Main changes & improvements - quick intro
This section highlight main improvements of the new HubSpot integration.
🆕 Team level set-up
Starting now, everything regarding your HubSpot integration will be at the team-level. It means that you won’t need to sync each of your campaign, manually and one by one, anymore.
💡 Anything configured in your HubSpot integration settings will apply for the whole team.
⚠️ Only lemlist admins can modify the HubSpot integration settings.
⚠️ Everything will be at team level, EXCEPT HubSpot Deals creation. It will stay in the campaigns settings for now.
🆕 Custom field mapping & Bi-sync between HubSpot & lemlist
The new HubSpot integration comes with a key improvement: the bi-sync & custom field mapping.
In your settings, you can now map any lemlist field with any HubSpot property, so it ensures your data belongs in the right place in each tool. By default, the sync between a lemlist field and a HubSpot property will be bi-directional. It means that any change happening in lemlist will update HubSpot, and in the other way around.
🆕 Improved activities mapping
Bye-bye emails stored as notes 😵💫
Starting now, we will use HubSpot dedicated objects to store lemlist activities.
lemlist emails will be stored as emails
LinkedIn messages will be stored as LinkedIn messages.
Etc
🆕 User mapping
To avoid loosing informations and ownership, we added a User mapping screen. It allows you to map your lemlist and HubSpot users. The main goal is to keep a clean ownership of contacts & activities between your tools.
🆕 Instant tasks sync
If you have manual or calls tasks in your lemlist campaign, the new version of the integration will create Tasks in HubSpot. You can complete a task in HubSpot, it will complete the task in lemlist - and in the other way around.
🆕 SOON - CRM imports enrichment
⚠️ This will be available within a few days!
Starting now, you can use lemlist enrichment features & AI variables on CRM imports. It means that leads imported from your CRM can benefit from
LinkedIn enrichment - extract the LinkedIn profile of your contact.
Email finder - find the email of your contact
Phone finder - find the phone number of your contact
Email verifier - verifies the deliverability of a given email address.
AI variables
⚠️ For LinkedIn enrichment and AI variables, you need to set-up properly your field mapping to ensure enriched data goes where you want in HubSpot.
How to enable the new version
We are giving access to this new version super progressively. First things first, please ensure that you have access to it!
How to check if you have access to the new HubSpot integration
To do so, go in any campaign. You should see a button with “Sync your CRM” or “🟢 HubSpot”. (this button is visible for all the users in the team, admin or not).
If you don’t see it, it means that the new version is not enabled on your account yet! Reach out to [email protected] so we can give you access 🙏
How to enable the new integration
Step 1 - Access your settings, click on “CRM”, choose HubSpot and connect it.
⚠️ This step only applies if you don’t have an existing HubSpot integration. If you already have a HubSpot connected to lemlist, go to Step 3 directly.
Step 2 - when you are here, choose the right account. Starting now, only 1 HubSpot account can be connected to lemlist. Ensure you select the right one.
⚠️ Please ensure to connect HubSpot with lemlist while connected to a HubSpot admin user.
Step 3 - Congrats! The new integration is live on your team ❤️
⚠️ If you used multiple HubSpot accounts on the same lemlist team, you might encounter an error asking you to choose your HubSpot account.
⭐️ How the integration works
This sub-section is dedicated to explaining how the integration works. It’s fundamental that you understand this part to go further 🙏
➡️ Key principle number ONE : the integration is Contact-based
A few months ago, lemlist only had campaign leads, with no other context than their own campaign. It meant that a lead was someone in a campaign, and there was no link between the same person in another campaign, for example.
💡 It’s why we introduced Contacts. A Contact is a person (ex: François Lejeune), that can be in one or multiple campaign (the Contact “François Lejeune” becomes a lead in this campaign).
