  Here you select the specific object you want synced to Meera.

 

Steps to Select Records:

  1. After a successful connection, navigate to the HubSpot Object Selection interface.

  2. Choose the record type you wish to sync.

  3. Click Next to save your selection.

    hubspot_object

3. Field Mapping Between Meera and HubSpot

In this step, you'll select which fields in HubSpot will populate which fields in Meera.  Field mapping ensures that data fields in Meera are aligned with their HubSpot counterparts.

Steps for Field Mapping:

  1. Open the HubSpot to Meera Field Mapping interface:

    • A side-by-side view of fields in Meera and HubSpot will be displayed.

      hubspot_field_mapping

  2. Select dropdown values to match corresponding fields:

    • Example: Meera's Email → HubSpot's Email Address.

  3. Address default fields:

    1. For any Meera fields that don't have a match in HubSpot, simply remove them from this section by clicking the trash icon, then add them to the Default Field Mapping Required for Meera Data Sync section below.

    2. In this section, simply add any mandatory (*) Meera fields that need a hardcoded default value.  This value will be applied to that field for all Meera Leads.

      default_fields

    3. For example, if you don't have a State field populated for all your leads, but all your leads are located in New York, simply input State : CA

    4. Meera Campaign ID can be left as-is unless you need to map to a different one
  4. Validate required fields:

    ‼️ Ensure all mandatory fields (marked with an asterisk).  If there are any mandatory fields that cannot be mapped
  5. Click Next to save your selections

4. Setting Filters for Synchronization [optional]

Apply filters to sync only the records that meet specific criteria, such as lead status or lead source.  This allows you to control which records are included in the sync.

Filter Operators with Examples:

  • Contains: Checks if a field contains a specific value(s).

    • Example: Filter: "LeadSource contains 'Facebook'"

    • Field Value: "Facebook leads" → True

  • Not Contains: Checks if a field does not contain specific value(s).

    • Example: Filter: "LeadSource does not contain 'TikTok'"

    • Field Value: "Facebook leads" → True

  • Starts With: Checks if a field starts with a specific value.

    • Example: Filter: "Name starts with 'John'"

    • Field Value: "John Doe" → True

  • Equals: Checks if a field exactly matches a specific string.

    • Example: Filter: "Status equals 'Active'"

    • Field Value: "Active" → True

  • Not Equals: Checks if a field is not equal to a specific string.

    • Example: Filter: "Status not equals 'Inactive'"

    • Field Value: "Active" → True

  • Greater Than: Checks if a field is greater than a specific numeric value.

    • Example: Filter: "Age greater than 30"

    • Field Value: 35 → True

  • Less Than: Checks if a field is less than a specific numeric value.

    • Example: Filter: "Age less than 30"

    • Field Value: 25 → True

  • Greater Than or Equals: Checks if a field is greater than or equal to a specific value.

    • Example: Filter: "Age greater than or equals 30"

    • Field Value: 30 → True

  • Less Than or Equals: Checks if a field is less than or equal to a specific value.

    • Example: Filter: "Age less than or equals 30"

    • Field Value: 25 → True

5. Mapping Meera Statuses to HubSpot Statuses

Align lead statuses between Meera and HubSpot for synchronized lifecycle tracking across both platforms.  Whenever a lead progresses from one status to another in Meera, this change will be reflected in Hubspot following the matched statuses configured on this page

Steps for Status Mapping:

  1. Navigate to the Meera to HubSpot Status Mapping page.

  2. Match Meera statuses with HubSpot statuses.  Please refer to the status list below for an explanation of each Meera status.

    • Example: Meera's Scheduled → HubSpot's In Progress.

      meera_to_hubspot_mapping

  3. Save your mappings to ensure consistency.

List of Meera Status:

  • Posted: The lead has been successfully inserted into the campaign, but has yet to be processed further.
  • NotDone: Lead has not yet received a message or is already marked as DNC.
  • Undelivered: The SMS message to the lead was not successfully delivered.
  • Delivered: The message(s) were delivered, but no response was received.
  • Responded: Lead has initially responded to the campaign.
  • Scheduled: An appointment is scheduled for the client per the lead's request.
  • Called: The lead was called, but there was no transfer.
  • Transferred: The call was transferred, but only lasted 30-90 seconds.
  • RepCall30SEC: The call was transferred, but lasted less than 30 seconds.
  • Converted: A warm call transfer was completed and the call lasted over 90 seconds.
  • DNC: Do Not Contact; the lead is not interested in receiving any communications and is fully unsubscribed from all Campaigns.
    Note: If you encounter this DNC status, please refer to the dnd_status and dnd_reason fields within the lead_details object.  Please see below for examples of possible values.  Additionally, you can retrieve full message logs by calling the get_message_log endpoint.
  • LcmLeadClose: Soft Close; the lead is not interested in receiving information regarding this particular Campaign.
    Note: If you encounter this Soft Close status, refer to the soft_close and soft_close_reason fields within the lead_details object.  Please see below for examples of possible values.  Additionally, you can retrieve the message log by calling the get_message_log endpoint.
  • NoRepResponse: The lead requested an appointment, but no representative was available.
  • ClosedAfterFollowup: Maximum # of follow-up attempts have been exhausted, and the lead has been closed.
  • ClosedByClient: The lead was closed by Meera customer's request.
  • BadPhone: The phone number is invalid, a landline, or no longer exists.

 

 

6. HubSpot to Meera Status Mapping

To effectively manage lead statuses between HubSpot and Meera, you can set specific criteria in HubSpot that trigger Meera's to Open, Close, or DNC ('do not contact') a lead.

hubspot_to_meera_triggers

Open Lead in Meera from HubSpot:

  • This filter lets you decide if and when a closed lead should be reopened in Meera.  Identify leads in HubSpot that should be marked as 'Open' in Meera. This could be based on specific lead statuses, or any other field value attached to that record in HubSpot.

  • Important Note: when leads are imported into Meera, they are set to Open by default, so you do not need to explicitly Open them using this configuration.

Close Lead in Meera from HubSpot:

  • This filter lets you decide when a lead should be closed (no longer contacted as part of this Meera Campaign).  This might include leads with statuses like 'Closed - Won', 'Closed - Lost', or 'Unqualified'.

DNC Lead in Meera from HubSpot:

  • This filter lets you decide if and when a lead should be fully opted out of all communications from Meera (across all your Campaigns), such as those with a 'Do Not Contact' status or a checked 'Opt-Out' field.

     

7. Enabling Sync

Click Finish on the last page to finalize your settings and enable the sync.

8. Monitoring Post-Sync Operations

Review results, adjust configurations, and troubleshoot errors after the sync.

Steps:

  1. Click on the 3 dots next to the sync to View Details then navigate to the Execution Logs to analyze sync results.

  2. Adjust the settings as needed.

  3. Pause or resume sync as needed

             

If you need any further assistance or have any additional questions, please get in touch with us at help@meera.ai