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Integrations

Connect HubSpot and Microsoft Teams (BETA)

Last updated: October 5, 2021

In Beta

Applies to:

All products and plans

Connect your Microsoft Teams account to HubSpot to send your contacts Microsoft Teams meeting links and receive HubSpot notifications in Microsoft Teams.

Please note: it is not possible to connect a personal version of a Microsoft Teams account to HubSpot. 

Integration requirements

  • You must be a super admin or have App Marketplace permissions in your HubSpot account to install the integration.
  • You must be an administrator for Microsoft Teams to install. If you're not a Microsoft Teams administrator, you will need to contact your Microsoft Teams administrator to give you access.

Required app scopes and permissions

When you connect your Microsoft Teams account to HubSpot, you’ll be prompted to authorize the following app permissions:

  • Read and write directory data: required for the integration to retrieve a team's channels, create channels, and to install and uninstall the HubSpot bot.
  • Read and write all groups: required for the integration to retrieve teams and team information, specifically the number of members within a team.
  • Read users full profile: required for the integration to confirm if a user's email is already an existing user in Microsoft Teams and to connect it to the corresponding user email in HubSpot.

Please note: HubSpot will access the Microsoft Teams user ID, team ID(s) and private chat that the HubSpot bot posts notifications to.

Install the Microsoft Teams Integration

  • Click the link in the email you have received.
  • In the top right, click Connect app.
  • You’ll be prompted to log in to your Microsoft Teams account. Enter your Microsoft Teams credentials.
  • Review the required permissions, then click Allow. You’ll be redirected to your integration settings.
  • To sync all teams from Microsoft Teams to HubSpot, click Connect all teams
  • To connect a specific team to HubSpot, click to switch the Connect toggle on. 
  • If you are the user who installed the integration, you can restrict which Microsoft Teams teams HubSpot users are able to view by selecting the Show checkbox.
  • Select the Turn on visibility for newly created teams by default checkbox to allow all users to view all Microsoft Team teams in HubSpot.

msteams

To add Microsoft Teams meeting links to your HubSpot meetings links, you need to link your Microsoft Teams user to HubSpot:

  • Click the User account tab and click Connect account
  • In the right panel, enter your Microsoft Teams user details
  • Click Update linked account

After connecting the Microsoft Teams integration, you can add Microsoft Teams meeting links to your HubSpot meetings, receive HubSpot notifications in Microsoft Teams, and create custom workflow actions for your teams.

Add Microsoft Teams meeting links to your meetings

Please note: each user must map their Microsoft Teams user to HubSpot to use the meeting links functionality. 

  • In your HubSpot account, navigate to your records.
    • Contacts:In your HubSpot account, navigate to Contacts > Contacts.
    • Companies: In your HubSpot account, navigate to Contacts > Companies.
    • Deals: In your HubSpot account, navigate to Sales > Deals.
    • Tickets: In your HubSpot account, navigate to Service > Tickets.
  • Click the name of the record.
  • In the left panel, click meetings Meet. In the window that opens at the bottom of the screen, set up your meeting
  • Click insertVideo Insert link to video conference icon and select Microsoft Teams. A Microsoft Teams link will be added to your scheduled meeting. 

msoft-teams-meeting

Please note: it is not possible to update meeting links once a Microsoft Team's link has been created in HubSpot. To update the link in HubSpot, a new meeting must be created.

Receive HubSpot activity notifications in Microsoft Teams

HubSpot notifications will be sent to the HubSpot bot in Microsoft Teams by default. The following HubSpot notifications will be sent:

  • Assign
  • Comment
  • Follow
  • Mention
  • Overdue
  • Reminder
  • Reply
  • Submission
  • View (i.e. document view)

microsoft-teams-notifications

Please note:

  • After you connect one of your teams to HubSpot, all users who are part of the team will receive notifications in Microsoft Teams.
  • Notifications may be delayed by up to 5 minutes.

 

To disable all notifications, a notification type, or specific notifications from being sent to Microsoft Teams:

  • In your HubSpot account, click the settings icon settings in the main navigation bar.
  • In the left sidebar menu, navigate to Notifications > Other apps.
  • Click to toggle the Microsoft Teams switch off to disable all HubSpot notifications in Microsoft Teams.

microsoft-teams-notifications-settings

Send Microsoft Teams notifications through workflows (Professional and Enterprise only)

  • In your HubSpot account, navigate to Automation > Workflows.
  • Click the name of your workflow.
  • Click the plus icon +.
  • In the right panel, click Send Microsoft Teams Notifications
  • Click the Team dropdown menu to select which team you want to send the notification to.
  • Click the Channel  dropdown menu to select which channel to send the notification to. 
  • Enter the message in the Message field. 
  • Click Save
msteams-create-team-channel

Create Microsoft Teams channels using workflows (Professional and Enterprise only)

  • In your HubSpot account, navigate to Automation > Workflows.
  • Click the name of your company-based or deal-based workflow.
  • Click the plus icon +.
  • In the right panel, click Create Microsoft Teams Channel.  
  • Click the Team dropdown menu to select which team you want to send the notification to.
  • Enter the name of the channel in the Channel field.
  • Click the Privacy dropdown menu to select the privacy settings for the channel. 
  • Click Save
msteams-workflow-channel

The notification will be sent to the Microsoft Teams channel specified in the workflow action.

msteams-wf-notification