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Warmly's HubSpot Integration
Warmly's HubSpot Integration

Documentation of Warmly's HubSpot integration

Maximus Greenwald avatar
Written by Maximus Greenwald
Updated yesterday

Overview

Warmly integrates with HubSpot to be able to read our customers' CRM data in the Warmly platform and to be able to write key data from Warmly over to our customers' CRM.

In this documentation, we will cover:

  1. Setting up the HubSpot integration

  2. Reading data from HubSpot to Warmly

  3. Writing data from Warmly to HubSpot

  4. Hubspot Custom Fields

  5. Syncing Chats to Hubspot

  6. HubSpot Integration FAQs

Connecting the HubSpot Integration

To set up your HubSpot integration for the first, time click the Get Started button in your HubSpot integration tab within Warmly. You will then need to sign into your HubSpot account (unless you are already signed in) and accept a set of basic permissions. Once accepted, you will automatically be brought back to Warmly. The person who integrates your HubSpot with Warmly should be an admin in your HubSpot account with all permissions.

Reading Hubspot Data

Warmly reads customer CRM data in order to populate additional fields within our platform with relevant CRM information. It also enables our customers to be able to create segmenting based off of CRM data, which is critical in scenarios where you want your reps to be notified when an account that they own comes to your website, or where you want to filter out your current customers in some of Warmly's workflows so you're only messaging true prospects (and much more!).

Warmly reads Company-, Contact-, and Deal-level data from HubSpot.

We currently show the following CRM fields inside Warmly dashboards:

  • Company

    • Name

    • Website

    • # of contacts

    • Owner

  • Contact

    • Name

    • Email

    • Lifecycle stage

    • Owner

  • Deal

    • Amount

    • Close date

    • Deal pipeline

    • Deal stage

    • Last activity

    • Owner

Writing Back Hubspot Data

When Warmly identifies a company or an individual visiting your website, if you have enabled Warmly to write data to HubSpot, we will add that company as a Company record in HubSpot and add that individual as a Contact record in HubSpot. We will first check for duplicates, which we do be checking domains for companies and checking emails for individuals (the unique identifiers for domains and individuals).

In addition to adding a Company record and/or a Contact record to HubSpot, Warmly also writes over a set of custom Warmly fields. These essentially serve as a way to get all of Warmly's valuable website traffic data into your CRM automatically.

If we identify a duplicate based on domain or email, we will not create a new Company or Contact record, however we will still write over the data from the custom fields to the Company and Contact records.

Company

Warmly adds these fields to the Company object:

  1. Warmly Created

    1. True if this account didn’t exist in your CRM before and Warmly created this account

  2. Warmly: Company

    1. URL Link to the account page in Warmly, e.g. https://opps.getwarmly.com/account/XXXX

  3. Warmly: Last Seen

    1. Date any visitor from this account was last seen on your website

  4. Warmly: Pages Visited

    1. List of URL page paths visitors from this account visited

  5. Warmly: Segments

    1. List of Warmly Segments that this account matches

  6. Warmly: Segments List

    1. List of Warmly Segments that this visitor matches

  7. Warmly: Total active time

    1. Total active seconds spent on your website of all visitors from this account. Active means the visitor was moving their mouse, scrolling, clicking. Does not include time where the visitor just leaves the tab open in the background

  8. Warmly: Total pages viewed

    1. Total number of page views (non-unique) from all visitors from this account.

      1. E.g. if visitor A views /pricing, clicks /home, clicks /pricing, that’s 3 pages viewed.

  9. Warmly: Total sessions

    1. Total number of sessions from all visitors from this account. A new session is started when a visitor comes to your site, and ends when the visitor closes the tab or if they become inactive and stop scrolling/moving/clicking anything on your site for over 15m.

      1. E.g. visitor A goes to your site, scrolls around, closes tab. 4 hours later, visitor A goes to your site again and clicks around. That’s 2 sessions.

  10. Warmly: UTM Campaigns

    1. List of all utm_campaign values from any visitors from this account

  11. Warmly: UTM Contents

    1. List of all utm_content values from any visitors from this account

  12. Warmly: UTM Mediums

    1. List of all utm_medium values from any visitors from this account

  13. Warmly: UTM Sources

    1. List of all utm_source values from any visitors from this account

  14. Warmly: Visitor count

    1. Number of unique website visitors from this account

Contact

Warmly adds these fields to the Contact object:

  1. Warmly Created

    1. True if this contact didn’t exist in your CRM before and Warmly created this contact

  2. Warmly Identification Source

    1. How Warmly identified the contact

  3. Warmly Prospected

    1. True if this contact didn’t exist in your CRM before and Warmly created this contact through our AI Prospector (or manual prospector) functionality

  4. Warmly Prospector Workflow

    1. The name of the orchestration/workflow that created the lead record from Warmly in Salesforce

  5. Warmly Contact

    1. URL Link to the visitor page in Warmly, e.g. https://opps.getwarmly.com/account/XXXX

  6. Warmly: Identification Source

    1. The method that Warmly used to identify this individual contact

  7. Warmly: Last Seen

    1. Date this visitor was last seen on your website

  8. Warmly LinkedIn Bio

    1. LinkedIn Url

  9. Warmly: LinkedIn Bio

    1. The visitor's link to their LinkedIn profile

  10. Warmly: Pages Visited

    1. List of URL page paths this visitors visited

  11. Warmly: Prospector Workflow

    1. The name of the workflow in AI Prospector that this contact was created through

  12. Warmly: Segments

    1. List of Warmly Segments that this visitor matches

  13. Warmly: Total active time

    1. Total active seconds this visitor spent on your website. Active means the visitor was moving their mouse, scrolling, clicking. Does not include time where the visitor just leaves the tab open in the background

  14. Warmly: Total pages viewed

    1. Total number of page views (non-unique) from this visitor.

      1. E.g. if visitor views /pricing, clicks /home, clicks /pricing, that’s 3 pages viewed.

  15. Warmly: Total sessions

    1. Total number of sessions from all visitors from this visitor. A new session is started when a visitor comes to your site, and ends when the visitor closes the tab or if they become inactive and stop scrolling/moving/clicking anything on your site for over 15m.

