To begin using HubSpot or Salesforce with OnceHub, you’ll need to integrate your CRM by following these steps:
Click the gear icon in the top-right corner, then select CRM.
Choose the CRM you want to connect (HubSpot or Salesforce).
Click Connect and follow the instructions in the pop-up to complete the integration process.
Once your CRM is successfully integrated, you can map OnceHub fields to your CRM to ensure seamless synchronization of booking data.
Permissions Required for HubSpot and Salesforce Integration
To ensure the successful integration of HubSpot and Salesforce with OnceHub, the following permissions should be set in your CRM:
HubSpot
If you want to integrate HubSpot with OnceHub. The first thing you'll need to do is make sure that the App Marketplace Access permission is enabled in HubSpot. This is to authorize the OnceHub integration.
Next, you'll need to have Read & Write Access to the objects that you want to update in HubSpot. The two objects OnceHub updates in HubSpot are:
Contacts
Meetings
The Edit Property Settings permission is required if you will be mapping to custom fields. Finally, if your organization enforces restricted permissions, you may need the Manage Integrations permission for the integration to properly function.
Salesforce
If you want to integrate Salesforce with OnceHub. The first thing you'll need to do is make sure that the API Enabled permission is enabled in Salesforce. This is essential for OnceHub to communicate with Salesforce.
Next, you'll need to have Read & Edit Access to the objects that you want to update in Salesforce. The three objects OnceHub updates inside Salesforce are:
Contacts
Lead
Events.
If you're a OnceHub admin, we recommend that you have Modify All Data permissions; otherwise, you'll need at least Create, Read, and Edit permissions for Contacts, Leads and Events.
How to Map OnceHub Fields to Your CRM
From the CRM section, you can set up the mapping of OnceHub fields to the corresponding fields in HubSpot or Salesforce.
Proper mapping ensures that booking data is transferred seamlessly into your CRM, keeping your records accurate and up to date.
For more detailed instructions on configuring the settings specific to your CRM, expand the sections below for HubSpot or Salesforce.
Mapping OnceHub fields to HubSpot.
Contacts
In the Contacts Tab, use the dropdown menus to map OnceHub Contact fields to the corresponding HubSpot Contact fields.
Add fields by clicking the + Add Mapping icon.
Remove fields by clicking the X icon next to the field you want to delete.
To sync responses collected from booking calendars, routing forms or chatbots, you will need to specify that responses should be saved to a specific contact field. This can be done in the settings for questions in your booking calendar forms, routing forms and chatbots.
Meetings
In the Meetings Tab you will see to which fields the details from any meeting made in Booking Calendars is mapped to.
Mapping OnceHub fields to Salesforce
Contact creation
You can use the radio buttons in the CRM section to specify whether new contact records created through OnceHub should be added as Leads or Contacts.
Contacts and Leads
In the Contacts and Leads Tabs you can use the dropdown fields to map the OnceHub Contact fields to the relevant Salesforce fields.
Add fields by clicking the + Add Mapping icon.
Remove fields by clicking the X icon next to the field you want to delete.
To sync responses collected from booking calendars, routing forms or chatbots, you will need to specify that responses should be saved to a specific contact field. This can be done in the settings for questions in your booking calendar forms, routing forms and chatbots.
Events
In the Events Tab, you can view the Salesforce fields where details from meetings scheduled through Booking Calendars are mapped.
You can add fields by clicking the + Add Mapping icon or remove them using the X icon.
Using Fallback Values in CRM Field Mapping
Fallback values in OnceHub field mapping help maintain the completeness and accuracy of your CRM records, even when certain data isn’t collected during the booking process.
How Fallback Values Work
When your CRM includes required fields, OnceHub automatically identifies them and lets you assign a fallback value during the mapping setup. This ensures all necessary fields in your CRM are populated, avoiding errors or incomplete records while maintaining consistent workflows.
