Connect HubSpot
Connect HubSpot, see which deal fields and activity Brain reads, and choose the deals Brain reads now.
Connect HubSpot so GuruSup Brain can answer questions about your deals. Only admins can do this. Brain only reads HubSpot. It never changes anything in your account.
Read Connectors overview for how approval works and what happens if the approval link expires.
Connect HubSpot
Open the HubSpot connector
In the sidebar, open Sources and click Connect source. On Connect a source, find HubSpot and click View integration.
Connect and approve access
Click Connect and approve access to your HubSpot account. HubSpot sends you back to the page you started from, and a message says HubSpot is connected.
Bring in your deals
In setup, Brain imports your deals that are not archived as soon as you approve access. You do not choose anything. Outside setup, open the HubSpot card on Sources and click Manage, or reopen HubSpot from Connect a source. Under Choose content, search or filter the list, tick the deals you want and click Import selected. You only see Choose content if you are an admin. See Choose the deals Brain reads.
What HubSpot asks you to approve
The approval screen asks for read access only: deals, contacts, companies, owners, and the emails logged on your records. Brain has no permission to create or change anything in HubSpot.
What a deal brings in
Brain reads deals, not your whole CRM. For each deal it reads:
| Part | What Brain reads |
|---|---|
| The deal | Name, pipeline and stage, amount, close date, owner, created date and last modified date. |
| Linked contacts | First and last name, email, phone, company, job title and dates. |
| Linked companies | Name, domain, industry, phone and dates. |
| Activity | Emails (subject, text, direction and status), notes, calls (title, notes, outcome and duration), meetings (title, notes and outcome) and tasks (subject, notes, status and priority). |
Brain reads up to 20 items of each type of activity on a deal: up to 20 emails, up to 20 notes, and so on. The same cap of 20 applies to linked contacts and to linked companies. Items beyond the cap are not read. Brain reads the first 20 that HubSpot returns for a deal, which are not always the newest.
Contacts and companies that are not linked to a deal are not read. Anything that is not a deal or attached to one stays out of Brain.
Closed deals are included
The list shows every deal that is not archived, closed won and closed lost included. Archived deals are not listed.
When Brain reads a deal again
Brain re-reads a deal when HubSpot reports an event for that deal. You do not do anything.
- Only deal events trigger a re-read. A change to a contact, company, note or email on its own does not. It comes in the next time the deal is re-read.
- Quick changes merge. If a deal changes several times in a short time, Brain merges them into one read.
- A deleted deal is recorded as deleted. When Brain goes to read a deal that no longer exists, it records that the deal was deleted. What Brain learned before stays.
Choose the deals Brain reads
Brain learns from deals that change after you connect. In setup, it also imports your existing deals that are not archived when you approve access. Outside setup, Choose content brings in the deals you already have, without importing your whole CRM. It stays under Manage on the connection.
Under Choose content, the help text reads "Choose deals to read now, including their associated notes, emails, calls, meetings and tasks."
Find the deals
Type in Search deals and click Search, or narrow the list with Pipeline, Stage and Updated since. The list shows the most recently modified deals first, 50 at a time. Click Load more for the next 50, or Refresh list to load it again.
Tick the deals
Tick a box beside each deal. The counter beside the button shows "N selected". You can select up to 100 deals at once. At 100, it reads "Import these before choosing more".
Import
Click Import selected. The button reads "Adding content… x/y" while Brain accepts the deals, then "N deals added. You can follow progress on Home." When every deal is accepted, the panel closes. To choose more deals, open HubSpot again.
- Added is not learned. Each deal goes through the usual steps, and you follow it on Follow ingestion.
- If the list is empty, it reads "No deals match these filters. Try another name or widen the date range."
- If there are too many matches, it reads "Narrow your search or add a date filter to see more deals."
- The list is turned off if the connection is not active or the organization is in Demo Mode.
When the import does not work
| You see | What to do |
|---|---|
| "Reconnect HubSpot in Sources to choose deals from this account." or "Reconnect HubSpot in Sources to import the selected deals." | Click Reconnect in the same drawer, approve again, then choose the deals again. |
| "Could not import your selection. Your selection is kept; contact support for help." | The panel stays open and keeps your ticks. Contact support. |
| "Could not load this account's content. Refresh the list to continue." | Click Refresh list. |
| A message saying Brain could not finish adding the content because of a problem on our side | Content already added is safe. Contact support. |
| "External ingestion is paused for this organization." or "Demo Mode prevents connecting or ingesting new external data." | Contact support. See Connectors overview. |
More than one HubSpot account
Open HubSpot from Connect a source, click View integration and click Add account. Each HubSpot account is its own connection with its own source. The drawer lists them under Connections, and each one has its own Choose content and Disconnect buttons. A HubSpot account can be connected to one Brain organization at a time.
Check that it worked
- On Sources, a HubSpot card is there.
- After you import deals, open Ingest and pick the HubSpot source in the source filter. Deals appear and move from Queued to Learning to Learned.
- Change a deal in HubSpot, for example its stage. It appears on Ingest as a new update for the same deal.
Reconnect, remove or disconnect
In Sources, click Manage on the HubSpot card.
- Access lost. If HubSpot stops accepting the connection, for example the app was removed in HubSpot, Brain marks the connection as needing to be reconnected and the drawer says "This connection needs to be reconnected." Click Reconnect and approve again. Until you do, Brain reads no new deal changes.
- Remove source. Under Actions, click Remove source, then Confirm. Brain stops collecting from it and keeps what it learned.
- Disconnect. Under Actions, click Disconnect, then Confirm. This removes the connected HubSpot account and Brain revokes its access in HubSpot. What Brain already learned stays. Disconnect removes the whole connection, not only the source you opened.
If HubSpot says "This HubSpot account is already connected to another organization.", that HubSpot account is linked to a different Brain organization. Disconnect it there first.
If ingestion is paused or Demo Mode is on, these buttons do not work and Brain ignores HubSpot changes. See Connectors overview.