Sync HubSpot Sales Activities to ConnectWise
HubSpot has two types of Activities that show up under a contact's timeline in their system - Marketing and Sales Activities. From a technical standpoint, there are two different APIs fueling these two timelines. For the Marketing Activities the API endpoint is called Timeline API and for Sales Activities it is called the Engagement API.
NOTE: Due to a limitation of the HubSpot Timeline API, it is not possible to read marketing activities and therefore sync over to your other system at this time. Only Sales Activities via the Engagements API can be read at this time.
So when we are talking about syncing Sales Activities from HubSpot to ConnectWise we are also referring to mapping HubSpot Engagements. The types of activities that show up here in HubSpot are the following:
- Email (individual sales rep email and not your bulk marketing emails)
When syncing these over to ConnectWise, they will appear in the Activities section of a given record:
To sync Sales Activities from HubSpot to ConnectWise, follow these steps in your Bedrock portal:
Step 1: Add an Activity Mapping and give it a specific name such as "HS Sales Activities > CW"
Step 2: Auto-Generate Mappings and Pair Back Unnecessary Fields
Since there are a lot of different activity-types in HubSpot, when you auto-generate fields you are going to get a lot of unnecessary fields showing up in the mapping. You only care about the Engagement fields in HubSpot and the Activity fields in ConnectWise. You should be left with really just the following field mappings:
- Activity Title (fields used in each system must be unaltered for this mapping)
- Occurred At (fields used in each system must be unaltered for this mapping)
- Type (this will map over if it's a Call, Email, Note, Task)
We also recommend mapping the Body Text field in HubSpot to the Notes field in ConnectWise as this will be the meat of what the activity was all about:
NOTE: Don't worry about the Warning messages about required fields that will remain at the top of the mapping. Since we are not addressing the mapping of these other activity-types in HubSpot, they are not required to map for syncing sales activities.
Step 3: Add Relationships
Click on the Relationships tab at the top of the mapping and click on Auto-Generate Relationships. Similar to mappings, you'll want to pair back any unnecessary relationships. You will be left with a Contact, Company, Opportunity and Owner Relationships.
Step 4: Add Workflow Rules for HubSpot Engagements
In most cases the rule can be left open ended in that you bring over any and all Sales Activities from HubSpot to ConnectWise. However, some options you could consider using would be the Type of Activity (Note, Email, Call, Task, Meeting) or the Occurred At date field if you only care to sync over Activities that have taken place on or after a specific date.
Once you have this Workflow enabled, these types of activities will no sync on a go forward basis. If you wish to bring over all historical sales activities from HubSpot to ConnectWise, run a Full Sync from your Dashboard.