Connect HubSpot to Tarvent

Learn how to set up and manage the integration between HubSpot and Tarvent.

In this guide, you'll find:

1. Overview
2. Data Flow Overview
3. Prerequisites
4. Step-by-Step Setup Guide
5. Post-Setup Maintenance
6. Manual Syncing
7. Troubleshooting
8. FAQs

1 Overview

This integration keeps your contacts synchronized between Tarvent and HubSpot, supporting both one-way and bidirectional sync. It utilizes OAuth 2.0 for secure authentication and provides real-time synchronization, along with additional manual sync options.

Contact Synchronization

• Real-time contact updates
• Bidirectional or one-way contact syncing
• One-way list syncing (HubSpot static lists ↔ Tarvent groups)
• Standard and custom property mapping
• Manual sync available

Journey Actions & Triggers

• Trigger journeys from contact and deal changes
• Update contact details and deals
• Add tasks and notes
• Change deal stage

2 Data Flow Overview

3 Prerequisites

Before you start: Confirm that you have a HubSpot account and admin access for both platforms.

1. HubSpot Account
   

   You’ll need an active account.

2. Admin Access
   

   Administrator rights are required in both Tarvent and HubSpot to set up integrations. HubSpot admin access is also needed so Tarvent can create its custom contact properties.

3. Tarvent Account
   

   You’ll also need an active Tarvent account.

4 Step-by-Step Setup Guide

Step 1: Access Integration Settings

1. Go to Account Settings
   

   In Tarvent, navigate to Account > Integrations.

2. Select HubSpot
   

   Click the integration card.

3. Add an Account
   

   Click Add an account in the top-right corner.

Step 2: Connect to HubSpot

1. Select Audience
   

   Pick the Tarvent audience you want to sync with HubSpot.

   Note: Each audience can connect to only one HubSpot account.

2. Authenticate with OAuth
   

   Click Connect to authorize via HubSpot.

3. Authorize Access
   

   Choose the HubSpot account you want to connect, then review and approve the requested permissions.

Step 3: Configure Settings

1. Notification Email
   

   Enter an email for sync notifications. This is required.

2. Choose which contacts to sync
   

   HubSpot doesn’t use tags, so you control which contacts sync with a property-based filter. Pick one:

   • All contacts: Sync every contact in your HubSpot account.
   • Tarvent sync property: Only sync contacts where Tarvent’s sync checkbox property is enabled in HubSpot.
   • Property filters: Only sync contacts that match the HubSpot contact properties you specify (for example, lifecycle stage or country).

   Note: Tarvent automatically creates the sync checkbox property in HubSpot the first time it’s needed.

3. Additional Options (Optional)
   
   • Sync one-way only: Only transfers contacts from HubSpot to Tarvent. This applies to the sync as well as live contact additions and updates.

Step 4: Map Fields

Tip: Hover the help icons in Tarvent for field mapping guidance.

1. Review Default Mappings
   

   Similar fields are auto-mapped. Verify each field mapping before continuing.

2. Map Custom Fields
   

   Match HubSpot properties to Tarvent data fields:

   • Text properties (single-line and multi-line text): Text, URL, Image, Email, State, Zip code (Tarvent data types)
   • Dropdown, radio, and multiple-checkbox properties: Text (Tarvent data type)
   • Date and date-time properties: Date, DateTime, Birthday (Tarvent data types)
   • Phone number properties: Phone, Text (Tarvent data type)
   • Number properties: Number (Tarvent data type)
   • Standard properties: HubSpot’s first name, last name, email, and address properties map directly to the matching Tarvent standard fields.

   Special mapping cases

   • Dropdown / radio properties: The value of this field will be mapped to a Tarvent text field using HubSpot’s internal option value. If this value is updated in Tarvent, it must match the HubSpot internal value for the sync to work.
   • Multiple-checkbox properties: The value of this field will be mapped to a Tarvent text field as a semicolon-separated list of HubSpot’s internal values (ex. value1;value2). If this value is updated in Tarvent, the values must match the HubSpot internal values for the sync to work.

   Note: All required fields must be mapped.

3. Skip Fields
   

   Any fields you don’t need can be marked as skip. All fields must be mapped or skipped.

Step 5: Finalize Setup

1. Review Settings
   

   Confirm all configurations before finishing.

2. Start Sync
   

   Click Finish setup & start sync. This will:

   • Subscribe to HubSpot events for real-time updates
   • Schedule the first sync

5 Post-Setup Maintenance

Monitoring Sync Status

After setup, you can track the status of your integration directly in Tarvent:

• View sync history and results
• Check for sync errors or conflicts
• Review sync performance and statistics

Managing the Integration

You can manage your integration anytime through these options:

• Edit Settings: Adjust options, mappings, and notifications
• Manual Sync: Run an on-demand sync between systems
• Disable: Pause syncing without deleting the integration
• Delete: Permanently remove the integration

6 Manual Syncing

If live syncing isn’t enabled or you run into sync issues, you can trigger a manual sync between Tarvent and HubSpot:

1. Go to Account > Integrations and select the HubSpot integration
2. Open the integration you want to sync
3. In the settings dialog, click the Sync button at the bottom-right
4. Choose a sync type:
   • Full sync: Syncs all contacts from HubSpot to Tarvent
   • Incremental sync: Syncs only new or updated contacts since the last manual sync.
5. Click Sync to start

Note: Manual sync times will vary, depending on volume. You don’t need to stay on the page while it runs.

7 Troubleshooting

Common Issues

If you run into problems, here are common issues and fixes:

• Sync not starting: Ensure the integration is enabled and your sync settings are correct
• Field mapping errors: Confirm field types are compatible and mapped correctly
• Custom properties not created in HubSpot: Tarvent needs admin permission to create properties — reconnect with a HubSpot account that has admin access
• Finish button disabled: Double-check all settings and mappings
• Save button disabled: Look for red dots next to tabs, which indicate missing settings or mappings

8 FAQs