Thanks to the integration with HubSpot CRM you can export prospects from Growbots to HubSpot CRM and track both in & out email activity on the created contact profiles. Also, to avoid duplicating your existing contacts Growbots can exclude your contacts in your CRM account from being generated in Growbots. The synchronization works both ways, it means that some actions in your HubSpot can change the prospects’ status in Growbots.
Connecting HubSpot CRM
To connect your HubSpot CRM, go to the Settings tab and then click on Integrations.
Then click on the HubSpot icon, log into your account and grant the necessary privileges by clicking Allow. After that, you’ll be moved to the settings of the integration (which can be edited later). The settings consist of several steps (the number of steps may vary depending on the options you choose) and it allows you to suit the integration to your needs. Always go through the whole process to the confirmation step to save your changes.
Step 1 - Deduplication
Decide whether Growbots should exclude the contacts from your campaigns. The exclusion takes into account prospects’ email addresses. After choosing this option, the contacts that are already in your HubSpot CRM won’t be generated in the Growbots app.
In this step, you can also upload a Do Not Contact list to exclude entire companies, not only single prospects. It should be a CSV file with a list of domains of the companies you don’t want to generate in Growbots. Check this article to see more details.
Step 2 - Upload prospects
In this step, you can choose whether the prospects accepted in Growbots should be created in your HubSpot CRM as new contacts or if you don’t want to import them to HubSpot CRM at all.
- If you decide to not import prospects to your HubSpot, choose Do not import, then click Next step to finish configuring your integration.
- If you choose Import to contacts, you can choose whether or not to sync accounts info from Growbots:
- If you choose Yes, the integration will create new Companies and add Contacts to your existing Companies
- If you choose No, the integration will create Contacts not assigned to any Companies.
Step 3 - Track status
If you want to track prospect’s activity (eg. if they were contacted or replied), you can use one of your fields in HubSpot to reflect the changes in status.
This field needs to be a picklist, only these type of fields will be displayed in this step. If you don’t select any field, the integration will import your prospects to Contacts right after scheduling the messages and it won’t add any status changes (if you haven't picked anything here -> move to step 6).
Step 4 - Growbots actions
(only if you select the field to track status in the 3rd step)
Now you can choose which Growbots actions will change the selected status in HubSpot. The first action from the top which you assign to Contact status defines when the prospect from Growbots will be created as a Contact in your HubSpot CRM.
Eg. these would be your settings if you would like to create a prospect with Open status in your HubSpot when you launch a campaign, and then update his status to Open deal once he replies positively or you qualify him.
NOTE: The statuses depend on your HubSpot configuration, these are the examples that we have:
If you don't want to change status after any of the listed events, don't pick any value. We will import your prospects after launching the campaign.
Step 5 - Growbots status
(only if you select the field to track status in the 3rd step)
Choose which changes of your prospect's statuses in Hubspot CRM should have impact on the prospect's Stage at Growbots. For example, you can decide that if you change the status in Hubspot to Unqualified (the statuses depend on your Hubspot configuration), Growbots will change the Stage to Company Unqualified. Thanks to the bisync feature, your campaign in Growbots can be paused without even opening our app.
NOTE: When you use this option, remember what you selected in the 4th step as you can easily create a loop interrupting your campaign.
Step 6 - Prospect's data
Decide which fields in your CRM should be filled out with Growbots data. Email address is required but you can choose any other field that you have in HubSpot and fill it out either with Growbots data or fixed value:
Step 7 - Company's data
(only if you choose option to sync company info in the 2nd step)
Decide which fields in HubSpot should be filled out with Growbots data. Company name and company domain are required but you can choose any other field that you have in HubSpot and fill it out either with Growbots data or fixed value.
Step 8 - Contact Owners
Your organization may have more than 1 user in Growbots. In this section, you can decide whether to add Growbots users as contact owners in your HubSpot CRM. Thanks to this, you’ll be able to determine which Growbots user generated which contact.
Step 9 - Track activity
In this step decide whether to track the emails you sent to prospects via Growbots, the replies you receive, and all the tasks that you've set in Growbots app.
By default we leave email tracking off because HubSpot CRM automatically tracks all email channels connected to the CRM account and displays them in Email Activity. Emails tracked by Growbots will appear in Activity and may be duplicated with the ones added from your email channel sync. We recommend adding all email channels used in Growbots to your HubSpot CRM account to easily track all sent and received emails without duplicating activities.
Here's how the tasks integration works:
- When the next step in a Growbots sequence is a task, it is pushed into HubSpot,
- When a task is completed in Growbots, it will also automatically mark as completed in HubSpot,
- If the due date of the task is changed in Growbots, it will be changed in HubSpot as well,
- If the task is skipped in Growbots, it will be deleted in HubSpot,
- If the sequence in Growbots is paused when a task is a next step, the task will be deleted in HubSpot.
The events will be recorded in HubSpot as tasks within Activity section.
Step 10 - Confirmation
That’s the last step - you’ll see a confirmation whether the connection has been successful.
Important note: Remember to enable Integrations (disabled by default) to fully integrate Growbots with your HubSpot CRM.