HubSpot Integration

You can integrate your HubSpot CRM with SmartReach.io and sync prospects bi-directionally with your CRM. You can also sync email activity for prospects back to your HubSpot and can also update lead statuses in HubSpot based on activity in SmartReach. SmartReach.io is a powerful email and follow-up automation service that focuses on deliverability and with this native integration with HubSpot, users can connect and sync conversations to their CRM seamlessly.

Using this powerful integration, you can automate your workflows to save time and improve efficiency.

Where do I find the option to integrate SmartReach.io with HubSpot?

You can do this either by going to Settings --> Team settings --> Integrations --> HubSpot

                                                  OR

During the second step (Add Prospects) of the campaign creation flow, you can sync prospects from your CRM and integrate from here directly.

How to integrate SmartReach.io with HubSpot?

SmartReach to HubSpot Connection Steps:

Step 1: Connect your HubSpot account using your HubSpot credentials.

Step 2: Authorise permissions on HubSpot to let SmartReach.io connect.

Deduplication:

Do Not Contact List: Easily add specific Contact / Lead lists from HubSpot to the SmartReach Do Not Contact list

User & Object Mapping Steps

HubSpot provides two types of mapping:

1. User Mapping
2. Contact Mapping

Follow the below instructions to complete the mapping

1) User Mapping:

Owners from HubSpot CRM can be mapped with User Accounts in the SmartReach. Simply, select the HubSpot Owner from the drop down to get it mapped with the User Account in SmartReach and then click on “Save”

2) Contact Mapping: Contact Mapping includes 3 steps.

I) Settings: Enable “Allow SmartReach to work with contact from HubSpot” as shown below.

Note:

If you want to (bi-directionally) sync campaign or prospect-related activities back to HubSpot then select the appropriate boxes “Sync activities to HubSpot” and/or “Sync SmartReach prospects to HubSpot Contacts”. This is optional, as many teams prefer to manually upload activity data to their CRM.

This step is optional, as some teams may prefer to manually upload activity data to their CRM.

II A) Status Mapping

i) Lead Status Mapping: The lead status can be mapped from SmartReach to HubSpot. The different status options of HubSpot are automatically displayed in the HubSpot dropdown. Based on the activities and prospect categories in SmartReach, the lead status on HubSpot can be selected.

II B)Reply Sentiment Status Mapping: To update the lead status of your prospects in HubSpot based on email reply sentiments from SmartReach.io for all primary contacts, you can choose to enable the option by selecting the checkbox under "Sync SmartReach reply sentiment to HubSpot Contacts." Then you can choose to map the reply sentiment in SmartReach with Lead statuses in Hubspot.

III) Field Mapping - This is to map Contact fields in HubSpot to Prospect fields in SmartReach. The various contact fields (columns) of HubSpot are automatically displayed in the dropdown. This ensures that the respective field data has been synced accurately.

In case SmartReach does not have any specific field (column) as available in HubSpot, then a custom field can be created in SmartReach.

          This completes the process of mapping the data between Hubspot and SmartReach.

Types of Syncing

1.Functionality Sync:

In this step, you can sync a particular filtered bucket or list of contacts from HubSpot (eg: website sign-ups) to a SmartReach campaign directly by selecting the contact filter option and campaign name respectively.

A filtered bucket list from HubSpot could be mapped to multiple campaigns at SmartReach but a SmartReach campaign cannot have two bucket lists mapped to it.

Note: Functionality sync is possible only after the above-mentioned mapping & integration processes are completed. To access functionality sync, Go to Settings → Integrations → Select HubSpot Settings → On the next screen click on Sync from HubSpot.

How to delete, disconnect or reconnect SmartReach.io integration with HubSpot?

Path: Go to Settings → Integrations → Select HubSpot Settings → On the next screen click on Sync from HubSpot.

At any given time, if you wish to disconnect SmartReach from HubSpot then click on Delete under the Connection tab.

If you wish to reconnect to HubSpot again, then click on Reconnect under the Connection tab.

Troubleshooting

Do I need to reconnect HubSpot because of HubSpot's API changes?

No. HubSpot is retiring its older APIs, and in October 2026 SmartReach.io moved to HubSpot's new ones. Your connection keeps the same permissions, so you don't need to reconnect or authorise again.

The only exception is a very old connection, made before April 2022. It may not have permission to read HubSpot lists. If your list syncs stop working, reconnect once to fix it.

What does "The selected list can no longer be found in HubSpot" mean?

You may see this message on a workflow, or "A selected list can no longer be found" in your Do Not Contact settings. It means the HubSpot list chosen for that sync was deleted in HubSpot, or SmartReach.io can't carry it over to HubSpot's new lists.

To fix it, select the list again:

• For a campaign sync: go to Prospects → Actions → Syncing from CRM.
• For other syncs: go to Settings → Integrations → HubSpot → Syncs from HubSpot tab.
• For a Do Not Contact list: go to the Do Not Contact settings of your HubSpot integration.

My list sync has stopped and the "Last synced" time isn't changing. What should I do?

If SmartReach.io can't read the HubSpot list you selected, the "Last synced" time for that sync stops changing. Select the list again, as described in the question above. If the list still exists in HubSpot and selecting it again doesn't help, contact support.

Why do I see more HubSpot owners in User Mapping now?

Earlier, if your HubSpot account had more than 100 owners, only the first 100 showed in User Mapping. SmartReach.io now shows all of them. Open User Mapping and map any SmartReach.io users that couldn't be matched before.

Why didn't a meeting booked through Calendly show up in HubSpot?

HubSpot doesn't accept a meeting unless it has an owner. SmartReach.io uses the owner of the contact in HubSpot. When SmartReach.io creates the contact itself, it takes the owner from your User Mapping. If neither gives an owner, HubSpot rejects the meeting and it isn't logged.

To fix it:

• Assign an owner to the contact in HubSpot.
• Map every SmartReach.io user to a HubSpot owner in User Mapping.

Emails, notes and calls are logged even when the contact has no owner.

Why is one prospect not created or updated in HubSpot when others are?

HubSpot checks every value it receives against the rules set on that HubSpot property. HubSpot refuses the contact if a mapped value:

• isn't one of a dropdown property's options;
• has the wrong format, such as text in a number field;
• is empty for a property that HubSpot requires.

SmartReach.io skips that contact and keeps syncing the rest, and your integration isn't paused. To fix it, correct the value on the prospect in SmartReach.io, or change the field mapping.

Why is syncing a very large HubSpot list slow?

Every sync reads the whole list from HubSpot. If HubSpot asks SmartReach.io to slow down, SmartReach.io waits for as long as HubSpot asks and then carries on. Your sync is delayed, not stopped, and you don't need to do anything.

Should I use Reconnect or Delete?

Use Reconnect under the Connection tab. It keeps your sync settings, Do Not Contact list settings and field mapping.

After a reconnect, check your User Mapping. It is rebuilt by matching email addresses, and any SmartReach.io user without a match is mapped to the HubSpot user who reconnected.

Use Delete only if you want to remove the integration completely. Delete also erases your Do Not Contact list settings, field mapping and User Mapping, so you would need to set them up again.