Synchronize Waalaxy with HubSpot

You’ve been waiting for it: native Waalaxy synchronization with HubSpot is now available. 😁

From now on, you no longer need to go through the process of creating a webhook to send your prospects’ data to this CRM.

Once in place, you’ll be able to launch the best automated marketing strategy on the market. 🚀

So, settle back in your chair, grab a green tea and let’s gooo.

What exactly is HubSpot?

HubSpot is a CRM (Customer Relationship Management). It’s a powerful tool for organizing and managing customer relationships.

CRMs enable effective follow-up of prospects throughout the purchasing process.

Why should I connect HubSpot to Waalaxy?

Waalaxy enables you to find prospects and establish initial contact with them. HubSpot lets you track the life cycle of your prospects. The link is quickly made: by connecting your HubSpot account to Waalaxy, you no longer need to manually enter your prospects’ data, and you’ll be able to track the prospecting steps you’ve taken with Waalaxy. 🤩

How is the data sent?

Your Waalaxy prospects’ data is sent to HubSpot when they reach a trigger in a campaign. There are two types:

• The action on reply: as the name suggests, this action allows you to send your prospect’s data to HubSpot as soon as they reply to a LinkedIn message, an email, or an invitation note.
• The CRM Sync step: certain sequences include a specific step, the CRM Sync, which allows you to send the data of any prospect who passes through it, without any reply conditions.

How do I connect my HubSpot account to Waalaxy?

You can connect your HubSpot account to Waalaxy in just a few clicks: no more need for a webhook! 🚀

It happens in Settings > CRM Sync > HubSpot > Connect application:

How do I set up an action to response?

You’ve chosen to launch a Waalaxy sequence that doesn’t include a CRM Sync step, but does include sending of messages, and you want to track your prospects’ replies: let’s see how to set up a synchronization on response.

Step 1: Choose your sequence

The first step here is to choose a stage that involves sending one or more LinkedIn messages, emails, or even an invitation note if your LinkedIn subscription allows.

You can use the search filters to find the right sequence:

Step 2: Set up and launch your campaign

Write your message(s), email(s) or invitation note(s), as you would for a regular campaign.

Once you’ve finished, you can launch your campaign by clicking on “Launch my campaign” 🤓.

Step 3: Set an objective for the response

Once the campaign has been launched, you’ll be able to set up the synchronization on reply. To do this, click on “Edit my campaign”:

This takes you to the editing tool. Now click on “CRM Sync on reply”:

Select HubSpot. Here you can choose :

• The HubSpot list to which you wish to send your leads.
• The data you wish to send to HubSpot. Some data (last name, first name, email) are selected by default: they are mandatory to avoid duplicates in your CRM.

All that’s left is to save your changes. You’re done! Your prospects will be synchronized with HubSpot as soon as they reply to one of the campaign messages 👌.

How do I set up a campaign with a “CRM Sync” action?

This type of synchronization is useful if you want to retrieve your prospects’ data without reply conditions, or without needing to go through a communication with your prospect. A typical use case is that of an email enrichment: you want to enrich your prospect’s profile with the Email Finder and retrieve this email address from HubSpot.

Step 1: Choose a sequence that includes a CRM Sync step

In the sequence search tool, use the filter “CRM Sync”. We will only suggest sequences with this step.

Step 2: Set up the CRM Sync step

This time, you’ll need to set up CRM Sync before launching the campaign, since it’s a sequence step in its own.

As with the action on reply, you’ll need to select the data to be sent, as well as the HubSpot list in which you wish to display this data.

Step 3: Launch your campaign

Once you’ve completed the various steps, you can launch your campaign as usual, by clicking on “Launch my campaign”. 👽

Your prospects will be synchronized with your CRM as soon as they reach the CRM Sync stage:

How do the data appear on HubSpot?

Go to HubSpot and open the “Contacts” section. You’ll see a dashboard displaying all the data exported by Waalaxy. Your contacts should appear as in this image:

💡 If you don’t have the “Company name” and “Business e-mail” columns, you need to add them. You can also add a column for each piece of data that Waalaxy can export, such as LinkedIn profile URL, prospect responded (Yes/No), etc. Let me show you a short video explaining how to add these columns 👀.

Frequently asked questions

Which HubSpot subscription?

To synchronize your HubSpot CRM with Waalaxy, you need a HubSpot account, either free or paid.

Which Waalaxy subscription?

The CRM synchronization functionality, whether via an action on reply, or with a campaign that includes a CRM Sync step, requires a Waalaxy subscription, Advanced or Business.

To which HubSpot lists can I synchronize my data?

You can only use static lists on HubSpot. Dynamic or static lists customized with filters are not retrieved by Waalaxy.

What data can I send to HubSpot?

Here’s a list of all the data you can synchronize 👇

Prospect information:

• Email,
• First name,
• Last name,
• Company name,
• Login,
• Company name,
• Company website,
• Email enriched by Dropcontact,
• Phone number,
• LinkedIn profile URL,
• Position,
• Region,
• Sales Navigator profile URL,
• Prospect status,
• LinkedIn account type.

Waalaxy-related prospect information:

• Prospect’s tags on Waalaxy,
• Date of first connection on LinkedIn,
• Date of first message sent,
• Message replied: Yes / No,
• Message sent: Yes / No,
• Email replied : Yes / No,
• Email sent: Yes / No,
• List of prospects (Waalaxy) in which the prospect is.

Can I see exactly which message my prospect has replied to?

No. You’ll only be able to see whether the prospect has replied to a message or not, but not which one.

Is there a risk of duplicate leads in HubSpot?

No. Waalaxy uses different prospect data to check whether the prospect is already in your CRM. If so, the data already present will be updated 👌.

Can I send prospect data from HubSpot to Waalaxy?

No, it is not possible to send data from third-party software to Waalaxy. You will find in this article all the ways to import leads into Waalaxy.

Conclusion

That’s all there is to it! You now know how to set up your HubSpot account on Waalaxy to retrieve your prospecting data. Native integration no longer requires the use of webhooks, making the maneuver much quicker and easier to set up 😎. That’s all for today!