      1. E.g. visitor goes to your site, scrolls around, closes tab. 4 hours later, visitor A goes to your site again and clicks around. That’s 2 sessions.

  16. Warmly: UTM Campaigns

    1. List of all utm_campaign values from any website visits from this visitor

  17. Warmly: UTM Contents

    1. List of all utm_content values from any website visits from this visitor

  18. Warmly: UTM Mediums

    1. List of all utm_medium values from any website visits from this visitor

  19. Warmly: UTM Sources

    1. List of all utm_source values from any website visits from this visitor

Deal

Warmly adds these fields to the Deal object:

  1. Warmly Created Account

    1. True, if the Account associated with this Opportunity is "Warmly Created: True"

Hubspot Custom Fields

Warmly is able to read your Hubspot custom fields into our product, which will enable your team to segment based off of critical custom fields. Warmly will not automatically read your custom fields, so you will need to add custom fields one by one that you want Warmly to read. You can do this at the opportunity, contact, and account level within the Hubspot integration tab by selecting '+ Add field'.

Once you select the '+ Add field' button, you will be prompted to find the Hubspot custom field you want to read into Warmly. For accounts and contacts, if you are having Warmly write net new accounts or contacts back to your Hubspot, you are able to select the 'Value if Warmly creates record'. If you leave this empty, Warmly will not write any value into the field for net new accounts and contacts written back to Hubspot.

Once you add a custom field, you will need to re-sync your Hubspot for changes to take effect.

Syncing Chats to Hubspot

Warmly enables your team to sync chats to your Hubspot instance. These toggles are available within Warmly's Chat tab (Settings & Brand).

With the first toggle, 'Sync chat contacts to Hubspot', Warmly is able to create a Hubspot contact if no contact or contact exists yet for the individual who engaged with your chat. We will add an activity on the Activity Timeline with the full chat transcript.

For Hubspot, Warmly can only create a contact if we also have the company information. Either the company must already exist in your CRM, OR Warmly identified the company, Warmly creates the account/company, then Warmly can create the contact.

Finding Chats in Hubspot

Chat conversations themselves will be synced back to the individual contact record as described above.

Within Chat, you can ask Prospects for their email address as a way to identify who is on your site. Most customers sync Prospect emails back to their Hubspot as you can see below.

How do you find these contacts in Hubspot?

If you want to compile a list of all chats that have been gathered via Chat form (above), you can add the filters of "Warm'y created" + "Warmly: Identification Source" equals "Inbound Chat Form" (see below)

This will show you a list of all prospects who have entered their email into the chat form.

Hubspot Integration FAQs

If a match isn't found in HubSpot, what records are created and what are the default values?(Owner, Status, etc.)

Creating a Company:

  • Company Name

  • Company Owner

    • Assigned to the HubSpot user who did the HubSpot integration in Warmly

  • Website

  • All the Warmly fields mentioned above

Creating a Contact

  • Name

  • Email

  • Contact Owner

    • Assigned to the HubSpot user who did the HubSpot integration in Warmly

  • All the Warmly fields mentioned above

Creating a Prospect (as Contact record)

If you're pushing a prospect over via our Prospector feature, we push over the following where available:

  • Name

  • Title

  • Email

  • Phone

  • Warmly: LinkedIn Bio

    • LinkedIn URL

  • Contact Owner

    • Assigned to the HubSpot user who did the HubSpot integration in Warmly

  • Any of the Warmly fields mentioned above where available

What's the methodology Warmly uses to identify whether a Contact/Company already exists in HubSpot?

We look at the unique identifiers for companies and individuals. These are the domains of the companies and the emails of the people. Note that for companies we match based on just domain of the website field (we strip any “http://www.” and any URL paths)

Will Warmly edit any of our CRM fields?

No. We only write to the customer Warmly fields.

If Warmly identifies the account or the contact to be a duplicate, will it still write over the Warmly data to the custom fields of the Company record and/or the Contact record?

Yes. If we identify the company or the individual that has visited your website to already be in your HubSpot, we will not create a new Company record or Contact record. However, we will still write over all of the data into the Warmly custom fields for those existing Company records and/or Contact records.

At a high level, how can I easily find whether a Company or Contact record was created by Warmly?

You’ll see “Warmly Created” is “True” if we created the Company or Contact record.

What is the total possible number of concurrent API calls Warmly would make?

2 -- At Warmly, we have built a system that reduces load on Client’s CRMs so we batch process our calls. If we are both pulling your latest CRM updates AND pushing the latest lead data we found then it would be 2

How many total possible API calls per day would Warmly make?

Read more on Hubspot API Usage Guidelines

What happens when Warmly can't populate info? Since we need this to create the company records in HubSpot, is there a chance that we will have contacts that don't get synced?

As long as we have the email, we will create the Contact with that email, and link the Contact to a Company with that email domain. It doesn't matter if we have Clearbit data to enrich the company with.

This article was written by the Customer Success team at Warmly. Please feel free to reach out to your CSM directly or [email protected]

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