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Connect Your AI Chatbot to HubSpot: Leads and Appointments in Your CRM

Connect HubSpot

With the HubSpot connection, every new request from the chatbot lands in your HubSpot automatically:

  • Contact: if the email address already exists in HubSpot, everything is attached to that contact and the contact itself stays unchanged. Without an email it looks the contact up by phone number. A new contact is only created when none matches.
  • Lead: name, contact details, request and your extra details appear as a note on the contact.
  • Appointment: a booking appears as a meeting on the contact, with start, end and appointment type. The description lists the visitor's details, such as phone number, note and extra details.

Bookings still run through your Google Calendar or the built-in calendar. HubSpot gets a copy.

The connection is available from the Standard plan, see the pricing page.

Create the access key in HubSpot

You need super admin access to your HubSpot account. It takes about five minutes:

  1. In HubSpot open the Development menu and choose Legacy apps on the left.
  2. Click Create legacy app, choose Private and enter a name, for example "Chatbot".
  3. Under Scopes add these two permissions:
    • crm.objects.contacts.read
    • crm.objects.contacts.write
  4. Create the app. Under Auth show the access key and copy it.

HubSpot calls these apps "legacy apps". They keep working but don't get new HubSpot features.

Add the key in the dashboard

  1. Open Dashboard → your assistant → Functions.
  2. In the list, choose Pass on automatically (group Win customers). There you find the HubSpot section.
  3. Paste the key and click Connect.
  4. Choose what to pass on: New contact requests, New appointments or both.

When you connect, we check the key with HubSpot right away. It is stored encrypted and never shown again. Check connection tests it again later without creating a test contact.

Messages

MessageMeaningWhat to do
successfulThe last delivery worked.Nothing.
key invalidHubSpot doesn't know the key (deleted or copied wrong).Create a new key and connect again.
permissions missingThe app lacks one of the two permissions.Add it under Scopes in HubSpot.
not reachable / no responseHubSpot was briefly unavailable.We retry twice. If it persists, use Check connection later.

If HubSpot is down, no lead is lost: it is always in your Leads Dashboard first.

Disconnect

Disconnect deletes the stored key. Delete the app in HubSpot afterwards if you no longer need it.