Connect HubSpot and Microsoft Teams

Connect your Microsoft Teams account to HubSpot to send your contacts Microsoft Teams meeting links and receive HubSpot notifications in Microsoft Teams. Once Microsoft Teams is connected to HubSpot, the HubSpot bot will be added to your Microsoft Teams account.

If you have feedback about this integration, use this form to submit any suggestions, requests, or ideas.

Before you begin

Before you connect HubSpot and Microsoft Teams, ensure that the HubSpot app is not blocked in Microsoft Teams and that HubSpot is whitelisted.

• Navigate to the Microsoft Teams admin center.
• On the left sidebar, click Team apps > Manage apps.
• Search for HubSpot.
• Click the HubSpot app and turn the Status toggle to Allowed. 

• Next, on the left sidebar, click Permissions policies. 
• Check that the HubSpot app is allowed under your organization's permissions policy. 

App requirements

There are two installation types for Microsoft Teams. Regardless of which installation type you choose, you will be installing the integration for all users in your HubSpot portal.

Please note: you must be a super admin or have App Marketplace permissions in your HubSpot account. You must be a Global Admin for Microsoft Teams to install the Full Install version. 

• For full install:
  • Read organization information: required for the integration to get the organization's name.
  • Read all users' full profiles: required for the integration to get basic information about users.
  • Read all groups: required for the integration to retrieve a list of the teams.
  • Read and create online meetings: required for the integration to create online meetings.
  • Read all group memberships: required for the integration to read basic information about members of a team.
  • Create channels: required for the integration to create channels as part of the workflow channel creation feature.
  • Read and write the names, descriptions, and settings of all channels: required for the integration to read a list of channels.
  • Allow the Teams app to manage itself for all teams: required for the integration to install the HubSpot bot to teams.
  • Allow the app to manage itself for all users: required for the integration to install the HubSpot bot to users.
  • Sign in and read user profile: required for the integration to read the Microsoft teams user ID and email of the user signing in.
• For limited install:
  • Read and create your online meetings: required for the integration to create online meetings.
  • Allow the Teams app to manage itself for you: required for the integration to install the HubSpot bot to the user.
  • Sign you in and read your profile: required for the integration to read id and email of the user signing in.

Please note: HubSpot will access the Microsoft Teams user ID, team IDs and private chat that the HubSpot bot sends notifications to.

Install the Microsoft Teams app

• In your HubSpot account, click the Marketplace icon marketplace in the top navigation bar, then select App Marketplace.
• Search for the Microsoft Teams integration, and select Microsoft Teams in the results.
• In the top right, click Install app.
• Before selecting an install option, review the differences in the dialog box. 
• Select the Full install or Limited install option, then click Install App.

Please note: workflows are not available if you choose the limited install.

• You’ll be prompted to log in to your Microsoft Teams account. Enter your Microsoft Teams credentials.

• To select teams to sync to HubSpot, click the Connected teams tab.
• To connect a specific team to HubSpot, next to the team name, click to toggle the Connect switch on.

• If you are the user who installed the integration, you can restrict which teams HubSpot users are able to view by selecting the Show checkbox. To allow all users to view newly created teams by default, select the Turn on visibility for newly created teams by default checkbox.
• To connect your Microsoft Teams user account to your HubSpot user account, click the User account tab. You must complete this step to add Microsoft Teams meeting links to your HubSpot meetings links, receive HubSpot notifications in Microsoft Teams, and create custom workflow actions for teams. Users can either install the bot manually (from within Microsoft Teams) or update their linked account in HubSpot to automatically install the HubSpot bot. 

Please note: each user will need to complete the steps below to link their Microsoft Teams user account with their HubSpot user account.

• • Click Connect account.
  • In the right panel, in the Microsoft Teams account field, enter your Microsoft Teams email address, then click Update linked account.
  • A verification message will be sent to your Microsoft Teams account. Navigate to Microsoft Teams and locate the message from HubSpot, then click Verify.
  • Once your account has been verified, you'll receive a welcome message from HubSpot in your Microsoft Teams account and you can start using the integration.

You may encounter the following error when trying to link your Microsoft Teams user to HubSpot:

Something went wrong while updating your linked Microsoft Teams account.

To resolve this error:

• Check that the HubSpot App is not blocked in Microsoft Teams.
  • Navigate to your Microsoft Teams admin center. 
  • In the left panel, click Team apps > Manage apps.
  • Search for HubSpot. 
  • Check that the status is Allowed. 

• • Navigate back to Microsoft Teams.
  • On the bottom left, click Apps.
  • Search for HubSpot and click the app.
  • Click Add to manually add the HubSpot app to your Microsoft Teams account.

Add Microsoft Teams meeting links to your meetings

You can add Microsoft Teams meeting links when scheduling a meeting in the CRM or when using the meetings tool. Meeting links will be created in the default language set in your HubSpot account. 

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

• To add a Microsoft Teams link to a meeting event you schedule from a record in the CRM, in your HubSpot account, navigate to your records.
  • Contacts: In your HubSpot account, navigate to CRM > Contacts.

• • Companies: In your HubSpot account, navigate to CRM > Companies.
  • Deals: In your HubSpot account, navigate to CRM > Deals.
  • Tickets: In your HubSpot account, navigate to CRM > 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 Select location > Microsoft Teams. 

