HUBSPOT INTEGRATION

Connect Your HubSpot CRM

Keep your conference leads and HubSpot pipeline in perfect sync. Capture leads at the event, and watch them flow straight into your CRM — no CSV exports, no copy-pasting.

How to Connect

Connecting takes less than a minute:

  1. Go to Settings → Integrations in your Conference Hero dashboard.
  2. Click Connect with HubSpot — you'll be redirected to HubSpot to authorize access.
  3. Review the permissions and click Grant access. That's it — you're connected.

Prefer an API key? You can also connect using a HubSpot Private App token. Paste it into the API key field on the same page.

What Goes to HubSpot

Every lead you capture in Conference Hero is automatically created as a contact in HubSpot. If the contact already exists (matched by email), we update it instead.

→
Contact info
Name, email, phone, and job title (company name is no longer pushed — HubSpot Company object is the source of truth)
→
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, etc.)

What Comes Back from HubSpot

Conference Hero automatically pulls key data from HubSpot so you can see your pipeline progress without leaving the app.

What you'll seeWhy it mattersSync frequency
Lifecycle stage (HS Stage)See whether a lead is an MQL, SQL, Opportunity, or Customer — right inside Conference Hero. This field is owned by HubSpot and is read-only in Conference Hero.Automatic
Contact owner (HS Owner)Know which rep owns the contact in HubSpot. This field is owned by HubSpot and is read-only in Conference Hero.Automatic
Company (HS Company)The associated company name from HubSpot's Company object. This field is owned by HubSpot and is read-only in Conference Hero.Automatic
Lead statusTrack HubSpot lead statuses like New, Open, In Progress, etc.Automatic
Deal stage & amountSee the current deal stage and dollar value from associated dealsDaily
Last activityKnow when the last note or sales activity happened in HubSpotDaily

You can also pull the latest data from HubSpot on demand — go to Settings → Integrations and click 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
  • Company
  • Job Title

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

  • Lifecycle Stage
  • Contact Owner
  • Lead Status
  • Deal Stage & Amount
  • Activity Dates

How We Prevent Duplicates

Conference Hero uses multiple deduplication checks in both directions so you never end up with duplicate records.

Pushing to HubSpot

  • Contacts are matched by email address
  • If a match is found, we update the existing contact instead of creating a new one
  • Contacts without an email are created as new records (no unique key to match on)

Pulling from HubSpot

  • Contacts are matched by HubSpot ID and email address
  • If either matches an existing lead, the import is skipped
  • Contacts without an email and no prior link are imported as new leads

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?
No. When pushing to HubSpot, we match by email — if a contact exists, we update it. When pulling from HubSpot, we match by both HubSpot ID and email to avoid importing duplicates. See the full breakdown in the Duplicates section above.
What if I update a field in both places?
Basic contact details (name, email, phone, company, title) sync both ways — the most recent change wins. Conference-specific fields (score, temperature, capture method) only flow to HubSpot, while pipeline fields (lifecycle stage, owner, deal info) only flow back. See the full breakdown in the sync section above.
How quickly do changes appear?
Leads you capture in Conference Hero appear in HubSpot within seconds. Changes made in HubSpot (like lifecycle stage or owner) sync back automatically — some in real time, others once daily. You can also pull the latest changes manually anytime from Settings → Integrations.
Can I disconnect HubSpot later?
Yes, anytime. Go to Settings → Integrations and click Disconnect. Your leads stay in both systems — we just stop syncing new changes.
My leads aren't showing up in HubSpot — what do I do?
Check Settings → Integrations for any error messages. The most common cause is an expired connection — just click "Reconnect" and re-authorize. If the issue persists, contact our support team.
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). Syncing arbitrary custom HubSpot properties back is on our roadmap.
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 and analytics.
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 intact.

Need help connecting?

Our team can walk you through the setup or troubleshoot any issues.

Contact Support