Learning Objective
By the end of this guide, you'll know how to access the HubSpot integration in lemlist at the team level, configure general sync settings, set up field mapping (including custom fields and sync direction), map users to preserve activity ownership, choose which activities are logged in HubSpot, and use Logs to troubleshoot sync behavior.
Why This Matters
Managing leads across lemlist and HubSpot manually creates inefficiency and data inconsistencies. Without integration:
Campaign activities don't appear in HubSpot
Contact data stays siloed between platforms
You manually update CRM records after every campaign action
Activity ownership gets lost or misattributed
The HubSpot integration:
✅ Syncs contacts and companies between platforms
✅ Logs activities in HubSpot automatically (based on your Activities settings)
✅ Maintains ownership through user mapping
✅ Works at team level – Configure once, applies to all campaigns
Prerequisites
Before setting up HubSpot integration:
You have HubSpot admin access to authorize the integration and manage properties/users
You have lemlist admin access to configure team-level settings
You know which fields to sync between lemlist and HubSpot
You're ready to map users between both platforms
Key Concepts
Team-Level Integration
The HubSpot integration works at the team level. This means:
Configure settings once in team CRM settings
Settings apply to all campaigns and all users automatically
No need to manually connect each campaign
Exception: Deal creation triggers are configured at the campaign level (each campaign can have different deal triggers).
Contact-Based Integration
lemlist uses Contacts as the core object, not campaign-specific leads.
How it works:
A Contact represents a person (e.g., "John Smith")
That Contact can exist in multiple campaigns as different leads
HubSpot integration syncs at the Contact level, not lead level
Bi-Directional Sync
Field mapping supports bi-directional sync:
Changes in lemlist update HubSpot
Changes in HubSpot update lemlist
You can control sync direction per field (bi-sync, HubSpot priority, lemlist priority)
⏱️ Sync timing: Typically 2–10 minutes, though delays can occur with large data volumes or API congestion.
Step 1: Open the HubSpot integration in lemlist
Click your profile/name (bottom-left corner), then select Settings
In the left sidebar, click Integrations, then select HubSpot
On the HubSpot page, confirm the integration shows Connected.
Step 2: Configure General Settings
Enable contact and company creation (and choose the trigger)
In General options, enable Create contacts and companies in HubSpot if they do not exist, then choose the trigger that will create/update records in HubSpot (for example, When they are created (or updated) in lemlist)
💡 lemlist checks for existing contacts (by email) and companies (by domain/name) before creating new ones.
Set default properties values (optional)
If you want HubSpot records created by lemlist to always include a default value (for example, a default lifecycle stage or lead source), click Add a default value and configure the value for the relevant object tab (Contact/Company/Deal)
Step 3: Configure Field Mapping
Field mapping tells lemlist which data to sync between platforms.
Access Field Mapping
In the HubSpot integration, click Field Mapping to view and manage mappings for your HubSpot objects (for example, Contacts)
Set sync direction per field
For any mapped field, use the sync direction control (the arrows icon) to choose how values should sync (bi-directional or one-way, depending on your needs)
Add a custom field to map (optional)
Click Add a custom field
Enter a Field name, choose a Field type, then click Create field
After the field is created, map it to the matching HubSpot property and set the desired sync direction.
⚠️ Important: Field mapping is not retroactive in V1. Fields mapped after data population won't backfill existing data.
Step 4: Configure User Mapping
User mapping ensures activities and contact ownership stay consistent between platforms.
Access User Mapping
In the HubSpot integration, click User Mapping
Map lemlist users to HubSpot users
For each lemlist user row, select the matching HubSpot user from the dropdown on the right
Auto-map users (optional)
If your lemlist users and HubSpot users share the same email addresses, click Auto map users to automatically map them based on email
User mapping rules
Activity ownership:
If the activity has a sender → Use the sender's mapped HubSpot user
If no sender → Use the contact's owner (mapped via user mapping)
If no owner → Use the default HubSpot user (from General settings)
⚠️ You can map multiple lemlist users to ONE HubSpot user, but not the other way around.
Step 5: Configure Activity Sync
Control which lemlist activities sync to HubSpot.
Access Activities Settings
In the HubSpot integration, click Activities to view the activity types that can be logged in HubSpot
Enable/disable activity types
Use the toggles to turn logging on or off for the activity types you want to store in HubSpot (for example, Email activities)
Choose how an activity is stored in HubSpot
For each enabled activity, use the dropdown on the right to choose the HubSpot activity type (for example, store an event as Emails or as Notes)
If you open the dropdown, select the destination type you want (for example, Notes)
⚠️ HubSpot doesn't allow third-party apps to store some events (like opens/clicks) as dedicated Email objects in all cases, so they may be stored as Notes depending on your configuration.
Step 6: Use Logs to troubleshoot
To review what the integration is syncing (and whether it succeeded or failed), open Logs, choose a date range, then click Refresh to reload results
How You'll Know It Worked
✓ HubSpot shows "Connected" in the HubSpot integration page
✓ Field mapping syncs data – Changes appear within 2–10 minutes (typical)
✓ Activities log in HubSpot – Based on your Activities settings
✓ User mapping maintains ownership – Activities and contacts show the correct HubSpot user
✓ Logs show successful sync entries – And surface errors when something fails
Troubleshooting
Issue: HubSpot shows as connected, but fields aren’t syncing
Root cause: Incorrect mapping, incorrect sync direction, or non-retroactive behavior.
Fix:
Verify the lemlist field is mapped to the correct HubSpot property
Check the sync direction for that field
Remember: Field mapping is NOT retroactive in V1
Check Logs for errors or aborted entries
Issue: Activities appear under the wrong HubSpot user
Root cause: User mapping missing or incorrect.
Fix:
Go to User Mapping and map each lemlist user to the correct HubSpot user
Use Auto map users if emails match
If no mapping exists, ownership falls back to the default HubSpot user (from General settings)
Issue: Sync delays longer than 10 minutes
Root cause: Large data volumes, API congestion, or HubSpot rate limits.
Fix:
Wait up to 30 minutes during high-volume periods
Check Logs for repeated failures
Contact lemlist support if delays persist beyond 1 hour
Optimization Tips
Start with basic field mapping: Map essential fields first (first name, last name, email), then expand.
Review user mapping quarterly: Update mappings when teammates join/leave.
Use Logs regularly: Logs are the fastest way to diagnose why a record didn’t sync.