HubSpot setup

Documentation Index

Fetch the complete documentation index at: https://support.artisan.co/llms.txt

Use this file to discover all available pages before exploring further.

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Connect HubSpot

1. Go to Settings → Integrations → HubSpot in Artisan.
2. Click Connect HubSpot.
3. Authorize Artisan in HubSpot.
4. Return to Artisan after the connection is approved.

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Permissions and access

• Contacts: read existing contacts, create or update exported contacts, and avoid duplicate records.
• Companies: read and update company records, associate contacts with the right company, and create companies when needed during export.
• Deals: read deal data for context, DNC logic, and pipeline awareness.
• Owners and users: match HubSpot owners to Artisan team members so activity is attributed correctly.
• Lists: read HubSpot lists so they can be used as Artisan audiences or suppression lists.
• Activities: log emails, calls, LinkedIn messages, meetings, and notes from Artisan back to HubSpot.

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Revoking access

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What syncs between HubSpot and Artisan

• Contacts and companies sync between HubSpot and Artisan.
• Deals sync from HubSpot into Artisan for context, DNC, and pipeline awareness.
• Activities such as emails, calls, LinkedIn messages, meetings, and notes sync from Artisan into HubSpot.
• HubSpot lists can be used in Artisan as campaign audiences or suppression lists.
• Owners and users sync from HubSpot so activities can be attributed to the right rep.

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Recommended HubSpot setup

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Basic sync

• Import HubSpot data Keep Import your HubSpot data turned on if you want Artisan to stay up to date with HubSpot contacts, companies, deals, and activity context. On first connection, Artisan runs a full backfill. After that, records continue syncing on a schedule.
• Choose when people export to HubSpot Choose when Artisan should create or update people in HubSpot:
  • Export all people contacted: exports every person Ava contacts. Use this if your CRM should show all outbound activity, even before someone replies.
  • Only export people who have replied: exports people after they reply. Use this if you want to keep HubSpot cleaner and only create CRM records once there is engagement.
  • Only export people who replied positively: exports only positive replies. Use this if HubSpot should only receive higher-intent leads.
• Map a contact source You can map a contact source to stamp exported records with a HubSpot property and value, such as Lead Source = Artisan. This makes it easier to report on pipeline generated from Artisan campaigns.

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Advanced sync

• Property mapping Use Property mapping to decide how HubSpot properties map to Artisan fields. There are separate tabs for Contacts, Companies, and Activity. For contacts and companies, each row lets you choose:
  • Artisan field: the field in Artisan, such as first name, email address, company name, or website.
  • HubSpot property: the HubSpot property that should map to that Artisan field.
  • Import priority: which system should win when HubSpot and Artisan both have a value. The winning value appears on the Artisan profile and can be used for personalization.
  • Export behavior: what Artisan should do when sending data back to HubSpot. Use CRM as the import priority when HubSpot should be the source of truth. Use Artisan when Artisan data should take priority. Export behavior options:
  • Fill if empty: Artisan only writes to HubSpot when the HubSpot field is blank. This is the safest default.
  • Overwrite: Artisan replaces the existing HubSpot value.
  • Do not export: Artisan does not write that field back to HubSpot. When a person is exported from Artisan to HubSpot:
  • Artisan first checks whether that person already exists in HubSpot using their email address.
  • If a matching contact exists, Artisan updates the contact based on your property mapping settings.
  • If no matching contact exists, Artisan creates a new HubSpot contact. When Artisan exports a contact:
  • It also checks whether the contact’s company already exists in HubSpot. Artisan matches companies by website or domain when available.
  • If the company exists, Artisan associates the contact with that company.
  • If the company does not exist, Artisan creates a new company record and associates the contact with it. Manual single-lead exports always export the selected lead. Bulk exports follow the export setting you chose in Basic sync.
• Activity sync Activity sync controls which Artisan activities are logged back to HubSpot. Artisan can sync:
  • Emails
  • LinkedIn messages
  • LinkedIn connection requests
  • Calls and call recordings
  • Meetings booked
  • Notes
  • Tasks Activities are logged to the corresponding HubSpot contact record, so the HubSpot timeline reflects the outreach Ava has performed. You can also configure activity labels, such as [Artisan], so Artisan-sourced activity is easy to identify in HubSpot.
• Owner mapping Owner mapping links HubSpot owners to Artisan team members. This controls who gets credit for records and activity in HubSpot when Ava works on behalf of your team. How it works:
  1. Artisan reads the HubSpot owner list.
  2. You map each HubSpot owner to the right Artisan team member.
  3. If email addresses match, mapping is usually automatic.
  4. You can set a default fallback owner for records that cannot be matched. If a HubSpot owner is not mapped, records owned by that person may be assigned to a fallback owner or routed to another team member based on your workspace setup. We recommend mapping every active HubSpot owner involved in outbound, sales, or follow-up workflows.
• Status mapping Status mapping sends Artisan lead statuses back to HubSpot. Choose the HubSpot property that should receive Artisan status updates, such as Lead Status or Lifecycle Stage. Then map each Artisan status to the matching HubSpot value. You can show advanced statuses if your team wants more granular mapping. Status mapping is useful when your sales team uses HubSpot to prioritize follow-up or report on campaign outcomes.

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HubSpot lists

• Use a HubSpot list as an audience for an Artisan campaign.
• Use a dynamic list of target accounts or contacts to keep campaign audiences updated.

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Frequently asked questions