Set up HubSpot
How to connect to HubSpot
There are 2 easy steps to complete your HubSpot connection: Install Cooby in your HubSpot account Grant Cooby access to your WhatsApp chats You can also refer to our video for guidance: Next: Set up your team permissionsPopularInstall Cooby on HubSpot
The following is a guide for installing Cooby to your HubSpot account and turning on the necessary filters on HubSpot. Navigate to the HubSpot Integration page in your Workspace and click on Connect to HubSpot Select the HubSpot account that you wish to integrate with and click Choose Account.  that have exact matches will be linked. Learn more about Auto-link Auto-sync After Auto-linking Cooby will attempt to sync all of your available WhatsApp messages if yFew readers
Work from the sidebar
Using Chat View and WhatsApp Messages in the New HubSpot Layout
In the classic HubSpot layout, the Chat View and Send Messages from HubSpot cards appear automatically in the sidebar. In the new layout, these Cooby cards may be hidden by default, so you will need to add them back to the sidebar to open Chat View or send WhatsApp messages. Steps to Add the Cooby Cards in the New Layout Open any contact page and select Customize from the top of the record sidebar. ![](https://storage.crisp.chat/users/helpdesk/website/-/a/7/7/6/a776868fb0318800/1_leaiFew readersHubSpot Sidebar
The HubSpot Sidebar is a UI panel that will appear when you enable your HubSpot Integration. Boost productivity and reduce time spent on doing administrative work by creating HubSpot tasks within WhatsApp. Works with: ✅ Chrome Extension ❌ Cloud Sync ❌ WhatsApp Business API You will be able to perform the following actions with the HubSpot Sidebar: Link Contacts Linking contacts is the process of connecting a WhatsApp contact with a HubSpot contact. [Learn more about Link ContactFew readersLinked Contacts
What is a Linked Contact? A Linked Contact is an established connection between your WhatsApp contact and the corresponding contact in HubSpot. Cooby does this by “linking” WhatsApp contacts and HubSpot contacts via phone number. When contact is linked, you will be able to see their HubSpot contact card on your WhatsApp. You will be able to edit the contact’s properties like name, company, and title and create tickets, and deals associated with this contact. Any 1-1 or group chats that thiSome readersCreate HubSpot Contacts
To create a new contact, open your Hubspot sidebar and open a WhatsApp contact that is not linked with a HubSpot contact. Works with: ✅ Chrome Extension ❌ Cloud Sync ❌ WhatsApp Business API Click on Create and you'll see a list of contact properties you can fill in. Fill in your desired fields and click Create. You can view the contact's HubSpot pageFew readersEdit HubSpot Contact
To edit a contact, open your Hubspot sidebar and open a WhatsApp contact that is linked with a HubSpot contact. Works with: ✅ Chrome Extension ❌ Cloud Sync ❌ WhatsApp Business API On the Contact Card, click on Edit . Edit your desired fields and click Save. Currently, Cooby doesn't support customizing the contact properties. We will notify all users when it is available.Few readersCreate HubSpot Notes
To create a note, open your Hubspot sidebar and open a WhatsApp contact that is linked with a HubSpot contact. Works with: ✅ Chrome Extension ❌ Cloud Sync ❌ WhatsApp Business API Click on + Add next to Notes. Fill in your note. You can optionally **attaFew readersCreate HubSpot Tasks
To create a task, open your Hubspot sidebar and open a WhatsApp contact that is linked with a HubSpot contact. Works with: ✅ Chrome Extension ❌ Cloud Sync ❌ WhatsApp Business API Click on + Add next to Task. Fill in your desired fields You can also **attachFew readersCreate HubSpot Deals
To create a deal, open your Hubspot sidebar and open a WhatsApp contact that is linked with a HubSpot contact. Works with: ✅ Chrome Extension ❌ Cloud Sync ❌ WhatsApp Business API Click on + Add next to Deal. Fill in your desired fields You can also **attachFew readersCreate HubSpot Tickets
To create a ticket, open your Hubspot sidebar and open a WhatsApp contact that is linked with a HubSpot contact. Works with: ✅ Chrome Extension ❌ Cloud Sync ❌ WhatsApp Business API Click on + Add next to Ticket. Fill in your desired fields You can also **attaFew readersConfigure HubSpot record viewability
