Setup guide
Installing RareMachine takes a few minutes. You need a HubSpot account allowed to install Marketplace apps, and a WhatsApp number for your team to message.
Last updated 30 September 2026
Before you start
- Permission to install apps in HubSpot. HubSpot controls which users may install Marketplace apps; its Super Admin or App Marketplace access settings determine that. RareMachine does not require portal roster access.
- Available HubSpot API access. Account limits and feature permissions apply. Check the capabilities and request volume your team needs during the pilot.
- One workspace per person. A RareMachine account belongs to a single workspace. Colleagues join yours by invitation rather than creating their own.
1. Install from the HubSpot Marketplace
Find RareMachine in HubSpot's App Marketplace and choose Install. HubSpot opens our sign-in inside its own window:
- Sign in, or create a RareMachine account. Continuing with Google or a magic link is the quickest route — both sign you in immediately.
- If you sign up with an email and password, we send a confirmation link. Take as long as you need; the install waits, and you can click the link on any device. Come back to the HubSpot window and it will have moved on by itself.
- Name your workspace, if this is your first time.
- Approve the permissions HubSpot asks for.
You can also start from our side: sign up first, then use Connections in the dashboard and choose HubSpot as your CRM.
2. Connect WhatsApp
The agent runs in WhatsApp. In the dashboard, follow the WhatsApp step to link the number your team will message. Each rep links their own WhatsApp number to their RareMachine user, so the agent knows who is asking and attributes CRM changes to the right owner.
3. Invite your team
Invite teammates manually from RareMachine's workspace member settings. After joining, each teammate must connect their own HubSpot account before using CRM tools. RareMachine does not import your HubSpot user roster or send automatic invitations in V1.
What the agent can do
| Object | Read | Write |
|---|---|---|
| Contacts | Search, view | Create, update — with approval |
| Companies | Search, view | Create, update — with approval |
| Deals | Search, view, pipelines | Create, update — with approval |
| Owners | Read, for attribution | — |
| Field schemas | Read, including your custom fields | — |
Every write asks first. The agent proposes the change, you approve it in the chat, and only then does it touch your CRM. Every action — approved, denied or failed — is written to an audit trail.
If the install stops
| What you see | Why | What to do |
|---|---|---|
| HubSpot does not allow the install | The installing HubSpot user may not have Marketplace app installation access, or a requested permission may be unavailable. | Ask a HubSpot Super Admin to grant App Marketplace access or install the app. |
| “Already connected” | This HubSpot portal is connected to a different RareMachine workspace — usually a colleague got there first. | Ask an admin of that workspace to invite you, or disconnect it there first. |
| “A different portal is connected” | Your workspace already has another HubSpot portal, and we will not overwrite it silently. | Run the install again and tick "replace" if you meant to switch. |
| “Your workspace already uses a CRM” | A workspace connects to one CRM at a time, and this one is already connected to a different CRM (Frappe or Zoho). The install changes nothing. | An admin can disconnect that CRM on the Connections page, then run the install again. |
| “This install session expired” | Install sessions last 30 minutes. | Start again from HubSpot; nothing was changed. |
Disconnecting
Use Disconnect in the dashboard to delete our stored credentials and personal grants. Manage external authorization through HubSpot's connected-app settings as well. Conversations and submitted captures have their own retention/deletion rules.
Still stuck?
Support — we answer.