Integration guide

HubSpot Integration Guide

Connect your HubSpot account to sync event leads as contacts. Map your fields, export your data, and keep everything in sync.

Before you start

A HubSpot accountAny tier works: Free, Starter, Professional, or Enterprise
Admin access to HubSpotYou'll need this to authorize the connection
An Intelevents accountWith at least one event set up
Some leads to syncThe contact and company data you want in HubSpot

Setting it up

  1. 1

    Navigate to Integrations

    Log in, select your event, then go to 'Integrations' in the sidebar. You'll see the HubSpot card there.

  2. 2

    Connect your account

    Click "Connect to HubSpot" and you'll be sent to HubSpot's authorization page. We use OAuth, so you're just granting Intelevents permission to read and write contacts and lists.

    Quick note on permissions

    We need read/write access to contacts and lists. That's it. If you're worried about granting access, you can always disconnect later from the same Integrations page.

  3. 3

    You're connected

    After authorizing, you'll be redirected back to Intelevents. The integration card will show your connected HubSpot account name.

Using the integration

Managing lists

Browse your existing HubSpot lists, create new ones, and see member counts. This is useful when you're organizing contacts by event or segment.

You can create static lists from here using show data.

Auto Sync

Auto Sync creates new HubSpot contacts automatically as event leads are captured. Set it up once and walk away—every lead from your booth flows into HubSpot in the background.

To turn it on:

  1. Open the HubSpot card and click "Auto Sync."
  2. Map your event lead fields to HubSpot fields (Email is required).
  3. Click "Save & Enable Auto Sync."

The card will show "Auto Sync Active" with the latest run time.

Exporting leads

The export wizard helps you choose the right contacts, review what is already in HubSpot, map your fields, and send everything over with confidence.

Select Records

Leads are grouped by email so repeat scans stay together. We check whether each contact is already in HubSpot, then let you review matches before exporting.

Field Mapping

Match your Intelevents fields to the right HubSpot properties. Standard details like name, email, and company are easy to connect, and custom properties can handle everything else.

Review & Export

Before anything is sent, you get a final summary of new contacts, records you'll skip, and records you'll overwrite, so it's easy to take one last look.

Field mapping

This is where you decide how your event data should land in HubSpot. Standard details like name, email, and company map easily, and custom properties are helpful for:

  • AI-generated data
  • Scanner info and survey responses
  • Any custom qualifiers you collected at your event

Pro tip: Start with a small test export to make sure everything lands where you expect. It's much easier to fine-tune 10 contacts than 1,000.

Things to watch out for

Existing contacts
If a contact is already in HubSpot, you can review the match before exporting and choose whether to skip it or overwrite it. If there's no email to match on, or HubSpot finds more than one possible match, we'll keep that record out of the overwrite path so nothing unexpected gets changed.
Field mapping mismatches
Make sure your HubSpot property types match your data. Trying to put a paragraph of text into a number field won't work. Create custom properties in HubSpot first if you need them.
Permission errors
If exports fail, double-check that your HubSpot user has the right permissions. You might have connected successfully but don't have contact-writing privileges.
Auto Sync and duplicates
If a lead already exists in HubSpot by email, Auto Sync skips it—existing contacts are never overwritten. Use Manual Export if you need to update existing records.
Editing Auto Sync settings
While Auto Sync is on, the field mapping is locked. Disable it first, make your changes, then re-enable.

Questions? Reach out to support and we'll be happy to help you get set up.

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