How to connect HubSpot to Replavia
Last updated
Plans: Free: not included · Pro: not included · Scale: included
On the Scale plan, open Lead Inbox, then Integrations, and click “Connect HubSpot”. New and changed leads then go into your HubSpot contacts about every 30 minutes, or at once with “Sync now”.
Open Integrations →Before you start
- HubSpot sync is on the Scale plan. On other plans, the card shows Upgrade to Scale.
- Confirm your email address first. Replavia will not connect a tool that receives your leads until your email is verified.
- Connect before you need it. Leads captured before you connect are not copied over. An older lead is sent only if it changes after you connect.
Connect with one click (recommended)
- Open Lead Inbox in the menu, then the Integrations tab.
- On the HubSpot card, under A · One-click, click Connect HubSpot.
- Log in to HubSpot in the popup, choose your HubSpot account and approve.
- Back in Replavia, the card says HubSpot is connected and your leads are syncing.
If the one-click option shows Needs setup instead of a button, use a private app token below.
Connect with a private app token
This suits your own HubSpot account or an advanced setup.
- In HubSpot, create a private app with these scopes:
crm.objects.contacts.read,crm.objects.contacts.writeandcrm.schemas.contacts.write. - Open the app’s Auth tab and copy the Access token. It starts with
pat-. - In Replavia, paste it under B · Private app token and click Connect with token.
Replavia stores the token encrypted and uses it only to sync your leads. If HubSpot rejects it, check that you copied the access token and not the client secret.
What goes into HubSpot
Each lead becomes a HubSpot contact. Replavia creates its own fields in your HubSpot account the first time it syncs.
Email
- What Replavia puts there
- The email the person shared
Phone
- What Replavia puts there
- The phone number the person shared
First name
- What Replavia puts there
- Their Instagram username
Replavia Lead ID
- What Replavia puts there
- Replavia’s own id for the lead
Replavia Source
- What Replavia puts there
- The automation that captured them
Replavia Intent
- What Replavia puts there
- What the person seems to want, and how urgent it is
Replavia Status
- What Replavia puts there
- The lead’s status in Replavia, like NEW or CONVERTED
Replavia Captured At
- What Replavia puts there
- The date the lead was captured
| HubSpot field | What Replavia puts there |
|---|---|
| The email the person shared | |
| Phone | The phone number the person shared |
| First name | Their Instagram username |
| Replavia Lead ID | Replavia’s own id for the lead |
| Replavia Source | The automation that captured them |
| Replavia Intent | What the person seems to want, and how urgent it is |
| Replavia Status | The lead’s status in Replavia, like NEW or CONVERTED |
| Replavia Captured At | The date the lead was captured |
A lead with an email is matched on that email. So if the contact already exists in HubSpot, Replavia updates it instead of making a copy. A lead without an email is matched on its Replavia Lead ID. Empty values are never sent, so Replavia does not blank a field you filled in yourself.
The person’s Instagram user id is never sent.
How often it syncs
New and changed leads sync on their own about every 30 minutes. Click Sync now to send them at once.
The card shows your HubSpot Portal, how many leads have Synced, how many Failed, and the Last sync time in UTC. A lead that fails is tried again on later syncs. After five failed tries, Replavia stops trying that lead.
When someone unsends or opts out
- Unsend: if a person unsends the message that held their email or phone, Replavia asks HubSpot to clear that detail from the contact.
- Data deletion request: if a person asks for their data to be deleted, Replavia asks HubSpot to archive the contact.
- STOP reply: do not rely on Replavia to unsubscribe the person in HubSpot. Check their email subscription status in HubSpot and change it yourself. See How STOP, unsubscribe and unsend work.
- You delete a lead in Replavia: the HubSpot contact stays. Delete it in HubSpot too if you want it gone.
Disconnect
Click Disconnect on the HubSpot card. Syncing stops at once. Contacts already in HubSpot stay there.
If you leave the Scale plan, syncing stops and the connection is switched off. After you upgrade again, connect HubSpot again.
Troubleshooting
- Reconnect needed: HubSpot access stopped working, for example because the app was removed in HubSpot. Click Reconnect HubSpot.
- No new contacts: only leads that are new or changed since you connected are sent. Wait for the next 30-minute sync, or click Sync now.
- “That connect link expired”: start again from the Integrations tab.
- “Your account isn’t active”: reactivate your Replavia account first. Then connect or sync again.
Good to know
- HubSpot is one of four ways to send leads out. See How to export leads or send them to other tools.
- Once a lead is in HubSpot, that copy is yours to look after, under your own agreement with HubSpot.
- Your CSV export in Lead Inbox still works the same while HubSpot is connected.