Before Setting Up
The HubSpot integration requires the Premium or Enterprise package from GUIDEcx. It also requires the "Sales Hub Enterprise" Package from HubSpot as well.
Make sure whoever’s setting up the integration is an admin in HubSpot and an admin in GUIDEcx.
HubSpot is technically out of our scope of support, but we are happy to discuss and share what we know.
How to Connect with GUIDEcx
1. Start the Integration in GUIDEcx
To do this,
1. Within GUIDEcx, click on “Company Details” in the bottom-left corner.
2. Then, go to the “Integrations” tab and click on “Connect HubSpot” to integrate.
2. Connect in HubSpot - Create a New Workflow for Deals
To connect GUIDEcx on the HubSpot side, you’ll have to create a workflow for your deals. This will trigger a project in GUIDEcx to start when a deal moves to a “Closed Won” status in HubSpot. To do this,
Go to the “Workflows” tab.
Select “Create Workflow”.
From the “Start from scratch” tab, select “Deal-based”, then hit “Next”.
Click on "Set enrollment triggers".
From the “Trigger” tab, search for “Create”. Depending on when you signed up for GUIDEcx, the option will read "Create GUIDEcx Project''.
5. Check "is any of" to “Yes”. This means when the value changes and the value is "Yes", the webhook will be called.
6. Go to “Re-enrollment” and check "Create GUIDEcx Project is any of Yes", and hit “Save”.
7. Click on the “+” button below the enrollment card.
8. Click on “Trigger webhook” in the pop-up menu and add this URL:
9. Click on “Review” in the top-right corner. It will take you to a page that looks like this.
10. For "Existing deals", check whichever option you’d like. Either to "No, only enroll deals which meet the trigger criteria after turning the workflow on", or to “Yes, enroll existing deals which meet the trigger criteria as of now".
11. Click on “Turn on” in the top-right corner of the page to turn on the workflow.
Now, you can use this workflow in other workflows, and even add the workflow in pipeline stages in HubSpot.
What Does the HubSpot Integration Do?
Start a Project in GUIDEcx
The most common use case is triggering a GUIDEcx project when a deal moves to a "Closed Won” or “Sold" stage.
When a deal moves to this stage and the workflow has been completed, it will display as a "Pending Project" within GUIDEcx (shown below).
When that pending project is converted to an active project, a link is created between the deal and project within the project edit screen:
Shoot us a chat or email if you'd like to activate this integration or have questions.
Connect Deals in HubSpot to Projects in GUIDEcx
Before GUIDEcx can send over project details, you need to create the property fields in HubSpot based on what you want to be displayed there (learn more about HubSpot Properties).
Integrating HubSpot with Zapier
Using webhooks with Zapier is a great way to quickly and effectively keep HubSpot in sync with GUIDEcx. Although this is an example of how we choose to integrate HubSpot with GUIDEcx, there are many other ways you can do this.
Here's what our Zap looks like:
For "when this happens..." our app of choice is "Webhooks by Zapier" and the trigger event is "Catch Hook".
“Customize Request”, copy the custom webhook URL and paste it in the corresponding field:
Take that URL and add it to your Open API in GUIDEcx:
Go to “Company Details” on the bottom-left corner in GUIDEcx.
Click on the “Integrations” tab.
Add a new callback URL by pasting the "Custom Webhook URL" we received from Zapier.
Then, "Find Data" in the Zap, and use the data as an example. You may need to prod new data by making a quick update to a project in GUIDEcx.
Select “HubSpot” as the application.
Select “Update Deal” as the action event:
Then click "Choose Account".
Now, we are going to complete the most important step under "Customize Deal". This is where we will map all the data points we're getting from GUIDEcx to those fields we created in HubSpot.
The only field required would be the "Object ID", which for us is the "Referring Object ID" in Zapier (and the “Deal ID” in HubSpot). Therefore, the Deal ID should be identical to the Referring Object ID.
Referring Object ID in Zapier:
From there, you can test and ensure the fields are populating as you'd like in HubSpot, and turn on your Zap when you're satisfied!
There Are Two Deal-Level Groups of Properties:
A) GUIDEcx Onboarding Project Details
B) GUIDEcx Onboarding Task Details
How to Uninstall the HubSpot Integration
Remove the Package from GUIDEcx
Click on “Company Details”.
Click on the “Integrations” section.
Click on the "X" to disconnect and remove your Hubspot integration from GUIDEcx.