HubSpot CRM Integration

Lead Sync and Contact Creation

Conference Hero's HubSpot integration pushes your event leads into HubSpot CRM as they're captured. Whether a lead comes in through a QR code scan, badge reader, or manual entry, the integration creates or updates the corresponding HubSpot contact and company records automatically. It matches leads by email address and merges new data without overwriting fields your sales team has edited manually.

Each synced contact includes field mapping for name, email, company, job title, phone, and custom fields. Event-specific properties like conference name, booth visit timestamp, and lead score are attached so your HubSpot team can segment and prioritize without switching tools. Every lead in Conference Hero shows a sync status indicator: SYNCED, PENDING, ERROR, or UNLINKED, so you always know where things stand.

Lifecycle Stages and Deal Tracking

When a lead's status changes in Conference Hero, the corresponding HubSpot lifecycle stage updates automatically. "New" leads map to Subscriber, "Contacted" to Lead, "Qualified" to Marketing Qualified Lead, and "Converted" to Opportunity. You can customize these mappings in the integration settings to match your pipeline definitions.

When a lead converts to an opportunity, Conference Hero can create a HubSpot deal linked to the contact and company. Deal stage, pipeline, and estimated amount sync based on the lead's score and revenue data. Owner mapping works automatically by email address, with manual overrides available for team members whose HubSpot login differs from their Conference Hero account.

Setup and Sync Mechanisms

Connect HubSpot from Settings, Integrations, HubSpot in your workspace dashboard. Click Connect HubSpot to start the OAuth flow. Once authorized, your portal credentials are stored securely and all syncs run automatically. The integration is available on the Team tier.

Two sync mechanisms keep data current. Webhook-based sync pushes changes to HubSpot in near real-time whenever a lead status changes. Periodic polling sync runs every 15 minutes (configurable) to catch missed updates and pull changes from HubSpot back into Conference Hero, including deal stage updates and last activity dates. Both mechanisms log results with timestamps, and errors surface in the integration dashboard with clear troubleshooting steps.