Integrating OnceHub with HubSpot

Integrating OnceHub with HubSpot CRM enables you to automate data movement across your entire engagement funnel. This native integration ensures that data from Booking Calendars, Routing Forms, and Chatbots is synchronized with your HubSpot CRM, keeping your Contact and Meeting records up to date without manual entry.

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Key Features of the HubSpot Integration

The OnceHub HubSpot integration provides high-level control over your lead management through these core capabilities:

• Sync Data Effortlessly: Automatically send information captured across all OnceHub tools including Booking Calendars, Routing Forms, and Chatbots directly to your HubSpot Contact database.
• Track Meetings Automatically: Ensure that any meeting booked via OnceHub is automatically recorded as a Meeting Activity on the associated HubSpot Contact timeline.
• Intelligent Record Matching: Use a built in identification hierarchy to find existing HubSpot records and prevent duplicates, ensuring a single source of truth for every customer.
• Contact Owner Routing: Have guests schedule directly with their Salesforce or HubSpot contact owner by enabling the Schedule with CRM Contact Owner option in your Routing Forms.

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Prerequisites

To establish the integration, a HubSpot Super Administrator with full authorization permissions must connect the account.

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To set up and configure the integration, follow the steps below:

Step 1: Connect OnceHub to HubSpot

Follow the steps below to connect your OnceHub account to HubSpot:

1. Click the gear icon located in the top-right corner of the page.
2. Select Account Integrations from the dropdown menu.
3. Filter for CRM.
4. Click the HubSpot tile.
5. Click Connect and follow the instructions in the pop-up to complete the integration process.

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Step 2: Configure Behavior of New Contacts and Meetings

Once connected, remain on the HubSpot integration page to review how new Contacts and Meetings are created:

• New Contacts: When a new Contact is created in OnceHub, a corresponding Contact record is created in HubSpot.
• New Meetings: In the When New Meetings are Scheduled in OnceHub section, new OnceHub meetings will automatically create a Meeting in HubSpot.

HubSpot Contact Identification Logic

To maintain data integrity and prevent duplicates, OnceHub uses a specific identification hierarchy (matching by Email first, then Phone/Mobile) before creating or updating records in HubSpot. For details, see How contacts are identified in OnceHub.

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Step 3: Map OnceHub Object Properties to HubSpot

Click Configure properties mapping next to Contacts or Meetings to configure how OnceHub properties are mapped to HubSpot properties.

Before You Begin Mapping

Before initiating the mapping process in OnceHub, ensure you complete the following prerequisites:

• Create Custom Properties First: Ensure any destination properties exist in HubSpot (on Contact objects, including custom properties) and any custom properties you plan to map are created in OnceHub (Gear icon > Objects and Properties). You cannot create new properties directly within the integration mapping screen. For details, see Managing Object Properties.
• Set Up Contact Statuses: If you plan to map the OnceHub Contact Status property to a HubSpot picklist field (such as Lifecycle Stage), ensure the corresponding picklist values are created in OnceHub first. Matching is not case-sensitive (Active Client in OnceHub matches active client in HubSpot). For step-by-step instructions, see How to Manage and Customize Contact Statuses article.
• Map Properties in Interacting Products: To capture and update answers from your Booking Calendars, Routing Forms, or Chatbots, ensure those specific form questions are mapped to Object Properties.

Mapping Contact Properties

1. Navigate to the Contacts tab and click + Add mapping.
2. In the OnceHub dropdown, select the property to push (e.g., Status, Mobile Phone, Job Title).
3. In the HubSpot dropdown, select the corresponding target property. (For OnceHub Status, select Lifecycle Stage).
4. Toggle Overwrite ON or OFF to control whether existing HubSpot data should be overwritten.
5. Click Save.

To remove a mapping, click the X icon next to the row and click Save.

Note

Only HubSpot contact properties compatible with the selected OnceHub Contact property type appear in the dropdown for mapping. Since status options are defined in HubSpot, map your OnceHub Contact Status directly to your corresponding HubSpot Lifecycle Stage (or target picklist) values. If you rename or change Contact Status values in OnceHub after setting up your mapping, ensure your HubSpot picklist values remain aligned.

Mapping Meetings Properties

1. Navigate to the Meetings tab and click + Add mapping.
2. Select the OnceHub Meeting Property (e.g., Calendar event title, Meeting location, Meeting start time).
3. Map it to the corresponding HubSpot Meeting Property (e.g., Title, Attendee description, Meeting start time).
4. Click Save.
5. Optional: Remove mappings by clicking the X icon next to the row you want to delete and click Save.

Tip

You can select the Calendar event title from the OnceHub Meeting Properties dropdown and map it to Title in HubSpot Meeting Properties to sync the calendar event title configured in your Booking Calendar. You can also assign a default Fallback value (e.g., Meeting Title). This allows for more dynamic and descriptive meeting subjects that automatically update based on individual event details.

Note

Only HubSpot properties compatible with the specific OnceHub Meeting Properties you select will be available in the dropdown for mapping.