Synchronize Contact Information in HubSpot and respond.io

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CRM Integration: HubSpot

CRM Integration: HubSpot

Updated 1 year ago by Susan Swier

Synchronize Contact Information in HubSpot and respond.io

Business Goal 1: Synchronize Contact information in HubSpot and respond.io.

Synchronize Contact Information in HubSpot and respond.io

Understanding Contact Syncing Logic

There are four tasks that can be automated in order to sync contacts.

Sending data from respond.io to HubSpot

Sending data from HubSpot to respond.io

Create or update a contact in HubSpot when a new Contact is added in respond.io.

When a new Contact is added in respond.io, the Zapier template will automatically search for that contact in Hubspot using the email as the identifier. These are the expected outcomes.

Trigger Event	Conditions	Actions
New Contact is added in respond.io	Contact exists in HubSpot	Update Contact in HubSpot with new details
New Contact is added in respond.io	Contact does not exist in HubSpot	Create a new HubSpot Contact
New Contact is added in respond.io	Contact does not have an email in respond.io	Zap will stop

Method

Use a Zapier template

How-to

Use this template:

Template Configuration

Respond.io Trigger

First, follow the steps to set up a respond.io Zapier integration here to configure the trigger.

Run the trigger test and continue on to the action.

Filter Action

Filters by Zapier and multi-step Zaps are only available on Zapier’s Starter plan and above.

This template contains a filter so the Zap will only continue if the respond.io Contact’s email address exists. This is because HubSpot has set email as the required identifier to be used by Zapier.

HubSpot Action

Map the fields to be filled in for the newly created Contact. HubSpot has a long list of fields, but email is the only mandatory one. Scroll down and choose any other fields you want to add, e.g., first name, last name, phone number. If you have created Custom Fields in respond.io that match certain HubSpot fields, consider mapping those as well.

Create or update a contact in HubSpot when a Contact is updated in respond.io

When a Contact is updated in respond.io, the Zapier template will automatically search for that contact in Hubspot using the email as the identifier. These are the expected outcomes.

Trigger Event	Conditions	Actions
Contact is updated in respond.io	Contact exists in HubSpot	Update Contact in HubSpot with new details
Contact is updated in respond.io	Contact does not exist in HubSpot	Create a new HubSpot Contact
Contact is updated in respond.io	Contact does not have an email in respond.io	Zap will stop

Method

Use a Zapier template

How-to

Use this template:

Template Configuration

Respond.io Trigger

First, follow the steps to set up a respond.io Zapier integration here.

For this trigger, you’ll need to choose which updated fields you want to be included as a trigger. There is the option to select Standard or Custom. For this example, we chose Standard as this would be the best choice for most common use cases. Add all relevant fields by selecting from the dropdown.

Filter Action

Filters by Zapier and multi-step Zaps are only available on Zapier’s Starter plan and above.

HubSpot Action

Map the fields to be filled in for the newly created or update Contact. HubSpot has a long list of fields, but the only mandatory field is email. Scroll down and choose any other fields you want to add, e.g., first name, last name, phone number. If you have created Custom Fields in respond.io that match certain HubSpot fields, consider mapping those as well.

Create or update a Contact in respond.io when a new contact is added in HubSpot

When a new contact is added in HubSpot, the Zapier template will automatically search for that contact in respond.io using email as the identifier. These are the expected outcomes.

Trigger Event	Conditions	Actions
Contact is added in HubSpot	Contact exists in respond.io with an email	Update Contact in respond.io with new details
Contact is added in HubSpot	Contact does not exist in respond.io	Create a new respond.io Contact
Contact is added in HubSpot	Contact exists in respond.io without an email	Create a new respond.io Contact*

*If you recognize this has happened, you can merge the contacts.

Method

Use a Zapier template

How-to

Use this template:

Template Configuration

HubSpot Trigger

Select your HubSpot account and set up the trigger. For most use cases, simply select Continue. If you have custom fields you want to add, select these from the Additional Properties dropdown.

Respond.io Action

First, follow the steps to set up a respond.io Zapier integration here.

Select email as the Identifier Type. Map the other fields with the information you want from HubSpot, e.g., first name, last name, phone number.

Update a Contact’s information in respond.io when the Contact is updated in HubSpot

When a new Contact is added in HubSpot, the Zapier template will automatically search for that contact in respond.io using email as the identifier. These are the expected outcomes.

Trigger Event	Conditions	Actions
Contact is updated in HubSpot	Contact exists in respond.io with an email	Update Contact in respond.io with new details
Contact is updated in HubSpot	Contact does not exist in respond.io	Create a new respond.io Contact
Contact is updated in HubSpot	Contact exists in respond.io without an email	Create a new respond.io Contact*

*If you recognize this has happened, you can merge the contacts.

Method

Use a Zapier template

How-to

Use this template:

Template Configuration

HubSpot Trigger

Select your HubSpot account and set up the trigger. For most use cases, simply select Continue. If you have custom fields you want to add, select these from the Additional Properties dropdown.

Respond.io Action

First, follow the steps to set up a respond.io Zapier integration here.

Select email as the Identifier Type because HubSpot uses email as the required identifier for Zapier. Map the other fields with the information you want from HubSpot, e.g., first name, last name, phone number.

Feeling stuck? Do not fear.

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Table of Contents

CRM Integration: HubSpot

Synchronize Contact Information in HubSpot and respond.io

Create or update a contact in HubSpot when a new Contact is added in respond.io.

Template Configuration

Create or update a contact in HubSpot when a Contact is updated in respond.io

Template Configuration

Create or update a Contact in respond.io when a new contact is added in HubSpot

Template Configuration

Update a Contact’s information in respond.io when the Contact is updated in HubSpot

Template Configuration

Feeling stuck? Do not fear.

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