Skip to content
Integrations

Connect HubSpot and Microsoft Teams

Last updated: July 21, 2022

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. 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.

Please note:
  • It is not possible to connect a personal version of a Microsoft Teams account to HubSpot.
  • It is not possible to install the same Microsoft Teams account across different HubSpot data centers.

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

msteams-permissions

Integration 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. 

When you connect your Microsoft Teams account to HubSpot, you’ll be prompted to authorize the following app permissions. 
  • 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 main 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.
teams-

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.
If you selected Limited install, you'll be redirected to the Microsoft Teams connected app settings and can start using the app with HubSpot. To change which Microsoft Teams user account is connected to your HubSpot user, click the User account tab, then click the Edit connected account dropdown menu. 

edit-connected-teams-account

If you selected Full install, review the required permissions, then click Allow. You’ll be redirected to the Microsoft Teams connected app settings, where you can finish connecting teams to HubSpot and setting up your user account.
  • To select teams to sync to HubSpot, click the Connected teams tab.
    • To sync all teams from Microsoft Teams to HubSpot, click Connect all teams.
    • 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.

msteams

  • 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. link-microsoft-teams-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.verify-teams-account
    • 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. microsoft-teams-welcome-from-hubspot

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

msft-teams-status

    • 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.

msft-teams-add-hubspot

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 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

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 Sales > Meetings.
  • Hover over a meeting and click Edit.
  • On the Overview page, click the Add videoconference link dropdown menu and select Microsoft Teams.

add-team-link-to-scheduling-page

  • 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)

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 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 main 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.

microsoft-teams-notifications-settings

  • 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.

Use Microsoft Teams workflow actions (Professional and Enterprise only)

Once you’ve connected Microsoft Teams to HubSpot, you can create Microsoft teams channels from company- or deal-based workflows in HubSpot and send notifications to 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, click Create Microsoft Teams Channel.
      • To select which team you want to send the notification to, 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
msteams-create-team-channel
    • To send notifications, click Send Microsoft Teams Notifications
    • To select which team you want 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 (*bold*) , underscores to italicize (_underscore_), and the return button for a new line. 
    • Click Save

msteams-workflow-channel

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

msteams-wf-notification
Was this article helpful?
This form is used for documentation feedback only. Learn how to get help with HubSpot.