When connected to your HubSpot account, Cooby supports the creation of HubSpot objects directly from your WhatsApp Web interface. Furthermore, it supports the view of these records on WhatsApp Web without the need to switch back to your HubSpot account. Works with: ✅ Chrome Extension ❌ Cloud Sync ❌ WhatsApp Business API How to configure HubSpot record viewability Only the Admin role can edit this permission Go to your [HubSpot Integration Setting page](https://app.cooby.co/inFew readersCustomize Contact Properties
When connected to your HubSpot account, you can create new or link existing HubSpot contacts via your HubSpot Sidebar. Furthermore, Cooby supports customizing your contact properties to suit your specific work case. Works with: ✅ Chrome Extension ❌ Cloud Sync ❌ WhatsApp Business API How to customize HubSpot contact Properties Only the Admin role can edit this permission Go to your HubSpot Integration Setting page ClFew readersSend a WhatsApp chat on HubSpot
Cooby helps you directly start a conversation with your HubSpot contact, this innovative addition offers a seamless experience, enabling you to initiate WhatsApp chats directly within the HubSpot platform. By eliminating the need to switch between applications, this feature enhances efficiency in engaging with leads and clients. Now, nurturing relationships and communicating effectively is more streamlined and accessible, allowing for a more integrated workflow within the HubSpot environment. CoPopular
Sync messages
Switch to Daily Messages Syncing
In Cooby's HubSpot integration, you can choose how WhatsApp messages are synced to HubSpot. Messages can either be synced individually or grouped by day. When Daily messages is selected, all WhatsApp messages from the same day are logged as a single activity in HubSpot. This option helps keep your timeline cleaner and is recommended for most users. To switch to Daily messages: Click Integration settings. ![](https://storage.crisp.chat/users/helpdesk/website/-/a/7/7/6/a776868fb031880Few readersMessage Syncing
Cooby supports 2 ways to sync WhatsApp messages into HubSpot: Auto-sync This will automatically sync all chats from linked contacts into HubSpot. Learn more about Auto-sync Manual-sync You can also manually sync selected chats to HubSpot. This can be found on the HubSpot contact card for any linked contact. Learn more about Manual-sync Next: [Synced Messages](httpsFew readersAuto-Sync
Auto-sync is Cooby's proprietary feature that allows users to automatically log all of their WhatsApp messages into HubSpot. Works with: ✅ Chrome Extension ❌ Cloud Sync ❌ WhatsApp Business API Once contacts are linked, they will have the ability to sync messages. Any 1-1 or group chats that this contact is a part of will be eligible to be synced to HubSpot. Learn more about linking contacts How Auto-sync turns on Admins coSome readersAuto-Sync Status
If you've turned on Auto-Sync permission, you may be wondering: Are my messages synced to HubSpot? Works with: ✅ Chrome Extension ❌ Cloud Sync ❌ WhatsApp Business API Cooby provides an easy way for you to know when your messages are synced. Auto-sync status To know your current sync status, navigate to your HubSpot sidebar and click on the Sync Status button. A popover will appFew readersManual-Sync
To manually sync WhatsApp messages, open your Hubspot sidebar and open a WhatsApp contact that is linked with a HubSpot contact. Works with: ✅ Chrome Extension ❌ Cloud Sync ❌ WhatsApp Business API Click on + Log next to WhatsApp Messages. Click on Select messages.Few readersSynced Messages
Logged Activity When messages are synced to HubSpot, they are logged as 2 types of HubSpot Activities: WhatsApp Activity WhatsApp activity is a native HubSpot activity that can be used for HubSpot reports and HubSpot workflows. In order to enable these advanced functionalities, Cooby syncs each message as a Logged WhatsApp message. To view this activity, make sure you check WhatsApp in the Filtered activity dropdown. ![](https://storage.crisp.chat/users/helpdesk/website/-/a/7/7/6/aFew readersWhatsApp Activity
This is the detailed specs of the WhatsApp Activity that Cooby logs into HubSpot. For every WhatsApp Activity, you will see: Chat type 1:1 chat Group chat Participants — all participants in this chat at the time of syncing WhatsApp name Phone number Live WhatsApp chat — link to Chat View Sync type Auto-sync [Manual-sync](https://cooby.criSome readersChat View
Chat View allows you to view any Auto-Synced chat in an easy to read format. It is a Cooby hosted page that displays the chat in its original form with the syncer on the right side, and all other participants on the left side. Basic: How to find Chat View in HubSpot Contact Chat View is only available for Auto-synced messages, there are 2 ways that you can review the chat on HubSpot CoFew readers
