HubSpot

HubSpot Help & Support

  • How to Get Started with HubSpot on Zapier
  • Common Problems with HubSpot
  • Popular Things To Do With HubSpot

How to Get Started with HubSpot on Zapier

About the HubSpot Integration#

  • Admin/owner permissions: Requires administrator permissions to connect to Zapier.
  • Paid/versioned account: Some Hubspot Trigger/Actions are now only available for customers on paid plans with Hubspot. These include New COS Blog Article, New Calendar Task, New Get COS Blog Authors, New COS Blog List, Create Calendar Task, Email Opens and Create COS Blog Post. Details on their pricing and plans can be found here.
  • Partner's documentation: More information can be found here.

Connect to HubSpot#

The first thing you'll need to do is connect your Hubspot account to Zapier! This is a simple process that you'll need to do as you create your Zap (don't worry about it before, we'll ask you to create it automatically as you start using Zapier!).

Connect your HubSpot

The first popup will ask for your HubSpot Hub ID. This can be found in the upper right corner of the page after you log into your Hubspot account.

Find your Hub ID in HubSpot.

Now you'll be given a HubSpot popup that will confirm that you will be authorizing Zapier to access and manipulate your HubSpot data. Just click authorize and you'll be automatically redirected to Zapier.

Authorize Zapier for HubSpot.

That was easy! Your HubSpot account is now set up in Zapier, you can test the connection to make sure that everything is working like you'd expect by pressing the "Test" button.

Tests look good!

Common Problems with HubSpot

400 Errors & Multiple Accounts#

If you add the same HubSpot account to Zapier twice, the original account (IE: the first one you added) will no longer work. You should be able to just reconnect your Account in Zapier instead of just adding it again. For example, in your Connected Accounts area:

Reconnect your account.

Timeout or Memory Errors#

On rare occasions HubSpot can return a lot of data which can clog up our system, in those cases we recommend removing a few fields from the Pull Custom Fields option listed above. Just remove the ones you don't need or use!

Trigger for New Form Entry Doesn't Have All My Fields#

Right now the HubSpot API does not support all fields for the new form entry. This is a known issue that the HubSpot team is working on.

In the meantime, if you make a list in HubSpot that is keyed off of the form submission, and then change your Zapier trigger to be the "New Contact in List" trigger, you'll have access to the entire contact profile in the action. This will solve the problem until we can get a better form submission trigger in there.

I'm getting an "Unable to add unknown contact to list" error#

The Add Contact to List action requires that the contact already be in Hubspot before they can be added to a list. The best way to ensure this is to add the Hubspot Create/Update Contact action before the Add Contact to List action. This guarantees that the contact exists and can then be added to the list.

Hubspot won't accept my date field#

Hubspot requires you to send the date as a UNIX timestamp. Luckily, you can do that with a simple Formatter step—learn more about that here: Converting a datetime value to a UNIX/Epoch timestamp.

In some cases, Hubspot also requires that a date/time be specifically midnight for a given date. In order to convert a date with a certain time into that same date at midnight, you'll need to add an additional Formatter step to first, convert the datetime to just the date without the time:

convert datetime to just a date

And then in the formatter step that converts it to UNIX, you will specify 12am:

convert to midnight

I changed a property on a contact and it's not triggering my zap#

Make sure that the property you're changing is on a contact and not on a company. Right now, we aren't able to trigger off property changes to company records, but we do have a feature request for this.

404 Error when trying to get Blog Authors#

Blog authors aren't supported on the current version of the API we're using. We plan to upgrade this in the future, but in the meantime, you can use the "Use A Custom Value" to set the Blog Author's ID. The easier way to find the IDs is to create another zap with the Create/Update Contact action and to click the dropdown for the Hubspot Owner field - you'll see the IDs in gray after the user's name:

""

So if you wanted zap@zapier to be the author, you'd set the Blog Author like this:

""

"Property values were not valid" message when creating a new contact#

Sometimes HubSpot returns the message Property values were not valid or The value supplied for the property _____ must be one of the available options.

This means that one of the fields in your action step template corresponds to a checkbox in Hubspot or Hubspot CRM, and you've specified something for that field that is not a "true" or "false" string—for example, a "yes", "no", "True", "False", etc. Hubspot will only take a "true" or "false" in those fields, so if your trigger app is passing data in different format, you can use a Formatter step to convert those values.

Multi-select fields won't work#

If you have a multi-select field in Hubspot, you can map data to it by putting a ; in between the options. For example, it would look like this:

""

That would result in more than one option being selected on the Hubspot side. Note that the data you pass to Hubspot has to exactly match the option in Hubspot, including punctuation and capital letters.

Smart List is not available in the dropdown#

The Add Contact to List action only works with Static Lists in Hubspot. Smart Lists will not show up here. You'll need to change your list in Hubspot to be a static list, or else use the Create/Update Contact action to update the property that would make a contact automatically qualify for a Smart List.

This access_token does not have proper permissions!#

This error means that the Hubspot account you have connected to Zapier does not have enough permissions to perform your configured action in Zapier. You should add the permissions mentioned in the error to move forward.

More info on Hubspot permissions here: https://knowledge.hubspot.com/articles/kcs_article/settings/hubspot-user-roles-guide

New Contact in List triggers on contacts that are not in the list#

Dynamic lists may use conditions that rely on properties that HubSpot will set for new contacts, but not immediately e.g. Original Source. If the condition only excludes certain values the contact may match the conditions briefly until the properties have been set. Add a "The contact property X is known" condition to the list to prevent this.

I'm getting the error "api.hubapi.com returned (403) Forbidden and said "This access_token (###) does not have proper permissions! (requires all of [content-access])"#

Generally, we see this error when trying to add an event to a HubSpot calendar that the connected account doesn't have access to. The "New Calendar Task" trigger only works with HubSpot Marketing product's content calendar - not normal Hubspot CRM tasks.

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