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Documentation to assist with the setup and configuration of the HaloITSM platform

Guides > HubSpot Integration

HubSpot Integration

In this guide we will cover:

- Enabling the HubSpot Integration

- Connecting to HubSpot

- Configuring the Integration



A HubSpot account can be connected to Halo via the HubSpot integration, and this allows for two-way syncing of Companies and Contacts.


Enabling the HubSpot Integration

In Configuration > Integrations > CRM and Project Management, hover over HubSpot and click the "plus" icon to enable the integration.


Fig 1. Enabling the HubSpot integration.


Connecting to HubSpot

Click into the integration you enabled. Here, click the "Connect to HubSpot" button. 


Fig 2. Connecting to HubSpot.


You will then be prompted to log in to your HubSpot account and redirected back to Halo upon successfully logging in.


The button will change to say "Disconnect from HubSpot" like below if this is successful.


Fig 3. HubSpot connected.


Configuring the Integration

Companies

Once connected, you will first be presented with the "Companies" tab. Here, you set the lifecycle stages to include - which effectively allows you to filter what companies are imported into Halo (based on their Lifecycle Stage in HubSpot).


Below this, you have a "Company/Site" mapping table. This table allows you to establish which Customers in HubSpot equate to those in Halo (this is to avoid duplication of Customers in Halo when their names are not identical in HubSpot).


Fig 4. Companies tab.


When adding Company/Site mappings, the popup to correspond them will appear like below.


Fig 5. Company/Site Mapping popup.


Note: Non-mapped Customers will match to Halo Customers by name.


Once you have filled your Customer mapping table with your respective HubSpot/Halo Customer pairs, you can add to the "Field Mappings" table.


Fig 6. Field Mappings table.


This table allows you pull in additional information from HubSpot. HubSpot fields can be mapped to Custom Customer fields in Halo (which can be created via heading to Configuration > Custom Objects > Custom Fields, then selecting the "Customer" entity below.


Fig 7. Customer custom field.


Note: The type of field from HubSpot must be mapped to a Custom field in Halo of the same type, i.e.: mapping a checkbox field from HubSpot will require you to map to a Halo field of type "Checkbox".


Once you've filled this out, click the "Import Companies" button at the bottom to bring your HubSpot Customers into HaloPSA.


If you use top levels in Halo, you can also choose a default top level for new customers from HubSpot in the "Top Level for New Customers" single select dropdown.


Contacts

Contacts can also be imported from HubSpot into Halo. In a similar way to the above point, you can also map contact fields between Halo and HubSpot.


Click into the "Contacts" tab to be presented with this screen to map.


There is also a "Default Site for new Users" dropdown underneath. This is used as a fail-safe: if a user is imported from HubSpot but their Company record has not been mapped/imported, then the user will be located at the site specified here.


 Fig 8. Contacts field mappings.


These fields, just like the Customer fields, need to be of a similar type.


When establishing field mappings (for Companies and Contacts), you will see an option for how these sync between Halo and HubSpot. This dropdown is where you can select how you want this field to sync.


Fig 9. Sync options.


Products

Items can also be imported and synced between HubSpot and Halo. You can also map item fields between Halo and HubSpot. 


Fig 10. Products tab.


First you will need to choose an item group for new items, this will be the group that new items are created under in Halo when synced from HubSpot into Halo. 


Then you can map HubSpot item fields to Halo item fields using the mapping table. When mapping items you will have a "Field sync option" - this determines the direction of the sync, e.g. HubSpot to Halo only will create and update this field in Halo when changed in HubSpot but will not push changes from Halo to HubSpot. Bidirectional will push changes that are made in either application. Once mapped click the "Import Items" button to bring items into Halo from HubSpot. 


If you would like items to sync between Halo and HubSpot each time they are updated you will need to enable the item webhooks, found under the "Webhooks" tab this allows a two way sync. 


Quotations

Quotations can also be imported from HubSpot into Halo. In a similar fashion to the above point, you can also map quote fields between Halo and HubSpot. 


Head to the "Quotations" tab and map HubSpot quotation fields to Halo quotation fields using the mapping table. Once mapped click "Import Quotations" to import quotations from HubSpot. 


If you would like each change to quotations in HubSpot to sync to Halo, enable the quotation webhooks under the "Webhooks" tabs. These webhooks will only sync changes in HubSpot into Halo.


Fig 11. Quotations tab.


As of v2.182.1, new features have been added for quotation imports.


In the "Quotations" tab, "Quote Line Grouping Fieldmapping" and "Create new items from lines (if not matched)" are available. Enabling the latter will allow you to choose a Halo product group these items will have.


In the "Deals" tab, both of the above will become available if "Enable Quote Imports for Deals" is enabled. This can create quotes automatically from the lines on the deal. Note: If the opportunity does not match a client, the quote will have no client.


  • The "Create new items from lines (if not matched)" checkbox will automatically create items if not matched to an existing one.
  • "The "Quote Line Grouping Fieldmapping" will group lines on these created quotes with a field from HubSpot that you can select within this dropdown.


Deals

Deals can also be imported from HubSpot into Halo. In a similar fashion to the above point, you can also map deal fields between Halo and HubSpot. 


First select the ticket type that you would like the HubSpot deal to create in Halo. 


Then add mappings for HubSpot deal fields to Halo ticket/opportunity fields. You will be given a "Field sync option" - some fields can only sync one way, others can sync both. 


Fig 12. Deals tab.


Once mappings are set click the "Import Deals" button. You will be given a preview of the deals that will be imported before the import begins. Only open deals will be able to be imported but if you do not want certain deals to be imported you may want to filter these results and only import selected deals. 


If you would like each change to a deal in HubSpot to sync to Halo, enable the deal (Opportunity) webhooks under the "Webhooks" tabs. These webhooks will only sync changes in HubSpot into Halo. Webhooks will sync changes when a deal is created, updated or deleted in Halo.


If you do not import an existing deal in HubSpot then any further changes to this in HubSpot will not be synced to Halo as it does not exist in Halo. If a new deal is created in HubSpot after the webhooks are enabled this will create the deal in Halo and sync further changes. 


Syncing to HubSpot

The import process can also be set up on an automated schedule via the Halo Integrator. Simply check "Enable the Halo Integrator for the HubSpot integration" and select what you would like to automatically import.


Fig 13. Syncing to HubSpot tab.


The syncing of data between HubSpot and Halo is two-way, meaning you can also sync data back from Halo to HubSpot.


You have the option to specify at what point to sync to HubSpot (at the point of creation, at the point of updating, both, or disabled) for Customers and Contacts, respectively.


  • "Syncing Customers".
  • "Syncing Users".
  • "Syncing Products".


You also have the option to delete Customers and Contacts from HubSpot when they have been marked as inactive in Halo.


  • "Delete Companies and Contacts in HubSpot when deactivating Customers/Users in Halo".


Finally, if you want to ensure that the sync to HubSpot has been successful, you can enable the option to display a message for each successful sync from Halo back to HubSpot.


  • "Show a message for each successful sync to HubSpot".


Fig 14. Syncing to HubSpot. 


Webhooks

The webhooks tab is where webhooks can be enabled for products, sales (deals/opportunity) and quotations. This will allow the immediate sync mentioned in each section previously.


There is a checkbox for each:


  • "Enable Products Webhooks".
  • "Enable Sales Webhooks".
  • "Enable Quotation Webhooks".


Fig 15. Webhooks tab.


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