Wait… whut? 😶🌫️
Don’t worry I got you! This schema should make things simpler to understand:
➡️ Put simply: we replaced the old Lead object with a Contact object, that can now exist outside of campaigns, and be in one or more campaigns. ⬅️
As you will see, the HubSpot integration is at the Contact-level. It means that you will be able to sync your lemlist Contacts and HubSpot Contacts, and retrieve the data you want in your campaigns (cf Field mapping). It seems complex but trust me it’s not, and it will make the integration really seamless.
➡️ Key principle number TWO : team-level settings
It’s kind of simple: every settings defined in the CRM integration team-level settings will apply to your whole lemlist team.
It means that field mapping, user mapping & activities settings will apply everywhere in the app, and for all your users.
The only exception to this principle are the campaigns settings. ⇒ For each campaign, if you go into its CRM integration settings, you will be able to define, only for the given campaign, triggers for deals creation.
💡 It means that we will create deal, with the configuration you defined, only for the campaign for which you configured this option. Please note that non-admin can modify campaign-level settings.
🧞♂️ Detailed explanation
⚠️ Before reading anything, please note that only lemlist admins can modify CRM integration settings.
This section explains everything you need to know about the new Hubspot integration. We will go through each section of the integration settings:
General
Field mapping
User mapping
Activities mapping
Then, we will deep dive into specifics, as Tasks management and HubSpot basis.
General section
This section is the control center of the integration, it gathers 2 keys components.
HubSpot “connection box”
First, the HubSpot connection box (in red on the screenshot). It is the most important thing in your settings, as it allows you to ensure your HubSpot is well connected, and to define your main user.
If you click on “⚙️ Settings”, it will open a sensitive settings zone.
Options details:
“Define the HubSpot account you will use to sync your lemlist's team”. ⇒ this is the HubSpot account that is connected to lemlist (like in the screenshot) ⚠️ This can’t be modified, it’s read-only. To change it, you need to disconnect the integration and reconnect an integration based on another account.
“Define your default HubSpot user:” ⇒ the default HubSpot user…
is the center of the integration, and will allow us to fetch everything in your CRM (other users, properties, setup…)⚠️⚠️ Make sure this user is admin on HubSpot!!⚠️⚠️
the fallback user that will be used if we can’t find a best option (ex: for a Task, if no HubSpot user is mapped with a lemlist user, we will associate it with the default user ; Cf Users mapping section).
“Log out from HubSpot” ⇒ this option disconnects your HubSpot from lemlist. ⚠️⚠️ it will remove all links between your contacts/companies and HubSpot, and will stop sync for all your imports. This cannot be undone.
Management Settings
This section concerns how lemlist will behave regarding HubSpot Contacts & Companies.
⚠️ From the moment the integration is enabled, for each new lemlist contact, lemlist will try to associate it with an existing Contact on HubSpot. It’s automatic and can’t be disabled. (This mechanism is not retroactive yet ; it might we in later versions).
Currently, this section only has 1 option:
⚙️ Create contacts and companies in HubSpot if they do not exist.
When this option is enabled, lemlist will automatically create new contacts and companies in HubSpot if they are not already present in your CRM.
💡 lemlist will always check for an existing contact before creating a new one. We use the emails for Contacts, and domains/company name for companies
Field mapping section
This section allows you to map lemlist fields and HubSpot contacts/companies properties.
Put simply, you will be able to say “I want THIS data in HubSpot to be synced with THIS data in lemlist”.
All you have to do, is to
choose a field in lemlist and map it with property you want in HubSpot.
(optional) define the sync direction
For example, here, I will map KarakusVariable (a field I created in lemlist) with”SuperCustomProperty” (a custom property I created in HubSpot).
Then, you can choose the sync direction:
Bi-sync: anytime you modify the data in lemlist, it will update it on HubSpot. And in the other way around. 💡 By default, Bi-sync is selected.
HubSpot priority: changes made in HubSpot will update lemlist data, but not in the other way around. It’s useful to keep specific data safe from any modification.
lemlist priority: changes made in lemlist will update HubSpot data, but not in the other way around.
💡When modifying data, it can takes up to a few minutes for the data to be updated on the other tool. Most of the time, it is instantaneous.
