HubSpot

The HubSpot integration creates and updates HubSpot contacts automatically. Every lead Auto-Respond talks to is sent to HubSpot with their name, phone, email, and zip code, plus a note describing where the lead came from and what they asked about. Existing contacts are matched by email so you don’t get duplicates.

What gets synced

Every lead pushed into HubSpot includes:

• First name
• Last name
• Phone number
• Email
• Zip code
• Lifecycle stage
• A note attached to the contact with the source name and the original inquiry

Connecting HubSpot

Options

Enable

Turns the integration on or off for this source. Default: off.

Inherit from parent

Only shown on a location with a parent business. When on, this location uses the parent’s HubSpot settings. When off, it has its own credentials and options.

Create lead in CRM only when contact info is received

Label: Create lead in CRM only when contact info is received. Default: off.

• When on - HubSpot gets the lead only once the lead has shared a phone number or email, and only if CRMs is checked under Trigger integrations: in the source’s Contact Info tab for that kind of contact info.
• When off - HubSpot gets the lead as soon as the lead first reaches out, even before you have their contact info.

Create only new leads

Label: Create only new leads. Default: off.

• When on - If your business had already messaged the lead before Auto-Respond first received the conversation, the lead’s contact info is not sent to HubSpot. New messages in a conversation don’t send the lead again either.
• When off - Those leads and messages are sent too.

This option looks at the conversation, not at HubSpot: it doesn’t search HubSpot for an existing record.

Notify this integration only after the AI determines the lead is interested

Label: Notify this integration only after the AI determines the lead is interested. Default: off.

• Needs AI Assistant with Short or Long conversation in Conversation Setup.
• Can’t be turned on together with Create lead in CRM only when contact info is received or Create only new leads.

Validate Connection

Tests your access token immediately.

Disconnect

Removes the access token and turns off the integration. Confirmation required.

Matching and deduplication

HubSpot contacts are matched by email. If a contact with the same email already exists:

• Auto-Respond updates the existing contact with new fields and appends a new note.

If the lead doesn’t have an email yet, HubSpot can’t dedupe on email - in that case, a new contact may be created until the email is collected.

Disconnecting

Open the HubSpot card → click Disconnect → confirm. Your token is removed and no more leads are pushed to HubSpot until you reconnect.

Troubleshooting

• “Validation failed” / invalid token - The access token is wrong or was revoked. Regenerate the token in HubSpot and paste the new one.
• No contacts appearing in HubSpot - Check that Enable is on. If Create lead in CRM only when contact info is received is on, the lead hasn’t shared a phone or email yet, or CRMs isn’t checked in the Contact Info tab. If Create only new leads is on, your business may have messaged the lead before Auto-Respond received the conversation.
• Duplicate contacts - Usually means leads are reaching out without an email, and HubSpot can’t dedupe. Consider turning on Create lead in CRM only when contact info is received so records are only created once a phone number or email is collected.
• Missing notes or fields - Confirm your HubSpot token has permissions for contacts and notes.

Questions about the HubSpot integration? Email support@auto-respond.com.