How to set up the Salesforce integration with HubSpot

Last updated: May 24, 2017

Available For:

Marketing: Pro, Enterprise
Sales: Professional
An integration between your HubSpot account and your Salesforce account can be established to seamlessly pass leads and contacts between HubSpot and Salesforce. This integration is pivotal in maintaining consistency between your marketing and sales teams.

Requirements of the HubSpot Salesforce integration

To be able to integrate HubSpot and Salesforce, you must:

  • Be using HubSpot Marketing Professional or Enterprise; or HubSpot Sales Professional.
  • Be using either Salesforce Professional, Enterprise or Unlimited (not a trial account).
  • Have top-level Salesforce administrator privileges (if on Salesforce Professional Edition).
  • Have top-level Salesforce administrator privileges OR full object-level and full-field-level security permissions (if on Salesforce Enterprise or Unlimited Edition).

General expectations before you begin

In addition to the requirements listed above, we've outlined some general expectations for setting up this connector. Please review the below before proceeding with the instructions:

  • You should have at least a basic understanding of how the HubSpot integration with Salesforce works in order to specify how the Connector should be configured.
  • You will be taken to Salesforce as part of the installation process. Expect to switch back and forth between these instructions and Salesforce for part of the integration process.
  • You only have a certain number of API Calls (the technology that allows HubSpot and Salesforce to exchange data, which you can read more extensively about here) per day. You should be aware of your limit. As a rule of thumb, a single Contact sync can take up to 4 API calls per record, but this can vary.
  • To connect multiple HubSpot portals to one Salesforce account, you'll need to go through this wizard in each portal.
  • HubSpot will only work with one instance of Salesforce; while you can use two instances of HubSpot with one instance of Salesforce, the connector only allows one instance of Salesforce to connect to your HubSpot account.
  • If you want to install a Sandbox version of the Connector, be sure to check the box on the following page and read more about integrating with a Sandbox environment here.

Instructions

If you meet the above requirements and are ready to move forward, continue through this guide which will take you through each step of connecting your HubSpot and Salesforce accounts. Follow the steps below to begin this process.

Navigate to the Salesforce Integration settings within HubSpot

From your HubSpot Dashboard, click on Account Menu > Integrations.

Your first time setting up the Salesforce integration in HubSpot, you'll want to navigate to the All Integrations tab and locate the Salesforce integration section > hover here and click View integration to begin.

Get Started

Here you will begin going through the Salesforce Setup to install the integration between HubSpot and Salesforce, configure your integration settings, and test the integration. This setup will take some time (approx. 30 minutes) so if you're ready to advance, click the Let's go button.

Which edition of Salesforce do you have?

In this step, choose which version of Salesforce your company is utilizing. If you're not sure which edition of Salesforce you're using, you can check this within Salesforce by navigating to your name at the top-right, choosing Setup, then Administration Setup. Once you know the edition of Salesforce, click the radio button next to your edition in the wizard and then click Continue.

Do you have administrative access to Salesforce?

It is important that the integration user has access to all Salesforce objects that you wish to sync with HubSpot. If the answer to this section is "No" you will need to partner with your Salesforce administrator to continue through this setup. When you're ready and have been granted administrative access in Salesforce, choose the radio button next to Yes, then click Continue.

Do you want to use a sandbox instance of Salesforce?

Salesforce offers sandbox and production instances of their software. The sandbox instance is a testing environment within Salesforce and operates a little differently than the production environment. I have a production instance of Salesforce, so I'm going to click the radio button next to No and then Continue.

Set up Salesforce

Now it's time to put some HubSpot in your Salesforce. You're going to install the HubSpot package in your Salesforce account using the Salesforce package installer. To continue with the install, click the blue button to Read the guide on how to install this package in Salesforce. This guide will give you step-by-step instructions on how to install the HubSpot package in Salesforce. Once you've completed this process, check I have installed the HubSpot integration package box and click Continue.

