HUBSPOT INTEGRATION

Your CRM and Conference Leads, Always in Sync

Capture leads at conferences, map your funnel to HubSpot, auto-create deals on wins, and keep both systems updated in real time. Set it up in under 5 minutes.

How to Set Up

After connecting your HubSpot account, a setup wizard walks you through mapping your Conference Hero funnel to your HubSpot data. The whole process takes about 2 minutes.

1
Connect your account
Go to Settings, then Integrations in your Conference Hero dashboard and click Connect with HubSpot. You'll be redirected to HubSpot to authorize access via OAuth.
2
Choose how you track leads
Tell us whether your team uses HubSpot Lifecycle Stages, a Deal Pipeline, or Lead Status to track where contacts are in your funnel. Most teams use Lifecycle Stages.
3
Map your stages
Match each Conference Hero stage (Captured, Engaged, Qualified, In Conversation, Won) to the corresponding value in HubSpot. We pre-fill sensible defaults so you can adjust and move on.
4
Configure what happens on a win
Choose whether winning a lead should create a Deal in HubSpot, update the lifecycle stage, or both. Pick the pipeline and deal stage that fits your workflow.
5
Review and connect
Review your mapping, tweak advanced settings (auto-sync on capture, auto-import from HubSpot, default lead owner), and you're done. You can change these settings anytime.

You can change your mapping anytime from Settings, then Integrations, then Edit Mapping.

Stage Mapping

Conference Hero tracks leads through five stages: Captured, Engaged, Qualified, In Conversation, and Won. During setup, you choose how these map to HubSpot.

Lifecycle Stages

Best for most teams

Map to HubSpot's standard funnel: Lead, MQL, SQL, Customer, etc. Works with custom lifecycle stages too.

Deal Pipeline

For deal-centric teams

Map to stages in a specific deal pipeline. Good if your team creates deals early and tracks everything through deal stages.

Lead Status

Simple tracking

Map to New, Open, In Progress, etc. A lighter option if you don't use lifecycle stages or deal pipelines for lead tracking.

The mapping works both ways. Move a lead to Qualified in Conference Hero, and the corresponding HubSpot field updates. Change the lifecycle stage in HubSpot, and the Conference Hero funnel stage moves forward automatically.

What Goes to HubSpot

Every lead you capture in Conference Hero is automatically pushed to HubSpot as a contact. If the contact already exists (matched by email, or by name and company as a fallback), we update it instead.

→
Contact info
Name, email, phone, and job title
→
Conference details
Which conference the lead was captured at and when
→
Lead scoring
Your Conference Hero lead score (0-100) and temperature (Hot / Warm / Cold)
→
Capture method
How the lead was captured (manual entry, badge scan, voice capture, etc.)
→
Funnel stage
Your Conference Hero stage (Captured, Engaged, Qualified, etc.) mapped to the HubSpot field you choose during setup
→
Deals on win
Optionally auto-create a HubSpot Deal when a lead moves to Won, with the pipeline and stage you configure

What Comes Back from HubSpot

Conference Hero pulls key data from HubSpot so you can see your pipeline progress without leaving the app. Most fields update in real time via webhooks.

What you'll seeWhy it mattersSync speed
Lifecycle stageSee whether a lead is an MQL, SQL, Opportunity, or Customer. When the stage changes in HubSpot, Conference Hero's funnel stage updates automatically (based on your mapping).Real-time
Contact ownerKnow which rep owns the contact in HubSpot.Real-time
CompanyThe associated HubSpot Company object - name, website, industry, LinkedIn, and size. Creates or links a Company record in Conference Hero automatically.Periodic
Lead statusTrack HubSpot lead statuses like New, Open, In Progress, etc.Real-time
Deal stage & amountSee the current deal stage and dollar value from associated deals.Periodic
Last activityKnow when the last note or sales activity happened in HubSpot.Periodic

You can also pull the latest data from HubSpot on demand from Settings, then Integrations, then Pull from HubSpot.

How Fields Stay in Sync

Some fields sync both ways, while others have a single source of truth. Here's how it breaks down:

Two-way sync

Change in either system, both stay updated

  • Name (first & last)
  • Email
  • Phone
  • Job Title
  • Funnel / Lifecycle stage (via your mapping)

Conference Hero only

Pushed to HubSpot, never overwritten

  • Lead Score (0-100)
  • Lead Temperature
  • Capture Method
  • Conference Name & Date

HubSpot only

Pulled into Conference Hero, never overwritten

  • Contact Owner
  • Company (from Company object)
  • Lead Status
  • Deal Stage & Amount
  • Activity Dates

Company Sync

When Conference Hero imports or polls a HubSpot contact, it also syncs the associated HubSpot Company object. This creates a real Company record in Conference Hero - not just a name string - so you can filter leads by company, track target accounts, and see company-level analytics.

What company fields sync

HubSpot fieldConference Hero field
Company nameCompany name
WebsiteWebsite
IndustryIndustry
LinkedIn company pageLinkedIn URL
Number of employeesSize (Startup / SMB / Mid-Market / Enterprise)

Company fields sync from HubSpot only. Changes you make to a company record in Conference Hero are not pushed back to HubSpot.

How company duplicates are handled

Conference Hero uses a three-step lookup before creating a new company record:

1
Match by HubSpot Company ID

The HubSpot Company object ID is the most reliable key. If a record with this ID already exists in Conference Hero, it is updated in place - even if the company was renamed in HubSpot.

