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Connecting HubSpot

Keep your own HubSpot account up to date with members, leads and companies from the portal, and choose what goes across.

This article is for the administrators who run an organisation's Portava portal.

In short

  • Connect under Portal settings, then Integrations, signing in on HubSpot’s own page.
  • Members, leads and companies sync one way, from the portal to HubSpot, every 15 minutes.
  • Disconnecting stops the sync and deletes nothing in HubSpot.

If your organisation runs HubSpot, the portal can keep it up to date so nobody re-keys members into the CRM.

Connecting

Under Portal settings, then Integrations, choose Connect HubSpot on the HubSpot card. You sign in on HubSpot’s own page and approve the connection, so Portava never sees your password. Nothing is shared until you do. If you do not see the card, HubSpot has not been enabled for your portal yet; ask the Portava team.

What syncs

The sync runs one way, from the portal to HubSpot. Under Manage there are three switches:

  • Members become HubSpot contacts. Name and email always go across. Choose the rest: membership status, tier and membership number, renewal date, job title and company, team role, phone numbers, address, engagement score, events attended and last active date.
  • Leads, such as event bookers and people who signed up but did not join, tagged with where they came from. Marketing consent is copied exactly as it was given.
  • Companies, with name, website, industry and address, linked to their people.

Everything Portava writes goes into its own named properties, so your existing HubSpot setup is left alone. Only what you choose here goes across.

How often

Changes are pushed every 15 minutes, and the first sync runs within 15 minutes of connecting. Sync now under Manage pushes anything waiting straight away. The card shows when it last synced, how many contacts and companies are across, and whether any records could not be synced; those retry on the next run. If HubSpot signs Portava out, the card reads Needs reconnecting.

Email consent

The Email consent in HubSpot switch tells HubSpot that each synced contact may receive one-to-one, customer service and marketing information emails, with the legal basis HubSpot needs before it will send. Turning it on is you confirming your organisation’s legal basis, so it asks you to confirm and records who did and when. Members are recorded as part of their membership; leads for one-to-one follow-up only, plus marketing where they ticked the box. A choice someone has already made in HubSpot is never changed. An older connection may need reconnecting first.

Disconnecting

Disconnect HubSpot under Manage stops the sync immediately. Nothing already in your HubSpot account is deleted, and reconnecting later picks your choices back up.