Install a VisualForce module

You've installed the HubSpot package in Salesforce, so now you'll want to edit your lead and contact records so they include the VisualForce component. The VisualForce module adds a window onto a lead or contact record that looks into that contact record in HubSpot so you can see their lead intelligence. Adding this module is important in taking full advantage of the HubSpot Salesforce integration.

Click Read the guide and follow the instructions to add the VisualForce component to your lead and contact page layouts. If you are using the Salesforce Lightning Experience, follow the instructions here.

Once you've completed those steps, check the I have added HubSpot lead intelligence to Salesforce box and click Continue.

Set up HubSpot

Now it's time to put some Salesforce in your HubSpot. Click Connect accounts. You'll be brought to Salesforce's login page. Enter your Salesforce credentials and click Log In


On the next page, you'll be prompted to give HubSpot access to your Salesforce account. Click Allow

You'll be returned to the integration setup. Once your accounts have been connected, you'll see a message that says Successfully connected your accounts. Click Continue to move onto the next step.

Choose your settings

Now that your Salesforce credentials have been validated and HubSpot and Salesforce can see and chat with each other, you'll want to configure your settings to decide what information you want syncing between HubSpot and Salesforce. Click Continue when you're ready. Note that these settings can be adjusted after the integration is initially installed. 

The first decision to make is whether or not you want the HubSpot Salesforce integration to sync with accounts in Salesforce. This step is recommended and will give you more business information that you can use to personalize content for that contact.

The next decision is whether or not you want the HubSpot Salesforce integration to sync with opportunities in Salesforce. If you choose yes on this question, you are allowing HubSpot to sync with standard fields on the Salesforce Opportunity object. Take a look here to see what fields HubSpot syncs with from the Salesforce opportunity.

Once you make your decisions here on Account Sync and Opportunity Sync, click Continue.

Store activity data in HubSpot

Next, you want to choose which type of activity in HubSpot will sync to Salesforce and create activities there.

First, do you want the integration to create a Salesforce activity when a form is submitted on your HubSpot contact? Do you want to create a Salesforce activity when an email is opened on your HubSpot contact? Check the boxes next to the appropriate choices.

The next question asks if you want to sync tasks in Salesforce that are associated with syncing contacts to Engagements in HubSpot? Saying yes to this will sync tasks between Salesforce and the HubSpot CRM.

Once you've made your selections, click Continue.

Limit what contacts get synced to Salesforce

This step is where you can set up your inclusion list, which restricts the syncing of contacts from HubSpot to Salesforce. Not every lead that fills out a form and is entered into your HubSpot database will necessarily be a qualified lead. This option allows you to decide what criteria a contact must meet in order to sync from HubSpot to Salesforce so you’re not cluttering up your Salesforce account with leads that your sales team may not want to contact just yet.

If you have a smart list that you want to choose as your inclusion list, click the dropdown menu and choose your list. You can also choose not to have an inclusion list by clicking on the dropdown and choosing  the -- No Inclusion List --. This means that any new contact with a lifecycle stage that is beyond Subscriber in HubSpot will sync to Salesforce. If you want an inclusion list but don't have the list set up yet, you can click the blue button to create a new smart list and set up your list. Once you've settled on your inclusion list, click Continue to move on.

You can always go back later and set up or change your inclusion list within your integration settings later.

Finish Up

Now you're at the final step. Here you can review the previous decisions you've made about syncing (you can click Edit and go back to make changes if you'd like). Click to toggle the button next to Sync contacts with Salesforce to turn syncing on.

Once you're happy with the syncing decisions you've made and flipped the switch ON (you'll see a message you've successfully turned on syncing), click Continue.

Congratulations!

Your contacts will now begin syncing between HubSpot and Salesforce when changes are made going forward (find out what triggers a sync here). If you have existing Salesforce records that you'd like to sync to HubSpot right away, click the Import now button or click View settings to further customize the integration. 

Please note: if you choose not to import your records, they will not appear in HubSpot until a sync is triggered. You can always import Salesforce records after the initial setup process by following the instructions here

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