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.
The HubSpot card is on any source’s Messaging Settings → Integrations tab.
What gets synced
Every lead pushed into HubSpot includes:
- First name
- Last name
- Phone number
- Zip code
- Lifecycle stage
- A note attached to the contact with the source name and the original inquiry
Connecting HubSpot
Open the integration
In Auto-Respond, open the source → Messaging Settings → Integrations tab → HubSpot card.
Paste your HubSpot access token
Click Connect and paste your HubSpot access token into the field. You can create a token in HubSpot under your account settings → Integrations → Private Apps. Make sure the token has permissions to read and write contacts.
Save and validate
Click Save, then click Validate Connection. If the token is correct, you’ll see a green confirmation. If not, HubSpot’s error message is shown right on the card so you can fix it.
Turn on the Enable toggle
The integration doesn’t send anything until Enable is on.
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 customer only when contact info is captured
Default: off.
- When on — The HubSpot contact is only created once the lead shares a phone number or email.
- When off — A HubSpot contact is created as soon as the lead first reaches out, even before you have their contact info.
Use this if you only want HubSpot contacts you can actually reach.
Create only for new leads
Default: off.
- When on — If an existing HubSpot contact already has the same email, Auto-Respond leaves it alone. No update is sent.
- When off — Existing contacts are updated with any new info Auto-Respond has collected.
Include source name
Default: off.
- When on — The source name (e.g., “Yelp – Downtown”) is added to the note on the contact, so you can see where each lead came from inside HubSpot.
- When off — The note only contains the inquiry.
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:
- With Create only for new leads off, Auto-Respond updates the existing contact with new fields and appends a new note.
- With Create only for new leads on, the existing contact is skipped entirely.
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 customer only when contact info is captured is on, the lead hasn’t shared a phone or email yet. If Create only for new leads is on, the lead may already exist.
- Duplicate contacts — Usually means leads are reaching out without an email, and HubSpot can’t dedupe. Consider turning on Create customer only when contact info is captured so records are only created once an 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.