⚠️ In V1 (current version), field mapping is not retroactive. A field or property created and mapped after its data population won’t be updated in lemlist/HubSpot.
In V2 we will add a retroactive sync button for each field, allowing you to fetch and sync all the pre-existing data you want 🤓
User mapping section
In this section you can map your lemlist’s team users and HubSpot users. The goal is simple: keep, between lemlist and HubSpot, ownership of actions and contacts.
💡 The main rule is the following:
Any action is logged in HubSpot by applying the user mapping, based on the lemlist user. This means that each action will be associated in HubSpot to the corresponding HubSpot user.
Let me give you a concrete example 😇
In this case, the email is sent by this lemlist user: François Lejeune. According to our user mapping (previous screenshot), François Lejeune is linked to this HubSpot user: François Lejeune. So… The email activity will be associated to this HubSpot user: François Lejeune.
⚠️ If we don’t find a mapped user, we will use the Default HubSpot user (cf the fallback user that will be used if we can’t find a best option (ex: for a Task, if no HubSpot user is mapped with a lemlist user, we will associate it with the default user ; Cf Users mapping section). ).
⚠️ You can link multiple lemlist’s users to ONE HubSpot user, but not the other way around.
The user mapping concerns 3 things
Any action, like send an email or a LinkedIn message
Contact’s ownership: if you import, in lemlist, a contact owned by Jean-Pierre in HubSpot ⇒ the owner of the contact in lemlist will be the lemlist user associated to Jean-Pierre in the user mapping.
User’s making the action in lemlist ⇒ if you are logged in lemlist as François Lejeune and that you write a note on a contact, the action will be logged as “made by” the HubSpot user associated to François Lejeune in the field mapping.
Activities mapping section
The new HubSpot integration comes with a new activities mapping, it’s to say “how lemlist store its event in Hubspot”.
To avoid sending data you don’t need in your CRM, you can now choose what to send, or not, in a dedicated screen.
Go to Team settings ⇒ HubSpot ⇒ Activities.
We will only send the enabled (switch = ON) Activities to HubSpot.
💡 Here is the complete list of lemlist <> HubSpot activities mapping
EMAILS ACTIVITIES
⚠️ Sadly, HubSpot won’t allow third-party apps to store open & clicks with the dedicated HubSpot object. We still need to use Notes.
Sent: Email
Replied: Email
Open/click: Note
Bounced: Note
Failed: Note
Unsubscribed: Note
CAMPAIGN ACTIVITIES
Lead paused/resumed: Note
Step skipped: Note
Lemcal meeting booked: Note
Interested/Not interested: Note
LINKEDIN ACTIVITIES
Profile visited: Note
LinkedIn failed action: Note
Message replied: LinkedIn message
Message sent: LinkedIn message
Invite sent: Note
Message opened: Note
Invite accepted: Note
Tasks management
With the new integration, any task created in lemlist will be created in HubSpot. If you complete the task in lemlist, it will be completed in HubSpot. And the same thing in the other way around!
💡 Note that the task will be associated in HubSpot to the user defined in the field mapping (cf dedicated section⬆️).
Example: in a campaign I created a manual task.
It will create a task in HubSpot.
If I complete the task on HubSpot… It’s magic! The task will be completed in lemlist as well, immediately.
Lost? Check out this HubSpot tutorial
If you are new to HubSpot or not super confortable with this CRM yet, check out this 2 hours course 🤓
🧘 ”How to” - concrete use cases
❤️ How to use field mapping
Field mapping allows you to say “I want THIS data in HubSpot to be synced with THIS data in lemlist”.
Let’s show you how to use the field mapping in 2 situations
I want data FROM HubSpot to lemlist
Let’s say you have Robert in HubSpot, it has a custom Property “SuperCustomProperty” (value= “I want this data in lemlist”) and you want to have that data in lemlist.
First, go in lemlist. Team settings ⇒ HubSpot ⇒ Field mapping.