You can also include a Microsoft Teams link on a scheduling page that you created in the meetings tool.

Please note: while it is not required to connect your Office 365 calendar to the meetings tool, it is recommended to ensure you get the most out of the Microsoft Teams integration. 

• In your HubSpot account, navigate to Library > Meetings Scheduler.
• Hover over a meeting and click Edit.
• On the Overview page, click the Add videoconference link dropdown menu and select Microsoft Teams.

• Click Save.

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

Once you’ve connected the Microsoft Teams app to HubSpot and connected your user account, the following HubSpot notification types will be sent to the HubSpot bot in Microsoft Teams by default:

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

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

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

• To turn off specific notification types, in the What you get notified about section, click to expand the notification topic and clear the checkboxes next to the notifications you don't want to receive.

Associate HubSpot companies and deals with Microsoft Teams channels

To associate a company or deal record to a Microsoft Teams channel:

• Navigate to your company or deal records:
  • Companies: In your HubSpot account, navigate to Contacts > Companies.
  • Deals: In your HubSpot account, navigate to Sales > Deals.
• On the right sidebar, in the Microsoft Teams card, click Associate Microsoft Teams channel.
• In the popup box, click the Select a team dropdown menu and select a team to associate with the HubSpot record.
  • Click the Select a channel dropdown menu and select an existing Microsoft Teams channel to associate with the HubSpot record. 
  • Click Create new MS Teams channel to create a new channel.
  • Select the activity types checkboxes to sync those alerts to the Microsoft Teams channel.
• Click Associate channel. 

Once associated, you will receive relevant activity alerts to the associated Microsoft Teams channel. You can associate multiple records with one channel. 

Use Microsoft Teams workflow actions (Professional and Enterprise only)

Once you’ve connected Microsoft Teams to HubSpot, you can use the following workflow actions:

• Create Microsoft Teams Channel: create a new Microsoft Teams channel in a company- or deal-based workflow.
• Send Microsoft Teams Notifications: send a notification to a HubSpot owner and Teams channel. Available in all workflow types except custom object and goal-based workflows. 

Please note: it is not possible to send notifications to private channels in Microsoft Teams. 

• In your HubSpot account, navigate to Automation > Workflows.
• Click the name of your workflow.
• Click the + plus icon.
• In the right panel, select a Microsoft Teams action:
  • To create a channel, select Create Microsoft Teams Channel.
    • To select which team you want to create the channel in, click the Team dropdown menu.
    • Enter the name of the channel in the Channel field.
    • To select the privacy settings for the channel, click the Privacy dropdown menu.
    • Click Save. 

• • To send notifications, select Send Microsoft Teams Notifications. 
    • To select the specific users to send the notification to, click the Users dropdown menu.
    • To select which team to send the notification to, click the Team dropdown menu.
    • To select which channel to send the notification to, click the Channel dropdown menu.
    • Enter the message in the Message field.
      • You can format the message by using asterisks to bold text, underscores to italicize, and the return button for a new line.
      • To tag someone in the notification by typing @ followed by their Microsoft Teams username.
      • To include a hyperlink in the notification, put the hyperlinked text in square brackets, followed by the URL in parentheses. For example, [HubSpot](www.hubspot.com).
    • Click the Select actions to include with message dropdown menu and select actions to include with the notification. 
    • Click Save. 

The notification will be sent to the Microsoft Teams channel specified in the workflow action. The user receiving the notification can click any of the action buttons to execute the action. 

Reply to HubSpot conversations in Microsoft Teams

Please note: this functionality is only available if you selected Full Install when installing the integration.

After connecting HubSpot and Microsoft Teams, you can send and receive HubSpot live chat, Facebook Messenger, WhatsApp, form submissions, and inbox messages directly within Microsoft Teams channels. To do so, a user with Account Access or Super admin permissions will need to upgrade the team to use it in HubSpot conversations. Each team must be upgraded for this functionality.

To upgrade a Microsoft Team:

• In your HubSpot account, navigate to Reporting & Data > Integrations.
• Search for the Microsoft Teams integration, and select Microsoft Teams in the results.
• On the Connected teams tab, under the Bot Upgrade column, click Upgrade next to the team you want to upgrade. You'll then be redirected to your Microsoft Teams account.
• In your Microsoft Teams account, a dialog box will appear displaying HubSpot integration details. Next to Open, click the arrow icon and select Add to a team. Using the dropdown menu, select the team you want to upgrade, then click Set up a bot. 
• With the team upgraded, navigate back to HubSpot. You'll now be able to select the team for use in the conversations inbox.

To select the team for use in the conversations inbox:

• On the Microsoft Teams integration page in HubSpot, click the Conversations inbox tab, which lists all the conversations inboxes you've created in your HubSpot account. 
• Next to the conversations inbox, click the On/Off toggle on to send and receive messages from the conversations inbox directly in Microsoft Teams channels. 
• Click the Team dropdown menu to select the team to receive the messages.
• Click the Channel dropdown menu to select the Microsoft Team channel that will receive incoming messages.

After connecting the inbox, you'll be automatically notified in Microsoft Teams when you have a new message in your HubSpot conversations inbox. You will also be able to respond directly from Microsoft Teams.