HubSpot

Overview

HubSpot integration synchronizes member data and enables marketing automation based on membership activities.

Features

Feature	Description
Contact Sync	Sync members as HubSpot contacts
Company Sync	Sync organizations as HubSpot companies
Activity Tracking	Log membership activities
List Management	Segment members in HubSpot lists
Workflow Triggers	Trigger HubSpot workflows from MemberPulse events

Configuration

Prerequisites

1. HubSpot account with Marketing Hub
2. Private App created in HubSpot
3. API key with required scopes

Acceptance Criteria

Frontend

• Prerequisites workflow is implemented in the UI as described.

Backend / API

• Backend behavior supports Prerequisites as documented.

Permissions

• Access is restricted per the Capabilities matrix on this page (or equivalent role rules).

Business Rules

• All business rules for this feature are enforced.

Error Handling

• Error states return clear messages and appropriate HTTP status codes.

Environment Variables

HUBSPOT_PORTAL_ID=xxxxxxxxxxxx
HUBSPOT_API_KEY=xxxxxxxxxxxx

Acceptance Criteria

Frontend

• Environment Variables workflow is implemented in the UI as described.

Backend / API

• Backend behavior supports Environment Variables as documented.

Permissions

• Access is restricted per the Capabilities matrix on this page (or equivalent role rules).

Business Rules

• All business rules for this feature are enforced.

Error Handling

• Error states return clear messages and appropriate HTTP status codes.

Platform Settings

Navigate to Client Portal > Settings > Integrations > HubSpot

Setting	Type	Required	Description
Portal ID	Text	Yes	HubSpot portal/account ID
API Key	Secret	Yes	Private app API key
Sync Contacts	Toggle	No	Auto-sync members to contacts
Sync Companies	Toggle	No	Auto-sync organizations to companies

Acceptance Criteria

Frontend

• Platform Settings workflow is implemented in the UI as described.

Backend / API

• Backend behavior supports Platform Settings as documented.

Permissions

• Access is restricted per the Capabilities matrix on this page (or equivalent role rules).

Business Rules

• All business rules for this feature are enforced.

Error Handling

• Error states return clear messages and appropriate HTTP status codes.

Sync Operations

Operation	Direction	Description
Contacts	MemberPulse → HubSpot	Sync member data
Companies	MemberPulse → HubSpot	Sync organization data
Activities	MemberPulse → HubSpot	Log membership events

Tagging & Automation (Predefined Tags)

MemberPulse emits a small, hardcoded set of tags to keep HubSpot automation predictable.

• Tag catalog: CRM Tag
• Sync log/audit trail: CRM Sync Record

Typical flows:

• Membership: apply membership status tags (active/expiring/expired, upgraded, downgrade scheduled)
• Events: apply pre-event tag on registration and post-event tags on attendance/no-show
• Courses: apply tag on enrollment and completion

How tags map into HubSpot:

• Tags can be written to a Contact property and/or used to drive HubSpot Lists and Workflows.

Support Ticket Notes

When enabled, support ticket activity is logged back to the Contact as a HubSpot engagement:

• Minimum payload: ticket number + status + link back to MemberPulse

Troubleshooting

For HubSpot integration issues, see the Admin Troubleshooting Guide.

Acceptance Criteria

Frontend

• UI provides configuration controls and status/health indicators for this integration.

Backend / API

• Integration can be connected, configured, and exercised end-to-end (auth + sync/webhooks).

Permissions

• Only ROLE_CLIENT_ADMIN (or equivalent) can configure the integration.

Business Rules

• Data sync respects tenant isolation and mapping rules.

Error Handling

• Auth and sync failures are surfaced with actionable messages and retry behavior.