Sync Warmly Visitor Activity from HubSpot to Apollo for your SDRs

Last updated: July 9, 2025

🔁 Syncing Custom HubSpot Fields to Apollo + Using in Views

✅ Pre-reqs

  • HubSpot and Apollo are integrated via native sync or a tool like Zapier/Make.

  • You have admin access to both tools.

  • Custom fields already exist in HubSpot and are populated on records.

🔄 Step 1: Confirm Your Custom HubSpot Field

  1. In HubSpot, go to Settings > Properties.

  2. Locate your custom contact property (e.g., Intent Score, WarmlyLastSeen).

  3. Make sure it’s populated on contact records and ready to sync.

🔁 Step 2: Map the Field into Apollo

If you’re using Apollo’s native HubSpot integration:

  1. In Apollo, go to Settings > Integrations > HubSpot.

  2. Under Field Mapping, locate your custom HubSpot field.

  3. Map it to an existing Apollo field, or:

    • Click "Create new field" in Apollo to match the HubSpot property name and type.

If using a tool like Zapier:

  • Set up a Zap to push HubSpot property values into Apollo custom fields on contact update.

🧩 Step 3: Confirm the Field is in Apollo

  1. In Apollo, go to Settings > Data Customization > Custom Fields.

  2. Make sure the field you mapped appears here.

  3. Confirm the data is populating by checking individual contact records.

🧱 Step 4: Add Custom Fields as Columns in a Contact View

  1. Go to Apollo > Contacts.

  2. In the top-right, click the "Columns" icon (looks like a grid or three vertical lines).

  3. Click “Edit Columns”.

  4. Search for your custom field (e.g., Warmly Intent, Industry Segment) and check it.

  5. Click “Apply” to show it in your contact table view.

🔍 Step 5: Filter by Custom Field in Contact View

  1. Click the “Filters” button near the top of the Contacts tab.

  2. Scroll or search to find your custom field.

  3. Apply a filter, such as:

    • Warmly Intent Score > 70

    • Industry Segment is FinTech

  4. Apollo will update the list to only show contacts matching that field criteria.

💾 Optional: Save the View as a List

  1. After applying filters and columns, click “Save as View”.

  2. Name it (e.g., “Warm Leads from HubSpot”).

  3. You can now revisit this filtered/custom field-powered list anytime.

🛠 Troubleshooting

  • Field not appearing in columns or filters?

    • Confirm it’s mapped properly in Apollo.

    • Make sure your sync includes that field.

    • Check that data is populated on contacts in Apollo.