Map Heyflow fields to HubSpot fields to easily send information from your heyflow to HubSpot and track incoming responses as Contacts, Deals or Companies.
Follow up on new leads quickly and manage your sales pipeline more efficiently.
Important to note
❗ All data that you want to map needs to have a System Label set (alternatively, the field needs to be set as a variable)
When tracking new Heyflow responses as Contacts in HubSpot, all unmapped information will appear in the “Message” tab in HubSpot. This does not work for Deals or Organizations.
❗ The information from your heyflow will overwrite existing HubSpot data (in case a Contact, Deal or Organization already exists)
🔎 Currently, it’s not possible to map a Date Picker block to a HubSpot Date field, though these can be mapped to HubSpot text fields.
Initial Setup
Within your heyflow, go to “Integrate” and then to the tab “Response Handlers”
Click on “Connect to HubSpot”, a pop-up window will appear and ask you to provide your HubSpot credentials
Select the HubSpot account you would like to connect to and click on “Choose Account”
You can then select between Contacts, Deals and Companies. It's only possible to send the data to one of the object types, not multiple.
Handle responses as Contacts
In the HubSpot integration tab, select “Contacts”
Choose a Heyflow field and then select its corresponding HubSpot counterpart
Repeat this process for all relevant fields and click on “Save changes” afterward
And that’s it, you will now receive your responses within HubSpot as Contacts!
❗ Please note: When tracking new Heyflow responses as Contacts in HubSpot, all unmapped information will appear in the “Message” tab in HubSpot.
Handle responses as Deals
In the HubSpot integration tab, select “Deals”
Choose a Heyflow field and then select its corresponding HubSpot counterpart
Repeat this process for all relevant fields and click on “Save changes” afterward
And that’s it, you will now receive your responses within HubSpot as Deals!
❗ Please note: Unlike for Contacts, unmapped data will not be transferred for Deals and Companies, so make sure you map all relevant fields that you need in HubSpot.
Handle responses as Companies
In the HubSpot integration tab, select “Companies”
Choose a Heyflow field and then select its corresponding HubSpot counterpart
Repeat this process for all relevant fields and click on “Save changes” afterward
And that’s it, you will now receive your responses within HubSpot as Companies!
❗ Please note: Unlike for Contacts, unmapped data will not be transferred for Deals and Companies, so make sure you map all relevant fields that you need in HubSpot
Troubleshooting
VALIDATION_ERROR: Property values were not valid
Generally, the input value of the Heyflow field needs to always match the respective property value of the mapped HubSpot field.
You can get this error message, e.g. when there's a multiple choice option in Heyflow with a different option than provided in the property in HubSpot (e.g. when the type is dropdown select). The system label for the input option in Heyflow has to be the exact same as the internal value in HubSpot to be mapped correctly.
Also, you can get this error message if the response input is different from the property value, e.g. if only numbers are allowed but in your response is also text included.
I can't map a HubSpot date field
Currently, it’s not possible to map a Date Picker block to a HubSpot Date field, though these can be mapped to HubSpot text fields.
I can't map a HubSpot multi-line text field
Currently, it’s not possible to map an input to a HubSpot multi-line field, though it can be mapped to HubSpot single-line text fields.
Tracking
URL Parameters
In order to map UTM parameters in HubSpot, via Heyflow, it is not enough to simply have them in your responses. You require something more “tangible”, something like… a block!
In this case, we’ll have to use input fields. You’ll simply define the variable as the name of the respective UTM parameter (i.e. “utm_source”, “utm_medium”, etc.) and, preferably, hide the block, since you don’t want the visitors of your flow to see these fields:
This allows you to map these input fields, and link them to fields in HubSpot, and you can easily pass on UTM parameters to your CRM tool, without your visitors noticing.
Original Source Tracking
Source properties provide information about the origins of your contacts. In this context, the Original Source property reveals the initial source through which a contact engaged with your business.
🔎 Please note: Per default, the property Original Source is set to Offline Sources.
In order to receive individual information, just as in the case of URL parameters, we need to use hidden input fields and variables. First, you need to know which source you would like to track with your flow. The property Original Source is provided by HubSpot directly and can't be edited. Therefore, you can choose from the following list:
This internal value is also the input you need to have in your flow, in order to map it with HubSpot, e.g. PAID_SEARCH. You can set it as prefilled content in a hidden input field, so it's automatically filled in.
💡 Tip: If you have different sources, from which a user can access your flow, simply use the values in your flow URL and erase the prefilled content. Take a look here for more information.