HubSpot Integration

This is a quick guide how to integrate Vaam with HubSpot.

If you’re looking to efficiently add prospects from LinkedIn into your HubSpot CRM, with the help of Vaam Outreach, follow these simple steps:

1. Open the Integrations Setting Page:

   • Log in to your Vaam Outreach account.
   • Go to the Integrations Setting page here: https://app.vaam.io/settings/integrations

2. Connect your HubSpot to Vaam:

   • Click on “Add integration” in the top right corner.
   • Click on “HubSpot”.
   • Then you’ll be directed to a HubSpot page where you need to choose your company (on HubSpot) and press “Choose account”.
   • And on the next page you then press “Connect app”.
   • When you then are back at Vaam’s integrations setting page you press in the checkmark of “Sync Outreach prospekts into HubSpot”.

3. Go to LinkedIn:

   • Open LinkedIn and go to a relevant prospect (or colleague, if you want to try it towards an “internal” person first).
   • Enroll the person in one of your sequences.

4. The prospect data appears in HubSpot:

   • The data you could access when enrolling the person in your sequences, will now automatically appear in your HubSpot CRM.
   • If you already had the work email or LinkedIn profile URL on a contact in your HubSpot since before, we will put the data into that contact.
   • If you haven’t that work email nor LinkedIn profile URL on a contact since before, we will create a new contact and put the data that contact.

That’s it! This integration saves you time and ensures your outreach efforts are efficient and well-organized.

Below you have a short video where you’ll see how to do above:

How Synchronization Works

When you enable HubSpot synchronization, Vaam automatically keeps your prospect data in sync with your HubSpot CRM. Here’s what you need to know:

LinkedIn Profile Property

Vaam uses a custom HubSpot property called “LinkedIn profile” (technical name: linkedin_profile) to match prospects with existing contacts. This property is automatically created in your HubSpot account when you first sync a prospect, so you don’t need to create it manually.

This property is crucial for the integration because it helps Vaam identify whether a prospect already exists in your HubSpot CRM.

Contact Matching

When you enroll someone from LinkedIn into a Vaam sequence, the system searches your HubSpot contacts to determine if this person already exists:

1. Primary matching: Vaam first looks for contacts with a matching email address OR LinkedIn profile URL
2. Secondary matching: If no match is found, Vaam searches by first name, last name, and company name together
3. Fallback matching: As a last resort, Vaam searches by first name and last name only

What happens next:

• If a match is found: The existing contact is updated with any new information from the prospect (without overwriting existing data)
• If no match is found: A new contact is created in HubSpot with all the prospect information
• If multiple matches are found: You’ll be prompted to manually review and select the correct contact

Two-Way Data Sync

Synchronization works in both directions:

From Vaam to HubSpot:

• First name and last name
• Email address
• Phone number
• Company name
• LinkedIn profile URL

From HubSpot to Vaam:

• All of the above, plus:
• Additional email addresses
• Mobile phone number
• WhatsApp phone number

Vaam only fills in missing information and won’t overwrite data that already exists in HubSpot.

Multiple Contact Matches

If Vaam finds more than one possible match in HubSpot (up to 5 candidates), the prospect will be marked for manual review. You can then:

1. View all matching contacts in the prospect sidebar
2. Select the correct contact to link
3. The system will update the selected contact with the prospect’s information

If more than 5 potential matches are found, no automatic linking occurs to prevent confusion.

Required Settings

For synchronization to work properly:

1. Enable the sync toggle: In your Vaam Integrations settings, make sure “Sync Outreach prospects to HubSpot” is checked
2. Proper permissions: Your HubSpot connection needs the crm.objects.contacts.write permission
   • If you connected HubSpot before this feature was available, you may need to disconnect and reconnect to get the proper permissions
3. Active integration: Your HubSpot integration must be connected and not expired

Timeline Events

When a prospect is enrolled in a sequence and synced to HubSpot, a timeline event is automatically created on the contact’s record showing:

• When the sequence enrollment started
• Which sequence they were enrolled in

This helps your team track all outreach activities directly in HubSpot.

Sync Frequency

Synchronization happens automatically:

• Immediately when a new prospect is created
• Immediately when prospect information is updated
• The system includes a 30-second cooldown to prevent excessive syncing

You don’t need to manually trigger syncs—everything happens in the background as you work.

Troubleshooting

Prospects not syncing to HubSpot?

• Verify that “Sync Outreach prospects to HubSpot” is enabled in Settings → Integrations
• Check that your HubSpot connection is still active—you may need to re-authenticate if the connection has expired
• Ensure the prospect has at least an email address or LinkedIn profile URL (prospects without any contact information cannot be synced)

Data not updating in HubSpot?

• Remember that Vaam only fills empty fields in HubSpot—it won’t overwrite existing data to prevent accidental data loss
• If you need to update existing HubSpot data, make those changes directly in HubSpot

Seeing multiple contact matches?

• Review the suggested matches in the prospect sidebar and manually select the correct contact
• Consider cleaning up duplicate contacts in HubSpot to prevent future matching issues
• If you consistently see too many duplicates, review your HubSpot data quality practices

Need to re-authenticate?

• If you connected HubSpot before the sync feature was available, you may need to disconnect and reconnect to grant the proper permissions (crm.objects.contacts.write)
• Go to Settings → Integrations, remove the HubSpot integration, then add it again following the setup steps above