Efficlose

HubSpot Integration

HubSpot OAuth connection, Contact/Company/Deal/Task sync, meeting notes and call logging.

HubSpot Connection

We use OAuth 2.0 to securely connect with your HubSpot account. No API keys or credentials are needed — just authorize access through HubSpot.

  1. Navigate to Settings → Integrations
  2. Find "HubSpot" in the integrations list
  3. Click Connect
  4. You will be redirected to HubSpot to authorize the connection
  5. Log in with your HubSpot account and grant access
  6. You will be redirected back to EffiClose automatically
  7. A setup wizard will open — walk through the steps to configure sync settings and meeting filters
  8. The integration status will show as "Connected"
Note: The HubSpot account you use to authorize the connection determines the permissions for reading and writing data. Make sure this account has access to Contacts, Companies, Deals, and Tasks in your HubSpot portal.

Setup Wizard

After authorizing the connection, a guided setup wizard walks you through six steps:

  1. Authentication — Confirms your OAuth connection is active
  2. Test Record — EffiClose creates a test Contact, Note, and Task in your HubSpot portal to verify that permissions are configured correctly. These test records are cleaned up automatically.
  3. Sync Settings — Choose which objects to sync and how fields are mapped
  4. Meeting Filters — Configure which meetings should trigger CRM updates
  5. Visibility — Control who on your team can see the integration and its synced data
  6. Review & Activate — Review your configuration and activate the integration
Important: If the test record step fails, check that your HubSpot account has create permissions for Contacts, Notes, and Tasks. You may need to adjust your HubSpot user role or permissions.

Data Synchronization

Data syncs between the platform and HubSpot automatically every 2 hours.

Imported Objects:

We import the following HubSpot objects, automatically resolving relationships between them:

  • Contact: Syncs contacts matched by meeting participant email addresses, including name, phone, company, job title, and lifecycle stage
  • Company: Imports companies associated with your synced contacts
  • Deal: Imports open deals linked to your synced contacts, including deal name, stage, and pipeline
  • Task: Imports tasks associated with your synced contacts and deals
Note: Contacts are imported based on meeting participant emails, so only contacts relevant to your meetings are synced — not your entire HubSpot database.

What You Can Do After Setup

Once connected, EffiClose automatically enriches your HubSpot CRM with meeting intelligence:

  • Contact matching: Meeting participants are automatically matched to existing HubSpot contacts by email. If no match is found, a new contact can be created with name, email, phone, company, job title, and lifecycle stage.
  • Meeting notes: After each meeting, a summary note is created and attached to the relevant contact. If the contact has an open deal, the note is attached to the deal as well.
  • Action items as tasks: Action items identified during meetings are created as HubSpot tasks with priority levels (High, Medium, Low) and due dates, linked to the relevant contact.
  • Call logging: Meetings are logged as calls in HubSpot with title, duration, summary, and recording link (when available), associated to participant contacts.
  • Re-sync past meetings: You can re-sync previously processed meetings to update HubSpot with the latest data.
Note: HubSpot uses Contacts with lifecycle stages instead of separate Lead records. All meeting participants are matched or created as Contacts — you can manage their lifecycle stage directly in HubSpot.

Troubleshooting

Connection issues:

  • Try disconnecting and reconnecting the integration
  • Ensure the HubSpot account you used to authorize has API access enabled
  • Check that your HubSpot portal allows third-party OAuth connections
  • A refresh token keeps the connection active — you should not need to re-authorize periodically

Sync errors:

  • Disconnect and reconnect the integration
  • Verify the authorized account has proper permissions for the synced objects
  • Review error messages in the integration status page

Permission issues:

  • Ensure the authorized account has access to the required objects (Contact, Company, Deal, Task)
  • Check HubSpot user roles and permission sets
  • If the setup wizard test record step fails, the account may be missing create permissions

Salesforce Integration

Salesforce OAuth connection, Contact/Lead/Account/Opportunity/Task sync, data synchronization.

Pipedrive Integration

Pipedrive OAuth connection, Person/Organization/Deal sync, meeting notes and call logging.