HubSpot Integration User Documentation

Introduction

The following article will take you through our HubSpot integration and all its current functionalities.

The current integration supports Company and Contact HubSpot CRM objects, and the integration is able to be set up on those objects View pages.

Prerequisites

This documentation assumes that you have a HubSpot and a LicenseSpring instance setup beforehand.

We assume that you have already gone through the HubSpot Integration Installation Setup document and have installed and setup the integration application in your HubSpot instance.

We assume that you have the necessary permissions in your HubSpot instance to use the installed integration.

HubSpot Contacts / LicenseSpring Customers

If you have installed the app correctly and added it to your contact view page, you will be able to see the following window once you open up a contact (any contact) that you have in your HubSpot instance. The same applies from Companies.

Depending on your page setup, your contact page might have slightly different options available or positioning of the integrations UI.

If you have use cases where you need the integration to be able to support not only Contacts and Companies but for example Leads or any other CRM objects, let us know, and we will implement the needed support.

Contact View Page in HubSpot.

Initially your contact information won't be immediately transferred to your LicenseSpring instance. The information gets transferred to LicenseSpring once you create your first license on that contact.

Creating Licenses in HubSpot

Once you click on the Create License button, you will need to select a product on which you want the order/licenses to be created. The products that you can pick are directly pulled from your LicenseSpring instance.

License Creation Page.

We'll select the product named License Software for this documentation.

Selecting Product for License.

This will enable us to pick a License Policy from the Product with which we'll create an order/license. Same as the products, the License Policies are pulled from your LicenseSpring instance.

License Policies

If you have the need to create more License Policies, you can go to your LicenseSpring instance and create additional ones and they will be available in the drop down after a page refresh.

Selecting License Policy for the License.

Adjusting Types of License Policies.

Depending on the license policy you pick, the information on the left side of the window will change, and show you details about that license policy and also additional options/input fields will be shown below. We'll pick a time-limited license policy for this demo and change the quantity of the licenses to 5.

Adjusting Time-Limited Values for the License.

If your contact's Company does not have a name set, you might get the following error "Company name can't be empty". Please enter a name to avoid this error.

"Company name can't be empty" error.

After clicking on the Create Order button, and a small loading time, we are back on the contacts page where we can see the 5 new licenses that got created.

Created Licenses from order.

Connecting Contacts to LicenseSpring Customers

Initially you will not be able to see any Licenses on Contacts in our apps table (even already created old Licenses from the LicenseSpring Platform). This is because the contact is not yet connected to a LicenseSpring customer and our app will throw a warning that no connection is currently in place.

Connection Warning

The warning mentions that there are currently 2 ways to connect a Contact to a LicenseSpring Customer.

New Contact That Does Not Exist in LicenseSpring

The first way is simple: create a new license through our app and afterwards you will be able to see all the old licenses from the LicenseSpring platform together with the newly created licenses. This will also create a new customer in LicenseSpring with the same email as the contact in your HubSpot instance.

Connecting Already Existing Customer

If your customer already exists in the LicenseSpring platform and you want to see their old licenses in HubSpot you will need to follow the next steps.

You will have the option in the warning message to click on the "Connect customer" button. Clicking on it will open up a panel in which you can pick which customer to connect; the dropdown will show only similar customers from LicenseSpring.

Connect Customer Panel

Once you click on the "Connect" button you will be able to see old licenses.

Customer data in LicenseSpring will be overwritten with data from HubSpot

Changing Already Connected Contact and Customer

If you already have a connection in place and you need to change it to a different LicenseSpring customer you can do so by clicking on the "Connection" button.

Connection Button

This will open the following panel:

Connection Management Panel

Using this panel you can then connect or disconnect customers from your contacts.

License Details / LicenseSpring Link

Every license has its License ID shown in the table of Licenses, and if we click on it, a side panel will pop up and show all the necessary details of the license with the additional link that can take you to your license in your LicenseSpring instance.

License ID of Individual Licenses

Link to See License in LicenseSpring Instance.

Updating Licenses in HubSpot

Once the contact has its licenses created, you have the ability to update some license parameters (depending on the license type you created).

If we click on the Update button on the right side of the license table, we are shown all the fields that we can update on a license for that certain type.

Updating Existing License

Update License Page.

Once you're happy with your changes (you will be shown below the Update button all the fields you changed) you can click on the Update fields button that is located in the lower right corner of the screen (some users on smaller screens will have to scroll down).

Changed Fields View.

Product Features

You are able to add or remove Product Features when you're updating your license.

Adding Product Features.

To do so, scroll down the update pop up window and click on the Add button which will open a pop up section where you can, by clicking/selecting the feature you like in the dropdown, add Product Features to the license.

Selecting Features to Add.

Selected Features.

Once you're done you need to click on the Add features button, and this will add the product feature to the respective license.

View of Added Features.

You can also remove the features by clicking on the delete button on the right side of the features table.

Removing License Features.

Custom Fields

When updating your licenses, in the update window there is a section for custom fields if you scroll to the bottom of the page.

Custom Fields Section.

If your product does not have custom features you will first need to go to your LicenseSpring instance, create them on the product, add them to a license policy and then come back here and refresh the page and create the order again.

You are able to edit the custom fields value by clicking on the Edit button next to the custom field that you wish to edit.

Editing Custom Fields.

This will open up another pop up window on which once you're happy with your edit, you can click on the Update custom field button to save the changes.

Changing Custom Field Value.

HubSpot Companies / LicenseSpring Accounts

Much in the same way as contacts, companies connect to LicenseSpring customer accounts.

Once you create a License on a company, in LicenseSpring a new Customer Account will be created and on that account the License you created will be shown.

Company Object View.

Creating/Updating Licenses Through Companies

Same as with contacts, companies also have a button to create licenses. The flow follows the same creation process.

Create Licenses on Company

By scrolling to the left and finding the "Update" button in the License table you will be able to update an existing License that is tied to a Company / Customer account.

Update License for Company

Automatic License and Customer Creation / Workflows

Common Workflow Use Case

Let's say that you already have a HubSpot form in place where your users are inputting their information (like their email on your website) and you want to automatically assign them a trial license and you want the account to be created as a LicenseSpring customer, you can do so by using the "action" detailed below.

Workflow Action

The integration provides the ability to automate license creation by using HubSpot Workflows. You can do so by going to your workflow ("Automation" -> "Workflows" -> Pick your workflow) and when selecting to add a new action in the panel that opens up on the left side you will be able to pick our custom action "Create LicenseSpring License" in the "Integrated apps" section under "LicenseSpring Integration".

Workflow Action - Create LicenseSpring License

Once chosen you will need to set the LS Product and the LicensePolicy.

Workflow Action - Configure Product and Policy

Forwarding Information to the Workflow Action

If you click on the "Add Customer to the order" checkbox additional fields will open up.

Add Customer to the order fields

In each of the fields you will be able to forward information from the objects from other actions in your workflow.

Forwarding fields - select object properties

You can use the LicenseSpring "Action" in multiple Workflows in multiple different use cases. If you have a use case that cannot be covered by the current LicenseSpring "Action", let us know by sending our support team an email (link below) and we'll try to expand or add an additional action if possible.

Additional Features and Support Requests

If you have use cases where you wish that additional HubSpot objects are supported in our integration or additional LicenseSpring features are available in the integration inside HubSpot, let us know by contacting our development team.

If for some reason the integration is not behaving as documented here, let us know by contacting our support team.