Connect HubSpot to Teamwins

Sync referrals to HubSpot CRM

The HubSpot integration automatically creates contacts, companies, and deals in your CRM when teammates submit referrals. When deals close as "Won," your referrers get rewarded instantly—no manual tracking needed.

Requires: Pro or Enterprise plan

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Why use the HubSpot integration

For sales teams:

• Zero data entry—referral details flow directly into HubSpot
• Every referral becomes a trackable deal with proper attribution
• Deals auto-assign to the right owner based on your reviewer
• Close-loop tracking: see which referrals turn into revenue

For your team:

• Get rewarded automatically when referred deals close
• No need to follow up manually about outcome points
• Clear visibility into referral pipeline status

Technical benefits:

• Intelligent company matching (searches by domain first to avoid duplicates)
• Contact deduplication (reuses existing contacts by email)
• Bidirectional sync (Teamwins → HubSpot, HubSpot → Teamwins)
• Secure OAuth authentication with auto-refresh tokens

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Setup in 3 steps

Step 1: Check your plan

The HubSpot integration is available on Pro and Enterprise plans only. Free plan workspaces will see an "Upgrade to unlock" badge.

If you're on Free, upgrade from Settings → Billing.

Step 2: Connect HubSpot

1. Navigate to Admin Dashboard → Integrations 2. Find the HubSpot card 3. Click "Connect HubSpot" 4. You'll be redirected to HubSpot's authorization page 5. Grant Teamwins access to your HubSpot portal: - Contacts (read/write) - Companies (read/write) - Deals (read/write) - Owners (read) - Deal schemas (read) 6. Click "Authorize"

You'll be redirected back to Teamwins. Connection status shows as "Connected" with the date.

Step 3: Configure sync settings

After connecting, configure these options:

Auto-sync referrals (default: ON) When enabled, approved referrals automatically create HubSpot records. Turn off if you prefer manual exports only.

Create deals automatically (default: ON) Each referral becomes a trackable deal in HubSpot. Disable if you only want contacts/companies created.

Optional advanced settings:

• Default owner ID: Fallback HubSpot user for deals without a reviewer
• Pipeline ID: Which HubSpot pipeline to create deals in
• Closed Won stage ID: Which stage triggers automatic reward points

Most teams can skip the advanced settings—the system uses smart defaults.

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How syncing works

When teammates submit referrals

Step 1: Form submission Contributor fills out "Refer New Lead" or "Partner Door Opener" assist:

• Contact name and email (required)
• Company name and domain (required)
• LinkedIn profile (optional)
• Relationship context and intro message

Step 2: Automatic sync to HubSpot Teamwins creates or updates:

1. Company record (searches by domain first, then name) 2. Contact record (searches by email, creates if new) 3. Deal record with name: {Company Name} - Teamwins Referral - Associates contact and company - Assigns to HubSpot owner (mapped from reviewer's email) - Adds custom properties: - teamwins_referral_id (links back to Teamwins) - referral_source (tracks assist type)

Step 3: Tracking link stored The referral record in Teamwins stores the HubSpot deal ID so you can track progress in either system.

When deals close in HubSpot

Step 1: Deal moves to "Closed Won" Your sales team marks a deal as won in HubSpot (standard HubSpot workflow).

Step 2: HubSpot notifies Teamwins HubSpot sends a webhook to Teamwins with the deal status change.

Step 3: Automatic reward Teamwins:

• Finds the original referral using the stored deal ID
• Awards outcome points to the referrer (pulled from assist configuration)
• Marks the referral as "Closed"
• Logs the reward event

Step 4: Contributor sees points Points appear instantly in the referrer's balance. They can now spend on perks.

Duplicate prevention: If the same deal closes multiple times (e.g., reopened and closed again), Teamwins only awards points once.

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Tips

Start with auto-sync enabled Most teams benefit from real-time sync. You can always disable it later if you prefer manual control.

Add company domains when possible Domain-based matching is the most reliable way to deduplicate companies in HubSpot. Encourage contributors to fill out the domain field.

Map your HubSpot owners The integration auto-assigns deals based on the reviewer's email. Make sure reviewer emails in Teamwins match HubSpot user emails exactly.

Use custom pipelines (optional) If you have multiple pipelines (e.g., "Partner Referrals" vs "Outbound"), specify the pipeline ID in settings so referrals land in the right place.

Monitor integration logs Check the integration logs in the Integrations page if syncs fail. Common issues:

• HubSpot tokens expired (auto-refreshed, but worth checking)
• Reviewer email doesn't match a HubSpot owner
• Missing required fields in referral form

Disconnect safely To disconnect: go to Integrations → HubSpot → "Disconnect." This revokes tokens but doesn't delete synced data in HubSpot.

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Troubleshooting

Referrals not syncing to HubSpot?

• Verify auto-sync is enabled in settings
• Check that the referral was approved (sync happens after approval)
• Review integration logs for error messages

Points not awarded when deal closes?

• Ensure the deal has the teamwins_referral_id property set
• Verify the deal moved to your "Closed Won" stage
• Check that outcome points are configured in the assist settings

Duplicate companies created?

• Always fill out the company domain field—this prevents duplicates
• If duplicates exist, merge them in HubSpot manually

Can't connect HubSpot?

• Verify you're on Pro or Enterprise plan
• Check that you're a workspace Admin or Superadmin
• Try logging out of HubSpot and back in before authorizing

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Next steps

• Create sales assists - Set up "Refer New Lead" assists
• How points are awarded - Understand instant vs outcome points
• Plans & billing - Compare Free, Pro, and Enterprise plans