Connecting HubSpot

Connecting HubSpot keeps your HubSpot contacts in step with your contacts in Mint. Once it’s connected:

• Your contacts are sent to HubSpot, and kept up to date as they change, using your own field mapping.
• Unsubscribes sync both ways, so people who don’t want your emails don’t get them from either system.
• You can import HubSpot lists into your contacts, or straight into an event’s guest list.

To connect HubSpot, you need to be able to manage integrations. In the default roles, that’s Admin and Integrations Specialist.

Connect HubSpot

1. Create a private app in HubSpot

   In HubSpot, create a private app for Mint and give it these scopes: crm.objects.contacts.read, crm.objects.contacts.write, crm.lists.read and communication_preferences.read_write. Copy the app’s access token.

2. Open the HubSpot connection in Mint

   Go to Integrations. On the Connections tab, find HubSpot under Available and select Connect.

3. Paste the access token

   Paste it into Private app access token.

4. Choose the extra properties (optional)

   If you want HubSpot to show each person’s most recent event, create two single-line text properties for contacts in HubSpot. Enter their internal names here:

   Field	What HubSpot receives
   Contact property for the latest event (optional)	The title of the most recent event the person is on
   Contact property for the latest event status (optional)	Their status for that event, using the Status mapping below

5. Check the field mapping

   See Field mapping below.

6. Save

   Select Save. Mint starts sending all your contacts to HubSpot straight away.

Field mapping

The Field mapping list shows each of your contact fields, with the HubSpot contact property it’s sent to. Enter the property’s internal name, which you’ll find in HubSpot’s property settings. Leave a box empty to not send that field.

Contacts are matched by email address, so Email is always sent to HubSpot’s email property and can’t be changed.

To start with, Mint uses HubSpot’s own properties for these fields:

Contact field	HubSpot property
First name	firstname
Last name	lastname
Company	company
Job title	jobtitle
Phone	phone
Country	country

The other standard fields, such as Mobile phone, the addresses and Date of birth, aren’t sent until you enter a property for them. Your own contact fields are listed underneath and work the same way. Fields with several choices are sent separated by semicolons, yes/no fields as true or false, and dates as year-month-day.

Empty fields are never sent, so Mint never blanks out data you already have in HubSpot.

Status mapping

Under Status mapping, you can choose the value sent to your latest event status property for each guest status: Invited, Attending, Waitlisted, Not attending and Cancelled. Leave a box blank to send Mint’s own status.

How contacts are kept in step

When you first connect HubSpot, all your contacts are queued to be sent. After that, a contact is queued again whenever:

• they’re added, imported or edited,
• their status on one of your events changes,
• they’re checked in.

Guests on draft events are test data, so they’re never sent. See Publishing an event.

Mint sends queued contacts every 5 minutes, 100 at a time. If you have a lot of contacts, the first sync can take a while.

Saving the connection sends everyone again

Each time you save the HubSpot connection while it’s enabled, all your contacts are queued again with the new settings. This is how changes to your field mapping reach contacts that are already in HubSpot.

Check the sync

Open the connection from the Connected list. The Contact sync box at the top shows:

• Up to date., or how many contacts are waiting to be sent,
• when contacts were last sent,
• how many contacts couldn’t be sent after 5 attempts,
• the Last error, if there was one.

To send every contact again, including ones that failed, select Sync all contacts now. You see All contacts queued.

Each batch sent, and any error, is also listed on the Activity log tab.

How unsubscribes sync

Unsubscribes sync both ways:

• From Mint to HubSpot: when a guest uses the unsubscribe link in one of your event emails, they’re unsubscribed in HubSpot too.
• From HubSpot to Mint: HubSpot contacts who opt out of all email are added to your suppression list, with the reason hubspot. Mint checks HubSpot for new opt-outs about every 15 minutes. The bottom of the connection window shows when it last checked.

Import a HubSpot list

You can bring the members of a HubSpot list into Mint, either as contacts or as guests on an event. Members are matched by email address, so people who are already in Mint are updated rather than added twice. Their details come in through your field mapping.

You’ll need the list’s ID, which you’ll find in HubSpot, in the list’s web address or its details.

Into Contacts

1. Open the import

   Go to Contacts. From the actions menu, choose Import from HubSpot list.

2. Enter the list ID

   Enter the HubSpot list ID. If you have more than one HubSpot connection, choose the Connection to use.

3. Select Import members

   You see how many contacts were new and how many were updated.

Into an event’s guest list

1. Open the import

   Open the event’s Guests tab. From the actions menu, choose Sync from HubSpot.

2. Enter the list ID

   Enter the HubSpot list ID, and choose the Connection if you have more than one.

3. Select Import members

   You see how many guests were new and how many were updated.

New guests are added with the status Invited, on a guest list named “HubSpot” followed by the list ID, and tagged hubspot. Guests who are already on the event keep their status, but their details are updated, and they’re moved to that list and tagged hubspot too. Each person’s contact is updated with every mapped field.

To invite people from a spreadsheet instead, see Importing guests.

Large lists

Only the first 250 members of a list are imported. Split a bigger list into smaller lists in HubSpot and import each one.

Who can import a list

You need permission to manage contacts (for Contacts) or guests (for a guest list), and to manage integrations. In the default roles, only Admin has both. Without the integrations permission, the window says Connect HubSpot in Integrations to import list members. even when HubSpot is connected.