All Collections
Warmly - Warm Leads Platform
Integrations: Slack, CRM, SEP, Website & Data Providers
Hubspot Integration
Warmly's HubSpot Integration
Warmly's HubSpot Integration

Documentation of Warmly's HubSpot integration

Maximus Greenwald avatar
Written by Maximus Greenwald
Updated over a week ago

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 integration FAQs

Setting up 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.

Once you have successfully integrated HubSpot with Warmly, your HubSpot integration tab should now have the option to toggle on or off Real-Time Sync, as well as the option to add segments to your HubSpot integration. If Real-Time Sync is off (which it is by default) Warmly will only be able to read CRM data from HubSpot into Warmly (more on this functionality later in this documentation). If you toggle Real-Time Sync on, Warmly will additionally be able to write data from Warmly to your CRM, including creating Company records and Contact records for new accounts and individuals visiting your website (more on this functionality later in this documentation).

Once you select the toggle to turn on Real-Time Sync, you will be prompted with this pop-up to confirm that you would like to enable Real-Time Sync. Select Enable to move forward.

Once enabled, your HubSpot integration tab will now have the Real-Time Sync toggle turned on. Warmly is now able to read data from your CRM into Warmly as well as write data from Warmly into HubSpot.

Without any segments selected, Warmly will write back all new companies and new contacts that Warmly has identified to have visited your website to HubSpot. If you would like to limit the companies and contacts that we write back to your CRM, you can do so by applying segments that you have created in the Segments tab. For example, if you only want companies and contacts associated with companies that are within your ideal customer profile to be written back to your CRM, then apply the proper segments to match that requirement. Note that regardless of segments, Warmly will read all of the relevant data from your CRM into Warmly (segments do not affect our read capabilities).

Reading data from HubSpot to Warmly

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 data from Warmly to HubSpot

When Warmly identifies a company or an individual visiting your website, if you have enabled Warmly to write data to HubSpot via the Real-Time Sync toggle, 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: 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

  7. 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.

  8. 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.

  9. Warmly: UTM Campaigns

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

  10. Warmly: UTM Contents

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

  11. Warmly: UTM Mediums

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

  12. Warmly: UTM Sources

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

  13. 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 lead didn’t exist in your CRM before and Warmly created this lead

  2. Warmly Prospected

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

  3. Warmly Contact

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

  4. Warmly: Identification Source

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

  5. Warmly: Last Seen

    1. Date this visitor was last seen on your website

  6. Warmly: LinkedIn Bio

    1. The visitor's link to their LinkedIn profile

  7. Warmly: Pages Visited

    1. List of URL page paths this visitors visited

  8. Warmly: Prospector Workflow

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

  9. Warmly: Segments

    1. List of Warmly Segments that this visitor matches

  10. 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

  11. 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.

  12. 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.

  13. Warmly: UTM Campaigns

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

  14. Warmly: UTM Contents

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

  15. Warmly: UTM Mediums

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

  16. 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 integration FAQs

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

Answer:

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

  • Lead Owner

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

  • Any of the Warmly fields mentioned above where available

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

Answer: 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)

Question: Will Warmly edit any of our CRM fields?

Answer: No. We only write to the customer Warmly fields.

Question: 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?

Answer: 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.

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

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

Question: Is there an option to create customer field mappings for records created by Warmly?

Answer: Not currently, but this is on our roadmap.

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

Did this answer your question?