Set up HubSpot
How to connect to HubSpot
Connect HubSpot to sync your WhatsApp chats to HubSpot as activities, and to create and update HubSpot contacts from WhatsApp. A workspace admin connects HubSpot once for the whole workspace. Works with: ✅ Chrome Extension ✅ Cloud Sync ✅ WhatsApp Business API Before you start Connect WhatsApp to Cooby first. See Connect WhatsApp to Cooby: which option is right for you? You nPopularGrant access to chats
The following is a guide for how to grant Cooby access to your WhatsApp chats so it can sync them to your Cooby workspace and CRM. Works with: ✅ Chrome Extension ❌ Cloud Sync ❌ WhatsApp Business API After you join your team's Cooby workspace and verify your email, a Grant Access to Cooby pop-up will appear automatically when you open WhatsApp Web with the Cooby extension. ![Grant Access to Cooby pop-up in WhatsApp Web](https://storage.crisp.chat/users/helpdesk/website/-/a/7/7/6/a77Some readersHubSpot permissions
There are 2 main permission controls for the HubSpot Integration. Integration permission This permission enables a user access to the HubSpot permission. When turned on, they will have access to the HubSpot Sidebar on their WhatsApp Web, and they will have the ability to sync chats into HubSpot. Auto-sync permission This permission setting enables the user's chats to be **autoFew readersDisconnect HubSpot Integration
Disconnect HubSpot when you connected the wrong Cooby workspace, or when you want to connect a different HubSpot account. Works with: ✅ Chrome Extension ✅ Cloud Sync ✅ WhatsApp Business API Only Cooby workspace admins can disconnect HubSpot. Disconnect the old Cooby workspace before you connect a new HubSpot account, to avoid workspace errors. Disconnect from an email request If you receive an email titled Disconnect HubSpot Integration Request, someone wants to connect the HubSpot acFew readersWhat happens when I connect to HubSpot for the first time?
When you connect HubSpot for the first time, Cooby does two things in the background. It links your WhatsApp contacts to your HubSpot contacts, then it syncs your WhatsApp messages to HubSpot. Works with: ✅ Chrome Extension ✅ Cloud Sync ✅ WhatsApp Business API Auto-link Cooby links each WhatsApp contact to the HubSpot contact with the exact same phone number, including the country code. After the first run, Cooby checks for new matches once a day, so contacts you add to HubSpot later areFew readers
Work from the sidebar
Add the Cooby cards to the new HubSpot layout
In the classic HubSpot layout, the WhatsApp Chats by Cooby and New WhatsApp Message by Cooby cards appear automatically in the sidebar. In the new layout, these cards may be hidden by default, so you need to add them back to the sidebar to open your synced chats 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/a776868fbFew 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 readersHow WhatsApp messages sync to HubSpot
Cooby syncs WhatsApp messages with your linked contacts to HubSpot as WhatsApp activities. Admins choose how each member syncs on the Members page. Works with: ✅ Chrome Extension ✅ Cloud Sync ✅ WhatsApp Business API Sync options In Settings > Members, choose one of these options in the HubSpot Integration Permission column. Auto sync: syncs all interaction history with linked contacts automatically. [Learn more about Auto-sync](https://help.cooby.co/en/article/auto-sFew readersAuto-Sync
Auto-sync logs every WhatsApp message with your linked HubSpot contacts into HubSpot automatically. This includes 1:1 chats and group chats that the contact is part of. Learn more about linking contacts Works with: ✅ Chrome Extension ✅ Cloud Sync ✅ WhatsApp Business API Turn on Auto-sync Admins choose how each member syncs to HubSpot. Members don't need to accept anything. Go to Settings and open Members. In the **HuSome 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 WhatsApp 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/a776868fb03Few 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 View chat — link that opens the full chat in Cooby's Conversations page Sync type Auto-sync Manual-syncSome readersOpen WhatsApp chats from HubSpot
Your synced WhatsApp chats show on HubSpot records in the WhatsApp Chats by Cooby card. Click a chat to open it in Conversations in your Cooby workspace, where you can read the full history. Works with: ✅ Chrome Extension ✅ Cloud Sync ✅ WhatsApp Business API Open a chat from the HubSpot card Open a contact in HubSpot. In the right sidebar, find the WhatsApp Chats by Cooby card. Click the chat name. The chat opeSome 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 syncing WhatsApp messages to HubSpot? This guide covers the most common reasons and how to fix them. Works with: ✅ Chrome Extension ✅ Cloud Sync ✅ WhatsApp Business API Check your WhatsApp connection Go to WhatsApp Connections in your Cooby workspace. Make sure your connection shows Connected and check the last synced time. ![WhatsApp Connections page in the Cooby workspace](https://storage.crisp.chat/users/helpdesk/weSome readersWhat file formats are supported in Conversations?
When you open a synced chat from HubSpot, it opens in Cooby's Conversations page, where you can review the entire conversation, including files. 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