HubSpot
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Overview
Through the HubSpot connector, you can seamlessly sync leads from Captello to a HubSpot account through Automations, Fulfillment Actions, and Bulk Actions. It allows you to send leads from Captello as contacts to HubSpot. It also allows you to send select associations while syncing the leads.
For example, you can set up a fulfillment action on a capture form to sync submitted leads to HubSpot.
Connecting to HubSpot
To connect your account:
Navigate to Setup > Integrations > Connectors.
Scroll down to the Connector labeled "HubSpot Integration."
Click the “Add Account” button and it will take you to the page to enter your HubSpot credentials.
Choose your account and click Choose Account.
Agree to the terms, then click the checkmark button.
After that, you should see the ‘You’re successfully connected to HubSpot' message as pictured below.
Click the ‘Sync Objects' button to sync your custom object.
Field Mapping
Contact Fields
You can map any Captello Prospect field to any HubSpot contact property.
To map fields, click on the Field Mapping button on the HubSpot connector.
This option will only appear if you have successfully connected your account.
On the mapping menu, select the Captello field on the left and the corresponding HubSpot field on the right.
For the update action, you can choose between two options:
Overwrite: This will replace the existing information with the new data.
Update if empty: This will only add data to fields that are currently empty. If a field already has a value, no changes will be made.
The field named ‘Owner’ is not intended for syncing the owner from Captello. It only sends a text field that can arrive at a HubSpot text property.
Mapping the Owner field on Captello to the Owner field on HubSpot will cause API failure.
To sync owners to HubSpot refer to HubSpot | Syncing Prospect Owner.
Use the (+) and (-) buttons to add or remove fields. Click Save when you are finished.
Lead and Company Fields
To map to HubSpot Leads and Company Fields (for associating contacts to companies inside HubSpot), click on Lead field mapping and Company field mapping.
For company field mapping, the only field you need to associate contacts to companies is company name.
Sending Captello Leads to HubSpot as Contacts
To send leads to HubSpot (as contacts), set up a fulfillment action, bulk action or automation using the following setup:
In this example, a capture form action is used to sync all submitted prospects to HubSpot. Click the gear icon on a capture form and click ‘Actions (Submission)’.
Use the action Add to HubSpot from the actions drop-down.
(Optional) select an association from the Select Association dropdown and enter an object ID on the object ID textbox.
Make sure to click the ‘Sync Objects’ button on the connector to sync your custom objects before setting up the action.
To allow Captello to update records that already exist on HubSpot, check the Update Records checkbox. If this option is not turned off, contacts that exist on HubSpot will not be synced.
To sync owners to HubSpot (works if the same owner on Captello also exists on HubSpot with the same user email), check Sync owner.
Creating a Lead
To create a new lead, check ‘Create new lead’.
Create a Company or Assign to Existing Company
To assign them to a company, select ‘Assign to Company’, to assign to an existing company (based on Company name as mapped by default), check ‘Update company if existing’.
Syncing Notes (As Contact Activity)
To sync notes as activities on the timeline of the contact, check ‘Create note’.
This requires an Event Notes field on the form. The value is synced directly from the submissions, and does not need to be mapped.
If you have the “Update records” option turned on, any mapped field data in HubSpot will be overwritten by the synced Captello fields.
Adding to HubSpot Lists and Campaigns
When contacts are added to HubSpot lists, they automatically get added to the lists
Captello allows you to add contacts to lists through the integration.
If you’re account was connected before Jan 25, 2026, re-authentication is required to enable this feature.
To add a contact to a list, follow the steps below:
Enable the Add to list checkbox.
Add a list ID or search with the list name.
Use the Lookup pop-up to search your HubSpot list using its name.
Syncing to HubSpot Through Automations
The same actions can be taken to send leads as contacts through an automation.
With an automation, you can also add Conditions to the Add to HubSpot action. For example, if we are only sending the Lead if the Prospect is marked as a VIP then:
If the prospect field is set to be VIP and meets the condition, then the action Add to HubSpot will take place and the lead will be sent to HubSpot.
Otherwise, the default is set to No and the prospect will not be sent to HubSpot.
Syncing to HubSpot Objects
Make sure to click the ‘Sync Objects’ button on the connector to sync your custom objects before setting up the action.
Captello can sync to the custom objects in HubSpot. We allow associating contacts to custom objects using the association endpoint, which requires adding the custom object ID to the automation action when used.
We collect the custom object ID, because we are not creating this custom object, it has to be already created in HubSpot. So for example, if the custom object is “Event”, you should select the association linked to this custom object and also add the Event ID when setting up the automation action.
Once synced, the associated contacts can be viewed from the Objects page as shown in this example:
The simplest way to get the object ID for a custom object will be to look at the url when you are in your HubSpot portal when looking the object dashboard. The Object ID will always be the number that starts with "2-"
For example, in the url: https://app.hubspot.com/contacts/5555555/objects/2-1234567/views/all/list
The object ID would be "2-1234567"
Revoke Access
You can disconnect Captello and HubSpot by revoking access. To revoke access, click the Revoke Account button on the HubSpot connector, which will disconnect the HubSpot account.
Disconnecting the account will not affect any users or data on HubSpot.
Captello to CRM Detailed Sync Flow
The following article goes into details about data flow from capturing leads to arriving at CRMs, including the effects of Captello duplicate management settings.Capture form to CRM Integrations Flow.
Syncing Prospect Owner
Captello supports the ability to natively sync Prospect owners with HubSpot.
When setting up your Add to HubSpot fulfillment action, make sure you also enable the Sync Owner option as shown here:
When enabled, the system checks if the prospect has an owner, then attempts to match the owner’s email with a HubSpot user before syncing the lead. If no match is found, the lead is synced without the owner information.
If you need to assign an owner on HubSpot that does not exist on Captello, you can add owner IDs as form answers/drop-down on a Captello form that maps to the owner field on HubSpot.
On the HubSpot Connector mapping, the field named ‘Owner’ is not intended for syncing the owner from Captello. It only sends a text field that can arrive at a HubSpot text property.
Mapping the Owner field on Captello to the Owner field on HubSpot will cause api failure.
HubSpot Logs
From the connectors page, click the Logs button to view sync logs.
You can view synced prospects' names, sync status, and date/time of sync from the Logs page. If you see an error, hover your mouse cursor over it to view the complete error message.
Sync Failure Alerts (by Email)
To set up sync faliure alerts for admins or specific users, follow the steps below:
Navigate to ‘Setup > Accounts > Settings’
Navigate to ‘CRM/MAP Integration Notification’
Add admins, users, or emails.
Alert Example
An alert email will show as following:
You might need to check the integration logs for the full API error message.
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