Field Mapping in HubSpot Integration with lemlist: A Step-by-Step Guide

HubSpot and lemlist integration offers a powerful solution for syncing your CRM and email outreach efforts seamlessly. One of the most important features that facilitate smooth data transfer between the two platforms is Field Mapping. It allows you to align specific data fields between HubSpot and lemlist, ensuring that your data stays synchronized without the need for manual updates.

In this article, we’ll explore how field mapping works and guide you through two common scenarios of using it in your integration.

What Is Field Mapping?

Field mapping is the process of defining how data from HubSpot should sync with lemlist and vice versa. In simpler terms, it helps you tell the integration, “I want this data in HubSpot to be synced with this field in lemlist.”

This process ensures that specific information such as custom properties or lead scoring is consistently updated in both systems.

Why Is Field Mapping Important?

Field mapping allows businesses to automate and streamline their marketing and sales processes. For example, you can ensure that changes to contact properties, such as lead status or custom fields, are reflected across both HubSpot and lemlist in real-time. This eliminates the need for manual data entry and reduces the risk of errors, giving you more time to focus on strategy.

How to Use Field Mapping: Two Common Scenarios

Syncing 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.

Step 1: Go to lemlist Settings

Navigate to Team Settings in lemlist, then click on HubSpot and select Field Mapping.

Step 2: Select the Field to Sync

In lemlist, choose the field where you want to store HubSpot data. For this example, let’s say you select “KarakusVariable” (you can choose any field available in lemlist or create a new one).

Step 3: Map the Fields

In the dropdown menu for KarakusVariable, select the Hubspot field you want to sync it with. In this case I will select SuperCustomProperty from HubSpot. This will map the HubSpot data to lemlist.

Step 4: Import Contacts

Now, when you import contacts from HubSpot into lemlist, the SuperCustomProperty data will automatically sync with the KarakusVariable field in lemlist.

Step 5: Update and Sync Changes

If you modify the SuperCustomProperty in HubSpot, the corresponding KarakusVariable in lemlist will also update, and vice versa. The system will sync data automatically, although there may be a slight delay depending on HubSpot's rate limit.

Let's see how this works in practice!

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 🙃

Pushing Data From lemlist to HubSpot

In this scenario, let’s say you have a CSV file with a custom variable called “final note” (a lead scoring value calculated elsewhere), and you want to create contacts in HubSpot with this information in a specific property, say “note finale from lemlist”.

Step 1: Enable Contact Creation in HubSpot

Go to General Settings in lemlist, and ensure the option “Create contacts and companies in HubSpot if they do not exist” is turned on.

Step 2: Map Fields in lemlist

Go to Team Settings → HubSpot → Field Mapping.
Map the “note finale” field from lemlist with the “note finale from lemlist” property in HubSpot.

Step 3: Import Leads

When you import leads into lemlist and ensure the note finale column is correctly mapped, the data will automatically populate in HubSpot under the “note finale from lemlist” property.

Step 4: Bi-Sync in Action

Thanks to bi-sync, any changes made in HubSpot or lemlist will automatically reflect on the other platform. If you modify the final note value in either system, it will update in the other tool as well.
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

For proper field mapping, you might need to create a custom property in HubSpot. Here’s how:

Go to HubSpot: In the top right corner, click on your user profile and select Profile & Preferences.
Navigate to Properties: Under the settings, find and click on Properties.
Create Property: Click on Create Property and define the details of the new property.
👉 If needed, check this HubSpot official doc
Display the Property: Ensure your newly created property is visible on contact records by going to Action → Customize Properties and adding the property to your contact view.

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 😇)
Refresh Fields in lemlist: If your new property doesn't show in lemlist, click "You don't see the fields you expect? Click here to refresh the HubSpot fields" to sync the property.

Field Mapping Options and Sync Directions
When mapping fields, you can define the sync direction based on your needs:
- Bi-sync: Data will sync in both directions — changes made in lemlist will update HubSpot, and changes made in HubSpot will update lemlist. This is the default setting.
- HubSpot Priority: Changes in HubSpot will update the corresponding field in lemlist, but lemlist updates will not affect HubSpot data. This option is useful for keeping certain fields protected in HubSpot.
- lemlist Priority: Changes in lemlist will update HubSpot, but changes in HubSpot won’t overwrite lemlist data. This ensures the integrity of the data in lemlist.
Troubleshooting Field Mapping Issues
Sometimes, data syncing may not work as expected. Here are some steps to troubleshoot common issues:
- Check HubSpot for Errors: Ensure there are no errors or incomplete status updates on the lead or company in HubSpot.
- Verify Mapping: Confirm that the field mapping in both systems is correctly set up.
- User Activity: Check if you have made any changes on the HubSpot triggers.
- Correct Account: Ensure you are connected to the correct HubSpot account and checking the right data.
Best Practices for Successful Field Mapping
- Consistent Field Names: Using consistent names between HubSpot and lemlist makes field mapping easier and avoids confusion. It’s also okay to use different names, but clear labels will reduce errors.
- Avoid Restricted Field Types: HubSpot fields marked as Hidden, Defined by HubSpot, or Calculated can’t be mapped properly. Ensure your fields are single-line or multi-line text fields.
- Stay Up-to-Date: In newer versions of the integration, field mapping is not retroactive. If you create a new field after importing data, it won’t update the existing data in both systems unless you use the retroactive sync feature in future updates.
If you have any doubts or need assistance, feel free to contact our support team for help. 🤗