2
Match by name (case-insensitive)

If no ID match exists, Conference Hero looks for an unlinked company with the same name. "Acme Corp" and "acme corp" are treated as the same company. The existing record is claimed and the HubSpot ID is written to it - no duplicate is created.

3
Match by normalized name

Legal suffixes like "Inc.", "LLC", "Ltd", and "Corp" are stripped before comparison. "Acme Inc." and "Acme LLC" resolve to the same company if one already exists without a HubSpot link.

4
Create new

If no existing record matches, a new Company is created and tagged as sourced from HubSpot.

Company merges in HubSpot

When two companies are merged in HubSpot, the winning company ID survives. On the next sync, Conference Hero finds the record by the winning ID and updates it. The losing company record in Conference Hero is not automatically removed - you can merge it manually from the Companies page if needed.

How We Prevent Duplicates

Every lead entry point checks for an existing lead with the same email address before creating anything new. Within a workspace, no two leads can share the same email.

Within Conference Hero

The behavior depends on whether the duplicate is at the same conference or a different one.

Same email, same conference

Blocked. Whether the lead comes in via manual entry, badge scan, event form, or voice capture, the second attempt returns an error. No duplicate is created.

Same email, different conference

Handled automatically. Conference Hero finds the existing lead record and links it to the new conference. You get one lead with two conference associations - useful for contacts you meet at multiple events throughout the year.

No email provided

Deduplication by email is not possible. A new lead record is created. If you later add an email, the system will enforce uniqueness from that point forward.

With HubSpot

Pushing to HubSpot

  • Contacts are matched by email address first
  • If no email, we fall back to matching by name and company
  • If a match is found, we update the existing contact instead of creating a new one

Pulling from HubSpot

  • Contacts are matched by HubSpot ID first, then email address
  • If either matches an existing lead, the import is skipped silently
  • Previously deleted leads are also checked - they won't be re-imported
  • If two contacts are merged in HubSpot, we update the link automatically

What Happens When You Delete

Deletions are never propagated between systems. Your data stays safe on both sides.

Deleted in HubSpot

  • Lead stays in Conference Hero, marked as Unlinked
  • Won't be re-synced to HubSpot automatically
  • Still available for conference reporting and analytics

Deleted in Conference Hero

  • HubSpot contact is not affected
  • We never delete data from your CRM
  • The contact keeps all its deals, activities, and history

Frequently Asked Questions

Do I need a paid HubSpot plan?
No. Conference Hero works with HubSpot Free CRM and all paid tiers. You just need API access, which is available on every plan.
Will it create duplicate contacts in HubSpot?
No. When pushing to HubSpot, we match by email first. If no email is available, we fall back to matching by name and company. If a match is found, we update the existing contact rather than creating a new one.
Can the same person appear as a lead at multiple conferences?
Yes, and it's handled correctly. If a lead with the same email is captured at a second conference (via scan, form, or manual entry), Conference Hero links the existing lead record to that new conference instead of creating a duplicate. You get one lead record with both conference associations.
What happens if someone submits the same lead form twice for the same conference?
The second submission is blocked with an error. Every entry point (manual, badge scan, event form, HubSpot import) checks for an existing lead with the same email before creating anything new.
What if my HubSpot stages don't match Conference Hero's stages?
That's exactly what the setup wizard is for. You map each Conference Hero stage to whatever value your team uses in HubSpot. If you use custom lifecycle stages or a custom deal pipeline, those will show up in the wizard too.
Can Conference Hero create deals in HubSpot?
Yes. During setup, you can enable automatic deal creation when a lead moves to Won. You pick the pipeline and stage. The deal is associated with the contact automatically.
Does it sync both ways?
Yes. Leads captured in Conference Hero push to HubSpot automatically. Changes in HubSpot (lifecycle stage, owner, deal info, company) sync back to Conference Hero periodically. Funnel stage mapping works both ways too.
Are HubSpot companies imported into Conference Hero?
Yes. When a contact is imported or synced from HubSpot, the associated HubSpot Company object is also synced. Conference Hero creates a Company record (or links an existing one by name) and keeps name, website, industry, LinkedIn, and size up to date. Company data flows from HubSpot into Conference Hero only - changes you make locally are not pushed back.
How quickly do changes appear?
Leads captured in Conference Hero appear in HubSpot within seconds. Changes made in HubSpot sync back in real time for most fields (lifecycle stage, owner, lead status). Deal and activity data syncs periodically. You can also pull the latest changes manually anytime.
Can I disconnect HubSpot later?
Yes, anytime. Go to Settings, then Integrations and click Disconnect. Your leads stay in both systems, we just stop syncing new changes.
What happens if I delete a contact in HubSpot?
The lead stays in Conference Hero but is marked as Unlinked. It won't be re-synced to HubSpot. You can still view it for reporting. Similarly, if you merge two contacts in HubSpot, we handle the cleanup automatically.
What happens if I delete a lead in Conference Hero?
The HubSpot contact is not affected. We never delete data from your CRM. The contact stays in HubSpot with all its deals, activities, and history.
Does it work with HubSpot custom properties?
Conference Hero creates 5 custom properties on your HubSpot portal (conference name, date, lead temperature, score, and capture method). Your custom lifecycle stages, deal pipelines, and lead statuses all work with the setup wizard.
Can I change my mapping after setup?
Yes. Go to Settings, then Integrations and click Edit Mapping to re-run the setup wizard. Changes apply to all future syncs.

Ready to connect?

Set up takes about 2 minutes. You can change your mapping anytime.

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