All you have to do is to define where you want “SuperCustomProperty” in lemlist. In my case, I want to sync it with “KarakusVariable” (don’t ask me why it’s called like this and who created it, I don’t have a clue 😅)
Navigate to KarakusVariable, click on the dropdown and select “SuperCustomProperty”.
Now, if you import any HubSpot contact in lemlist, it will have the value of “SuperCustomProperty” in KarakusVariable
Also, if you modify “SuperCustomProperty” on HubSpot, or KarakusVariable in lemlist, it will update lemlist/HubSpot! 🤩
What? You don’t believe me because it seems too simple and magical? Ok let me show you 🤓
In a new lemlist campaign, I will import Contacts from HubSpot
I will select a list where Robert Ledoux exists.
Tadaa!
Robert Ledoux has karakusVariable with data from HubSpot!
And if I modify it in HubSpot,… It will update lemlist as well ❤️
💡 the modifications update can take up to a few minutes, depending on your HubSpot rate limit state (it’s automatic, nothing to manage on your side, we optimise everything we can taking into account HubSpot limits).
Of course you can use the same names between HubSpot and lemlist. This was just for the sake of the example. Don’t bother with weird names like we do 🙃
I want to push data from lemlist TO HubSpot
Let’s say you have multiple leads in a CSV with a custom variable “final note” (a lead scoring value you computed in another tool).
You want to create those contacts in HubSpot, with a specific data mapping for the lead scoring value, for example in a property name “note finale from lemlist” on HubSpot.
First, go to “General” and ensure “Create contacts and companies in HubSpot if they do not exist” is ON.
Then, you have to ensure your field mapping is ready.
Go to your Teams settings ⇒ HubSpot ⇒ Field mapping.
Map “note finale” with “note finale from lemlist”.
💡 Starting now, everytime you populate/modify this value for a lead in lemlist, it will be sent to HubSpot (and in the other way around).
Let’s take a concrete example. I have this CSV.
I can go in a campaign, map the values properly. In this case, ensure to select “note finale” for your column “noteFinale”. If you don’t map it properly, it won’t work.
And import the lead. And voilà! The contact has been created in HubSpot.
As you can see, in HubSpot the lead scoring is there, in the right property ❤️
Last thing, thanks to bi-sync, you can modify this property on HubSpot or its mapped field in lemlist, and it will update the other tool 🤤
🪡 How to create a custom property in HubSpot
Go into HubSpot, hover your user at top right, and click on “Profile & Preferences”. Navigate to “Properties”.
Click on “Create property”
Set your property properly (if needed, check this HubSpot official doc)
If the property won’t show on your contact, chose any contact and click on “Action ⇒ Customize Properties”
Click on “Add properties”, and select the custom property you just created. You can order it where you want, depending where you want this property displayed on your contact panel.
(Click on “Save” when everything is ready 😇)
In the Field mapping of lemlist HubSpot’s integration settings, if you don’t see the custom property you just created, click on “You don't see the fields you expect? Click here to refresh the HubSpot fields.”
It will refresh the HubSpot properties list 🪄
.
SOON - 🤤 Enrich leads from a CRM import
🚧 SOON
With the new HubSpot integration, you can use our enrichment features (Phone finder, Email finder, AI variable, LinkedIn enrichment) for imports coming from your CRM! 🤤
You don’t know what enrichment is? Check out this doc!
⚠️ Please, before enriching, ensure your field mapping is properly defined as explained earlier in the doc. It will ensure the enriched data will go where you want on HubSpot.
By default, we will map lemlist Emails with the “Email” property and lemlist Phone number with “Phone number” property.
Then, it’s more than easy. If you want to enrich a CRM import, you can:
After selecting a list to import, ⇒ Enable Enrichment options you want to use
Once you imported leads, select them and click on the Enrichment options you want to use
To use AI variable, proceed to your import, then click on “Create column” ⇒ “Use AI”. Don’t hesitate to check the dedicated doc :)
💌 Give feedback to product team
➡️ If you have any feedback or idea about anything regarding that topic, we would love to know ❤️ Feel free to reach out to customer support chat!