Connect HubSpot
Connect HubSpot so the leads, bookings and callbacks your Aijent captures land in your CRM automatically.
HubSpot connects in one click from the Integrations page, by choosing HubSpot from the CRM dropdown. Once connected, your Aijent writes a contact, a company, a deal on booking, a note with the conversation, and an open task when somebody asks for a callback. Contacts and deals it creates are tagged as sourced by Aijent so you can filter for them.
Once HubSpot is connected, what your Aijent captures is written to your CRM automatically, so nobody copies anything across and nothing is lost between a conversation and your sales team.
Why connect a CRM
Your Aijent works without one. It still holds conversations, qualifies people and books meetings, and you still see everything in your dashboard.
What a CRM gives you is the handover. Your sales team already works in HubSpot, so a lead that arrives there arrives where they will see it, with the context attached, in the workflow they already follow.
What Aijent writes to HubSpot
- A contact. Created, or updated if that email address already exists. When updating, it only fills in blanks such as a missing phone number. It never overwrites anything you or your team have already filled in.
- A company, matched by website address first, then by exact name, otherwise created. If the visitor uses a personal email address such as Gmail or Outlook, no company is created.
- A deal, when a meeting is booked. If you have switched on deal creation for sign-up conversions, one is also created when somebody converts through your link.
- A note on the contact, holding the conversation and the qualification summary. The note is updated as the conversation continues and finalised once the chat goes quiet, so do not be alarmed if it changes while you watch it.
- A task, when a visitor asks for a callback. It arrives as an open task, high priority, marked as a call, so it lands in someone's to-do list rather than sitting in a note nobody opens.
The meeting itself is created by HubSpot's own calendar sync, not by your Aijent.
The Aijent tag
Contacts and deals your Aijent creates are tagged as sourced by Aijent, so you can filter for them and see what it is contributing. It is worth building a view on that tag early.
Two things to know. Companies, notes and tasks are not tagged. And if you connected HubSpot some time ago, the tag may not be applied at all until you disconnect and reconnect, which grants the extra permission it needs.
What it does not do
It does not import your existing contacts, and it never deletes anything.
It also never syncs conversations from before you connected. When you connect, existing conversations are marked as already handled, deliberately, so that connecting does not flood your CRM with months of history.
Connect it
You need permission to install apps in your HubSpot account. If you do not have it, your HubSpot administrator will need to do this part.
- In your dashboard, go to Integrations.
- Find the CRM dropdown and choose HubSpot from it. A HubSpot box then appears with a Connect button. There is no Connect button until you have chosen HubSpot from the dropdown.
- Select Connect. A HubSpot window opens. Sign in if you are not already.
- Choose the HubSpot account to connect. Check this carefully if you manage more than one, because this is where your leads will go, and moving them later is manual work.
- Review the permissions HubSpot lists and confirm.
- The window closes and HubSpot shows as connected.
Check it worked
Run one real conversation through it, because that tests the whole path.
- Open your website in a private or incognito window.
- Chat with your Aijent as a customer would. Give a name and an email address you will recognise, and take it far enough to book a meeting.
- In HubSpot, open Contacts and look for what you just created.
- Open the record and check the note holding the conversation is attached.
Give it time if no meeting was booked
A booking syncs straight away. A lead who left an address without booking may take around 25 minutes to appear, because those are collected on a schedule that waits until the conversation has been quiet for a while. If you test without booking and check HubSpot 30 seconds later, an empty result is expected, not a fault.
Visitors who leave without giving details
Aijent does not only write contacts for people who identify themselves.
If somebody has a reasonable conversation and leaves without giving a name or an email, your Aijent still records it in HubSpot as a contact named UNIDENTIFIED VISITOR, with the conversation attached and no email address. This is deliberate: the conversation may still tell you something useful about demand, and it stops real interest disappearing silently.
If you would rather these did not appear in your CRM, filter them out by name, or get in touch and we will talk through the options.
One CRM at a time
Your Aijent connects to one CRM at a time. Connecting HubSpot disconnects any other CRM, and everything from that point goes to HubSpot. Records already written to the previous CRM stay exactly where they are. Nothing is deleted or moved.
Your Aijents share one connection
If you run several Aijents, they all use the same HubSpot connection. You cannot currently point one Aijent at one HubSpot account and another at a different one. This matters most if you run separate brands from one account, because their leads land together.
If leads are not arriving
Wait long enough. See the timing note above.
Check the conversation captured something. Compare against your dashboard, where every conversation is visible whether or not it produced a CRM record.
Check the connection is healthy. Open Integrations and confirm HubSpot still shows as connected. If someone uninstalled the app in HubSpot or changed permissions, it stops working and needs reconnecting.
Check you are in the right HubSpot account. If you manage several, it is easy to be searching a different one from the one you connected.
Remember history is not backfilled. Conversations from before you connected were never sent.
If leads are still missing, get in touch with the date of the conversation and the email address involved, and we can trace what happened.
Other CRMs
Pipedrive and Zoho also connect in one click. Salesforce is available in beta and takes longer to set up, because you connect it using your own Salesforce app credentials rather than a single click.