Overview

The HubSpot integration keeps contacts, companies, and activity in sync between Artisan and HubSpot so that reps working in either tool always see the same picture of a prospect. Artisan automatically pulls relevant HubSpot records into the workspace on a rolling basis and pushes people Ava has engaged with back into HubSpot as contacts (with an associated company).

Configuration is split into two tabs:

• Basic sync: the high-level switches that control what comes in from HubSpot, which people go out to HubSpot, and how exported records are attributed.

• Advanced: granular control over property mapping (Contacts, Companies, Activity), owner mapping, and status mapping.

The sections below walk through every field in both tabs, plus the sync behavior and frequency details that sit underneath the UI.

Contacts, companies, and deals sync from HubSpot every 10 minutes. List memberships sync every hour.

Basic sync

The Basic sync tab controls the top-level import and export behavior for the HubSpot integration. It is the first tab users see when they open the HubSpot integration page.

Import your HubSpot data

Artisan automatically pulls HubSpot contacts, companies, and deals into the workspace on a rolling basis, and pushes people Ava has engaged with back into HubSpot as contacts along with Ava's activity.

When should people records from Artisan export to HubSpot?

Controls which Artisan people records get pushed out to HubSpot. Every exported person becomes a Contact in HubSpot, and Artisan also creates the associated Company record if one does not already exist.

Three options:

1. Export all people contacted (default): Every person Ava has contacted gets exported to HubSpot. Choose this for maximum CRM coverage, for example when the customer wants HubSpot to reflect all outbound activity regardless of engagement.

2. Only export people who have replied: Only people who have replied to any message get exported. This keeps HubSpot cleaner by excluding prospects who have never engaged.

3. Only export people who replied positively: Only people whose replies were classified as positive get exported. This is the most selective option and is typically used when the customer wants HubSpot to represent sales-ready leads only.

Note: This setting determines when a record is first exported. It does not retroactively delete records that were exported under a previous setting.

Do you want to map a contact source?

When enabled, every record Artisan exports to HubSpot is tagged with a source attribution so that the team can track which contacts originated from Artisan. The default tag is "Artisan AI".

When the toggle is on, two fields appear:

Source property

The HubSpot contact property where the attribution value will be written. Defaults to hs_analytics_source, which is the standard HubSpot field for tracking the original source of a contact. Customers can select any other HubSpot property from their account (for example, a custom "Lead source" field).

Attribution value

The literal string written into the Source property for every Artisan-exported contact. Defaults to "Artisan AI". This can be edited to match internal naming conventions (e.g., "Ava", "Outbound - Artisan").

Advanced

The Advanced tab gives granular control over how HubSpot data maps into Artisan and how Artisan data flows back. It is organized into three sub-tabs:

• Property mapping: field-level mapping for Contacts, Companies, and Activity

• Owner mapping: mapping HubSpot lead owners to Artisan team members

• Status mapping: mapping Artisan contact statuses to HubSpot statuses

Property mapping

Property mapping defines how individual HubSpot properties correspond to Artisan fields. The tab is split into three entity sub-tabs: Contacts, Companies, and Activity.

Each row in Contacts and Companies has four columns:

• Artisan field: the Artisan-side field name (fixed, not editable).

• HubSpot property: the HubSpot property the Artisan field maps to. This has a preset value but the user can change it to any compatible property in their HubSpot (including custom ones).

• Import priority: what takes precedence when both Artisan and HubSpot have a value. Defaults to CRM, meaning values in HubSpot always win, and if the leads are added to a campaign, the messaging will uses values from HubSpot. This can be changed to “Artisan”.

• Export behavior: how Artisan writes values back to HubSpot. Defaults to Fill if empty, meaning Artisan only writes to the HubSpot property if HubSpot's value is blank; it does not overwrite existing CRM data. The other options are "Overwrite" and "Do not export".

Contacts

• All defaults have Import priority set to CRM and Export behavior set to Fill if empty.

• Additional fields from Artisan can be added and mapped to the desired HubSpot property. Once added, they will be exported following the rules set in the “Export behavior” setting.

Companies

• All defaults have Import priority set to CRM and Export behavior set to Fill if empty.

• Additional fields from Artisan can be added and mapped to the desired HubSpot property. Once added, they will be exported following the rules set in the “Export behavior” setting.

Activity

The Activity sub-tab controls which Artisan activity types get pushed to HubSpot and where they land. It has a different column structure from Contacts and Companies:

• Activity type: the Artisan-side activity (fixed).

• HubSpot destination: a toggle that turns the sync on or off for that activity type, plus a label showing what it syncs to in HubSpot.

• Activity label (+ button in the rightmost column): lets users add a custom label that appears on the HubSpot record (for example, to distinguish "Artisan LinkedIn" vs. "Artisan Email" in HubSpot reports).

Emails, LinkedIn messages, LinkedIn connection request messages, and Meetings booked all write into HubSpot's Activity timeline. Notes write into HubSpot Notes. Tasks write into HubSpot Tasks.

Owner mapping

• The Owner mapping sub-tab handles who owns a record in HubSpot versus in Artisan.

• If a duplicate contacts/companies exist, Artisan uses the owner of the most recently modified contact/company to determine the owner of the corresponding Artisan record.

• Mapping rows get populated once HubSpot owners are detected in synced data, and the Artisan-side owners can be set per row.

Status mapping

The Status mapping sub-tab controls how Artisan contact statuses get exported back to a HubSpot property. The subtitle reads "Export Artisan contact statuses to HubSpot".

HubSpot field selector

At the top of the tab, there is a dropdown that selects which HubSpot property receives the status values. The default is hs_lead_status, HubSpot's standard lead status property.

Show advanced / Hide advanced: toggles whether the full mapping list is visible. In the default collapsed view, users see the umbrella Artisan statuses. In advanced view, the full list becomes visible.

When an Artisan contact moves between statuses, Artisan updates the HubSpot status property with the mapped value. If the customer uses a property other than hs_lead_status, the dropdown values in the right column will change to reflect that property's available options.

Record creation on export

When Artisan exports a person to HubSpot, it first checks whether the contact already exists before creating anything new. The same logic applies to the associated company — Artisan always associates a company with every exported contact, but only creates a new one if no match is found.

Contact lookup and creation

Artisan looks for an existing HubSpot contact using email and LinkedIn URL as match keys.

• If an existing contact is found: Artisan syncs activity and exports field updates to that existing contact, following the rules selected in Basic sync and the Export behavior setting on Property mapping.

• If multiple duplicate contacts are found: Artisan deduplicates on its side, stores one HubSpot contact ID per lead, and syncs all future activity and field updates to that single record.

• If no existing contact is found: Artisan creates a new Contact in HubSpot.

Company lookup and creation

When a Company is exported, Artisan looks for an existing record using website as the match key. (LinkedIn URL matching is on the roadmap.)

• If an existing company is found: Artisan associates the contact with that company and updates its fields according to the Export behavior rules. No new company is created.

• If no existing company is found: Artisan creates a new Company in HubSpot and associates it with the contact.