Before you start
In HexaSync, the HubSpot Connector App is the app that connects to HubSpot. The Connector App gets contacts and the latest message of each contact in the HubSpot Conversations Inbox.
- A Beehexa account. If you do not have one yet, sign up on the same page.
- A HubSpot user with permission to install apps (usually a Super Admin) on the HubSpot account you want to connect.
You do not need to create an app or configure a Webhook in HubSpot. This guide only covers the authorization steps that let HexaSync access your HubSpot account data through the API and Webhooks.
Part 1: Authorize the HubSpot connection on HexaSync
Step 1: Sign in to HexaSync
Go to HexaSync Automation Engine and sign in with your Beehexa account.
Step 2: Start connecting HubSpot
- Open the HubSpot connection setup page on HexaSync.
- On the Check connection details screen, select Connect in the HubSpot section.
- HexaSync moves to HubSpot automatically after a few seconds, or you can select Continue to HubSpot. Sign in to HubSpot if asked.
Step 3: Choose the HubSpot account
- On the Choose an account screen, select the HubSpot account you want to connect. The Details column shows the domain and account ID so you can choose the right one.
- Select Choose Account.
Step 4: Authorize the HexaSync app
- Check the list of permissions in the Required section: view and update contacts, view conversations and messages in the inbox, and view HubSpot account information such as the primary domain and user email.
- Select Connect app. If the screen shows the message This app hasn’t been reviewed or approved by HubSpot, you can still continue as usual.
- Wait for HubSpot to take you back to HexaSync. When HubSpot shows Connected, select Create HubSpot Connector.
If this HubSpot account has been connected before, HubSpot shows This app has been previously authorized, redirecting… and returns to HexaSync automatically.
Step 5: Create the HubSpot Connector App
- On the Create HubSpot Connector screen, HexaSync suggests a Connector App name that includes the HubSpot domain, for example [acme-demo.com] HubSpot Connector. Edit the name if needed, then select Continue.
- Setup takes a few minutes. Stay on the page during this time.
After setup, the system takes you to the new HubSpot Connector App automatically.
Step 6: Check the HubSpot Connector App on HexaSync
The new Connector App is named [Domain] HubSpot Connector and contains the tasks that get contact and message data from HubSpot. You can find it in Connector Apps.
Check the credential
Go to Settings → Integration Apps & Credentials and check that:
- HubSpot has the status Connected.
- The HexaSync Connector App was created successfully.
Check the data
Open each task to check the data:
- [HubSpot] Contacts: name, email, phone number, company, job title, lifecycle stage, lead status, owner and address.
- [HubSpot] Contact Latest Messages: the latest message of each contact, including the content, the sender (contact or agent), the channel and the time it was sent.
- [HubSpot] Conversation Threads: the inbox conversations that HexaSync reads to find the latest message. You do not need to do anything with this task.
Expected result: the number of contacts and their details match HubSpot. Conversations that are not linked to any contact, for example anonymous chat visitors, are skipped.
You can edit a contact or reply to a conversation in HubSpot, then check that the change appears in the [HubSpot] Contacts or [HubSpot] Contact Latest Messages task after a few seconds.
Part 2: Re-authorize the connection in use
Do this when the connection reports an access error, for example when the HexaSync app has been removed from HubSpot, or when Beehexa asks you to update it. Update the connection you are already using; do not create a new Connector App or connection to fix an access error.
- Open the HubSpot Connector App in Connector Apps, then go to Settings → Integration Apps & Credentials → the HubSpot row → Re-authorize.
- Select the same HubSpot account that is connected to this Connector App, then select Connect app.
- Wait for the success message, then check as described in Part 3.
Part 3: Check the data after connecting
- Check that it is the right HubSpot account: the domain in the Connector App name must be the account you want to connect.
- The first time, HexaSync copies all contacts and conversations. The time depends on the amount of data in the account.
- After that, new messages and contact changes are updated within a few seconds, and HexaSync checks for changes every 15 minutes. Contacts deleted in HubSpot are also removed from HexaSync.
- Compare a few contacts and the latest message of one contact with HubSpot.
The HubSpot Connector App only reads data and changes nothing in HubSpot. The permission to update contacts is requested in advance so that later integration flows can use it without connecting HubSpot again.
Part 4: Common errors and how to fix them
| Message on the screen | How to fix it |
|---|---|
| HubSpot Is Not Available Yet | Contact Beehexa at support@beehexa.com. |
| HexaSync Could Not Prepare Your HubSpot Sign-In | Select Go back and try again in a few minutes. |
| HubSpot Did Not Finish The Approval | Select Back to installation, connect again and select Connect app in HubSpot. |
| HexaSync Could Not Connect Your HubSpot Account | Select Back to installation, connect again and authorize in HubSpot as soon as you are redirected. |
| HexaSync Could Not Check Your HubSpot Connection | Select Back to installation and connect again. |
| The name already exists | Give the Connector App a different name. |
| Profile Quota Reached | You have used all the Connector Apps you are allowed. Contact Beehexa to raise the quota. |
Connected, but the data is wrong or has not appeared: check that it is the right HubSpot account and check the run results of the tasks. The first copy can take extra time. If the data is still wrong, contact Beehexa.
Part 5: Protect your information and stop the connection
HexaSync does not need your HubSpot password. You sign in and authorize directly on HubSpot’s own page. Do not put passwords or verification codes in group chats, regular email or error screenshots.
To stop the connection, ask Beehexa to turn off the schedule and disconnect in HexaSync. A HubSpot Super Admin can remove the HexaSync app in HubSpot under Settings → Integrations → Connected Apps.
Note: turning off the schedule is not the same as revoking access, and stopping the connection does not automatically delete data that has already been synced.
Part 6: Information to send when you request support
- Company name, Connector App name and connection type (HubSpot).
- HubSpot account domain, the step you are on, when the error happened and the error message.
- Recent changes to users, permissions or installed apps in HubSpot.
Screenshots must hide customer data and sensitive information. Contact the Beehexa contact who supports your company, or email support@beehexa.com. See also the Beehexa Privacy Policy and the Beehexa Support Policy.
Frequently asked questions
What data does the HubSpot Connector App get?
The HubSpot Connector App gets contacts and the latest message of each contact in the HubSpot Conversations Inbox.
Who can authorize the HubSpot connection with HexaSync?
A HubSpot user with permission to install apps, usually a Super Admin, on the HubSpot account you want to connect.
Does HexaSync write or change data in HubSpot?
No. The HubSpot Connector App only reads data. The permission to update contacts is requested in advance so that later integration flows can use it without connecting HubSpot again.
Do I need to create an app or configure a Webhook in HubSpot?
No. You only need to authorize HexaSync to access your HubSpot account data; HexaSync uses the HubSpot API and Webhooks.