HubSpot

Connect HubSpot and the leads your AI agents collect arrive in your CRM as contacts. When a conversation has finished, a note is added to that contact with the topic, the customer’s first question and a link back to the whole chat in Botvee. Your sales team works from HubSpot and sees what the AI already found out.

Before you start

• A HubSpot account — You need to be allowed to install apps in it
• Leads with an email — HubSpot contacts are matched on email, so a lead without one waits until it has one

How to set it up

1. 1

   Open the window

   Go to Dashboard → Integrations → HubSpot and click “Connect”

2. 2

   Click “Connect HubSpot”

   HubSpot opens. Sign in, choose the account and approve access to contacts

3. 3

   Check it

   Back in Botvee, click “Sync now” to send what is waiting straight away

For the whole workspace, or for one agent

At the top of the HubSpot window you choose “All AI Agents” or one agent.

• All AI Agents — The workspace connection. It sends the leads and conversations of every agent that has no HubSpot account of its own
• One agent, its own account — Choose the agent, then “Connect HubSpot for this agent”. That agent sends only to that account, and the workspace account no longer receives its leads
• One agent, the workspace account — The agent has its own two switches, so you can stop one agent sending without stopping the rest

What happens next

1. 1Visitor becomes a lead
2. 2Contact created in HubSpot
3. 3Conversation ends
4. 4Note added to the contact

• Leads already in Botvee are sent too, newest first, a batch at a time
• A note is added once a conversation has been quiet for 30 minutes. Chats from the week before you connect onwards are included
• It runs by itself every few minutes. “Sync now” is for checking straight away

Chats in the HubSpot Inbox

With HubSpot Service Hub or Sales Hub Professional, your Botvee chats can also appear in HubSpot’s own Inbox, and your team can answer them there. Switch on “Chats in the HubSpot Inbox” in the HubSpot window. You may be asked to connect HubSpot again and allow it.

• What shows up — Chats with a customer who gave an email, or who writes on WhatsApp, with the customer’s messages and the replies of the AI and your team
• Replying from HubSpot — Write in the thread as usual. Botvee sends it to the customer on the channel they used, takes the chat from the AI and uses 1 credit, like a reply from the Botvee Inbox
• If it could not be delivered — Botvee adds a line in the HubSpot thread saying so and returns the credit
• Not shown — Chats with neither an email nor a WhatsApp number, and chats that have been quiet for over a week when you switch it on
• Agents — The switch belongs to a HubSpot connection: the workspace account, or an agent’s own account

What it never does

• It does not overwrite your contacts — on a contact that already exists it only fills in a name, phone or country that is empty
• It does not send anyone who asked not to be contacted
• It does not delete anything in HubSpot, even when you disconnect

Good to know

• Use the two switches in the window to send only leads, or only conversation notes
• A HubSpot account can be connected once: to one workspace, and within it to the workspace or to one agent. Agents that should share an account use the workspace connection
• Disconnecting an agent’s own account sends that agent back to the workspace account, which then sends what it has not sent yet
• Click “Disconnect” to stop sending. To remove Botvee from HubSpot itself, use Settings → Integrations → Connected apps in HubSpot
• Sending does not use credits

Troubleshooting

• “HubSpot stopped accepting the connection — connect again” — Click “Connect again”
• “That HubSpot account is already connected to another Botvee workspace” — Disconnect it there first
• A permission is missing — Connect again and approve everything HubSpot asks for
• “That HubSpot account is already connected here” — It is already used by the workspace or by another agent. Use the workspace connection for this agent
• Some items “could not be sent” — They are tried again an hour later, up to five times