By integrating Outplay's Meeting Scheduler with Hubspot CRM, you can automate the process of creating new contacts in Hubspot whenever an inbound lead is recorded in Meeting Scheduler. This seamless and native integration simplifies your lead management efforts, allowing you to focus on nurturing valuable relationships with potential customers.
In this support article, we will guide you through the steps to integrate Outplay's Meeting Scheduler with Hubspot CRM, enabling you to sync and update your inbound leads effortlessly.
NOTE: The Meeting Scheduler - Hubspot CRM integration is native and bidirectional, meaning you can update leads on both Meeting Scheduler and Hubspot CRM without relying on third-party tools. However, Contacts are only created in Hubspot CRM when a Lead is created in Outplay, and not vice versa.
Let's dive into the integration process!
Integrate Meeting Scheduler with Hubspot CRM
- On Outplay, click the Scheduler tab. Navigate to Profile → Settings.
- Click Integrations & API.
- Navigate to the Hubspot tile and enable the Setup toggle.
- You are redirected to the Hubspot CRM login page where you can enter your credentials and authenticate your login.
- After successful authentication, you are redirected to Hubspot CRM integration settings under Meeting Scheduler.
Configure Hubspot CRM integration settings
Under Hubspot CRM integration settings, there are five sections you can configure:
- User Mapping
- API Usage
- Sync History
Under Types, you can find Contact of Hubspot CRM mapped to their counterpart object, which is Lead, on Outplay - Prospect.
General Settings for a Type
You can click Contact to configure its general settings.
Polling refers to the process of regularly querying or checking an application for updates or new data. It involves making periodic requests to the API (Application Programming Interface) to retrieve the latest information.
By turning on periodic polling, you can automatically sync new and changed leads from Outplay to Hubspot CRM.
To configure your periodic polling settings:
- Enable the toggle for Periodically poll Hubspot CRM for new and changed Contact.
- Under Polling Frequency, select the duration between each poll.
NOTE: We recommend keeping the polling frequency at a minimum of 10 minutes in order to conserve your API usage.
- Click Sync Now if you want to initiate polling right away.
- You can sync specific data by selecting a filter that exists on Hubspot CRM. Create a view of contacts/ companies on Hubspot CRM and select the same from this field to sync that specific data to Outplay.
NOTE: Leads/ Contacts are synced bidirectionally. However, Contacts are only created when a Lead is created in Outplay, and not vice versa.
Under Inbound, you can enable the toggle for the option for Update Lead in Outplay if you want to sync any changes made to the lead on Hubspot CRM.
You can set criteria for the inbound sync. Leads matching the following criteria will be updated on Outplay.
Under Outbound, you can enable options to sync any new leads or changes made to leads in Meeting Scheduler to Hubspot CRM. You can enable the toggle for the following options:
- Create Contact in Hubspot when Lead does not exist
- Update Contact in Hubspot
You can set criteria for the outbound sync. Leads matching the following criteria will be updated on Hubspot CRM.
Last Sync History
Here, you can view the details of the last sync between Outplay and Hubspot CRM.
Under the Field Mapping section, you can map Outplay Lead Fields to Hubspot CRM Contact Fields.
NOTE: You can click on the More Options button for a mapping to edit, delete or change its direction of sync.
NOTE: You can edit the mapping and change the direction of sync as per your preference.
NOTE: Once the mapping is complete, you can click the Sync button under General Settings to initiate polling with the new changes.
All activities related to meetings booked, form submissions, prospect engagements, and more can be synchronized between Meeting Scheduler and Hubspot CRM.
In the Triggers & Activity section, you have the ability to create triggers for specific activities. For instance, when a meeting is booked or a form is submitted in Meeting Scheduler, you can opt to automatically create a contact or record engagement for the contact in Hubspot CRM.
Under the Inbound section, you can enable the option to import prospect engagements and activities from HubSpot CRM, ensuring that Outplay stays up to date.
NOTE: By default, all lead activities occurring on Outplay are logged to Hubspot CRM. If desired, you can disable this feature.
Under the User Mapping section, you can map data sync between a Hubspot CRM and Outplay for specific users.
NOTE: Once the mapping is complete, click the Sync button under General Settings to initiate polling with the new changes.
Include Objects not owned by the Mapped Users
Let’s assume that an SDR in your team has a Hubspot CRM Account but does not have an Outplay Account. Now, if you want leads/ contacts associated with that SDR synced to Outplay as well, you can enable the option of Include Objects not owned by the Mapped Users.
Once the sync is completed successfully, the contacts associated with the SDR will also be updated on Outplay. However, in such an instance, the objects are assigned to the Outplay User whose account is set as Default.
NOTE: To set an Outplay account as default for User Mapping, click the More Options button for an Outplay User and select the Set as Default option.
APIs (Application Programming Interfaces) enable programs to interact and API Calls serve as the means of communication between them. An API Call is a message requesting a service or information from a server's API.
In this integration, Meeting Scheduler and Hubspot CRM communicate with each other through API Calls to ensure continuous information updates. However, to maintain stability, there is an API Usage threshold in place.
In the API Usage section, you can monitor Outplay API Usage, specific API call usage for Outplay, the defined Outplay API Usage Threshold, and the current API Usage Rate. If necessary, you have the option to modify the threshold.
The Logs section displays all the sync activities, status, and information between Outplay and Hubspot CRM. Every activity log displays the Time Stamp, Status, Source, Action and Details to help you understand in case of any failure.
Track the sync history between Outplay's Meeting Scheduler and Hubspot CRM. Click on any sync entry to view the count of new and error records for that specific sync, whether it's inbound or outbound.