Reports & workflows
Create HubSpot Reports
Do you want to track your team’s sales activity on WhatsApp? One of the most powerful things with Cooby's HubSpot Integration is the ability to utilize synced messages to generate reports on HubSpot. The following is a guide to create a simple Activity leaderboard report in HubSpot. Basic: Sales Activity report Go to HubSpot > Reports Click on Create report Search for “activity” and click on Activity leaderboard by rep with type breakdown Choose WhatsApp in the “ActivSome readersCreate HubSpot Workflows
Do you want to automate your team’s tasks based on WhatsApp activity? Now you can create HubSpot workflows with WhatsApp activity to automate your sales process. Example workflow Any time you receive a WhatsApp message on a linked contact the Lead status will be set to Open. Setup steps Go to HubSpot > Workflows Click on Create workflow > From scratch Make sure that “CFew readersUsing Cooby contact properties as a HubSpot report's filter
Cooby supports syncing four contact properties to your HubSpot, which are: Last message sent by contact Last message sent by team Last WhatsApp properties sync time Last WhatsApp messages sync time You can use these four different contact properties as filters to generate reports based on your use case. Implementation Go to your HubSpot report page. Click Create report and select Custom Report Builder. ![](https://storage.crisp.chat/users/helpdesk/webFew readersDeal Win Rate Influenced by WhatsApp
In today's competitive business landscape, maximizing your deal win rate is crucial for sustainable growth. One effective strategy is the integration of WhatsApp in conjunction with your CRM into your sales processes. Cooby provides you with the power to track your WhatsApp conversations and analyze your key sales metrics to equip your team with tools to succeed. Cooby allows you to create custom reports that offer you an analysis of your sales pipeline. Shown below is a guide on how to compareFew readersInactive Deals Report
Here is how to build a report to track inactive deals in the last 7 days. The chart will show deals that have been inactive for more than 7 days, and might need to be followed up. Navigate to Menu > Reports > Reporting & Data > Create report > Custom Report Builder and select Deals as the primary data source. Choose Table for chart type and select Last activity date - Daily. Select other fields that are deemed necessary. ![](https://storage.crisp.chat/users/helpdesk/webFew readers
Troubleshooting
Troubleshooting: how to fix WhatsApp syncing issues with HubSpot
Having trouble with syncing WhatsApp messages into HubSpot? Don't fret! Our comprehensive guide addresses common user concerns such as "My message did not sync!" or "I can't see any chats on my HubSpot." Discover effective self-diagnostic techniques to resolve these issues effortlessly. Learn how to troubleshoot and ensure seamless communication within HubSpot. Follow our step-by-step instructions below. Grant access After you join the team and connect with HubSpot, you will need to grantSome readersCan I create a deal with WhatsApp activity?
Cooby's WhatsApp message syncing is designed to sync with HubSpot contacts and does not extend to company, tickets, and deals. However, there is an alternative solution for creating a deal with WhatsApp activity. Works with: ✅ Chrome Extension ❌ Cloud Sync ❌ WhatsApp Business API Syncing HubSpot messages to Company, Ticket, or Deal is exclusive to Cooby Growth and Custom Plan users. If you're interested, please get in touch with our Cooby Sales Team. When creating a deal in HubFew readersWhat file formats are supported in Chat View?
Cooby supports Chat View, enabling you to review the entire conversation on HubSpot. Here are the file formats we support: We only support multimedia files up to 15 MB. These synced messages can be analyzed in HubSpot Reports. Text Image JPG, JPEG, PNGFew readersWhy can't I connect to HubSpot?
Check the this guide if you see the following messages: HubSpot associated with multiple Workspaces Unable to connect to HubSpot These messages might show when you are trying to link your Cooby Workspace to a HubSpot account. The original Cooby Workspace needs to be disconnected from the HubSpot account first to allow a new connection to the account. HubSpot associated with Multiple Workspace If you see this message at your HubSpot sidebar, it means that the HubSpot account you connectFew readers