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1. Requirements
You must have administrator rights to set up the link.
2. Overview of the integration
With the Hubspot integration, either only administrators or also end users can push the contacts recorded with Lemontaps to Hubspot as leads or contacts either automatically or manually. This works for both the mobile version and the desktop version.
User Journey:
- Case 1 - When manual push is enabled, select the contacts you want to export using the checkboxes in both the "Admin contact overview" and the "End-user contact overview", then click on Hubspot.
The export will then be initiated. -
Case 2 - Automatic push: If you have selected “automatic push” in the settings, the push to Hubspot is started automatically for every new contact. Previous contacts are not pushed automatically. If you want to have the previously recorded contacts in the CRM as well, you would have to push them once.
- Status of the export: In the contact table, you can see the status in the “Export” column. If you click on the symbol, you can see further information, e.g. when the export took place. If there is an exclamation mark behind the Hubspot symbol, you can see that the export has failed. If you manually push the contacts, you will also always receive an email with the number of contacts for which the export worked/failed.
The following attributes are transferred:
| Predefined fields in Lemontaps | Contact |
| Notes |
Yes, visible under Activities in the timeline:
|
| Name prefix | No |
| First name | Yes |
| Last name | Yes |
| Position | Yes |
| Role | No |
| Department | No |
| Company | Yes |
| Yes | |
| Email work | No |
| Phone work | Yes |
| Phone Mobile | No |
| Fax | No |
| Website | Yes |
| Addressee | No |
| Address line 1 | Yes |
| Address line 2 | No |
| Zip code | Yes |
| City | Yes |
| Country | Yes |
| DSGVO | No |
| Language | No |
| Profile picture | Yes (appears in the attachments box) |
| File attachments | Yes (appears in the attachments box) |
| Paper business card image | Yes (appears in the attachments box) |
| Signature | Yes (appears in the attachments box) |
| Met on | Yes |
| Met by | is created as “Contact Owner” if the Lemontaps user's account email is also a Hubspot user.
If the Lemontaps user's account email is not a Hubspot user, the Hubspot user who set up the Lemontaps - Hubspot integration is used as the owner. |
Contact vs. Lead
The settings “Allow users to choose between ‘Contact’ and ‘Convert Lemontaps contacts into CRM leads’” can be ignored for HubSpot, since HubSpot does not provide a separate lead type. If “Export as Lead” is accidentally selected instead of “Contact” in the settings, a contact will still be created in HubSpot as usual.
User-defined fields:
If you have created custom fields in Hubspot itself, you can also make them visible in the Lemontaps lead form.
- Navigate to Contact Form → Internal Contact Form.
- Click on “Re-import CRM fields”.
- Then click on “Add field” → “CRM Custom Field” and select the custom field you want to add.
The custom fields from Hubspot will then be displayed in Lemontaps.
If you now fill in the custom fields via the Lemontaps lead form and export the contact to Hubspot, the correct field will be filled in.
Custom fields without CRM mapping
Fields from your Lemontaps lead form that are not linked to HubSpot (e.g. trade show–specific information) are not automatically transferred to the CRM. If you don’t want to create a dedicated field for these in HubSpot, you can instead store this information in the notes field of Hubspot.
You can find the relevant setting here under section 3 “Custom Fields.”
Permissions
Can individual users also transfer contacts to HubSpot, or only admins?
You can configure this in the settings for editing permissions here (Point 12).
Automatic / Manual Export
Should newly captured contacts be exported to HubSpot automatically or manually?
You can define this here under section 1.
Duplicates:
A duplicate occurs when a contact with the same email address already exists in HubSpot. How such cases are handled can be configured here under section 5 “Duplicate Export Type”:
- Do not export duplicates
The export will not be carried out, and the reason will be shown in the export column. For manual exports, you will also receive an email notification. - Add notes to existing contacts
No new contact will be created. Instead, different types of notes can be added as an activity to the existing contact in HubSpot:- Only the note from the “Notes” field of the Lemontaps lead form
- Notes and custom fields (CRM custom fields and in Lemontaps created custom fields)
- All fields from the Lemontaps lead form (e.g. phone numbers etc. but no attachments)
Note: The option “Export as duplicate contacts” is not available for HubSpot, as HubSpot generally does not allow duplicates.
3. Linking Lemontaps with Hubspot
- Navigate to the CRM integration page.
- Click on Hubspot
- Now click on “Authorize Hubspot”
- A popup from Hubspot will now appear. Enter your login details. In most cases, you must have administrator rights with Hubspot.
- Now authorize Lemontaps in the following popup.
- Voilá Hubspot is now connected. You can now close the popup. Please note: You do not need to do anything in the “Leads”, “Contacts” etc. fields.
5. FAQs
My export has failed, what could be the reasons for this?
1) Missing information in the contact in Lemontaps:
- For contacts, at least 1 name must be specified in the Lemontaps contact, i.e. either first or last name, otherwise there are problems with the export
- For leads, at least the company name and 1 name must be specified in the Lemontaps contact, otherwise the export will not work
2) Duplicate:
- The email address of the contact in Lemontaps already exists in Hubspot for a lead or for a contact.
3) Refresh:
- With automatic synchronization, it is sometimes necessary to refresh the page to see the corresponding icon if, for example, a new contact has been created.
- Updates to contacts in Lemontaps are not automatically updated in CRM.
4) Other reasons:
- It may still not work. Try exporting the contact again. If it still does not work, please contact support@lemontaps.com.
What happens if required HubSpot fields are not filled in Lemontaps?
If these fields are not completed and the contact is exported to HubSpot, no error occurs—the contact is still successfully created in HubSpot.