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 create 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, have a cup of green tea and off you go.

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 lifecycle of your leads. 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 leads’ data is sent to HubSpot when they reach a trigger in a campaign. There are three possible sending types:

• Reply action: as the name suggests, this action lets you send your prospect’s data to HubSpot as soon as they reply to a LinkedIn message, email or invitation note.
• The CRM Sync step: some sequences include a specific step, the CRM Sync, which enables data to be sent to any prospect who passes through it, with no response conditions.
• Manually: you can also send your prospects’ data to HubSpot without running a campaign, a real time-saver 😎.

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! 🚀

Go to Settings > CRM Sync > HubSpot > Connect application:

Once you’ve logged in to your account, you’ll be able to access the settings, allowing you to choose the data to be sent to your CRM. These settings will apply to all your campaigns.

Now you can choose :

• The HubSpot list to which you want to send your prospects.
• 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.

How do I set up a response action?

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

Step 1: Choose your sequence

The first step here is to choose a step 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: Define the purpose of the answer

Once the campaign has been launched, you can set up synchronization with the response. To do so, click on “Modify my campaign”:

This takes you to the editing tool. Now click on “Synchronize CRM to the answer”:

Select HubSpot.

All that’s left is to save the 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 an action “CRM Sync”?

This type of synchronization is useful if you want to retrieve your prospects’ data without any response conditions, or without having to communicate with your prospect. A typical use case is when searching for emails: 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

To do this, 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 synchronization before launching the campaign, as this is a sequence step in its own right.

Simply select HubSpot, the rest of the settings having been made in Settings 👌.

Step 3: Launch your campaign

Once the various steps have been set up, 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:

Send data to HubSpot manually

Would you like to send data to HubSpot without running a campaign? Well, you can! And why is that good? Imagine that you created a campaign some time ago, without thinking that you needed these prospects in your CRM. But now you’d like to integrate them into your customer database to keep track of them. This feature makes it possible! Here’s how, in just a few clicks :

How do 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 “Professional e-mail” columns, you need to add them. You can also add a column for each piece of data that Waalaxy can export like 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 a response action, or with a campaign that includes a CRM Sync step, requires a Waalaxy, Advanced or Business subscription.

Which HubSpot lists can I synchronize my data with?

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,
• Name,
• Company name,
• Identifier,
• Company name,
• Company website,
• Email enriched by Dropcontact,
• Phone number,
• LinkedIn profile URL,
• Post,
• Region,
• Sales Navigator profile URL,
• Prospect status,
• LinkedIn account type.

Prospect information related to Waalaxy :

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

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

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

Is there a risk of having duplicate leads in HubSpot?

No, Waalaxy uses various data to check whether your 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 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!