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Connect HubSpot

Link your HubSpot portal to your workspace, then have each teammate connect their own account.

Updated · Admin

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What you'll need

  • An owner or admin role in your RareMachine workspace.
  • A HubSpot user who is allowed to install apps in your HubSpot portal. HubSpot controls this, so ask a HubSpot Super Admin if you are unsure.

Connect your portal

  1. Open Connections

    In the sidebar, choose Connections. A workspace with no CRM shows Choose your CRM.

  2. Choose Connect HubSpot

    On the HubSpot card, choose Connect HubSpot.

  3. Approve in HubSpot

    HubSpot opens. Sign in with the same email you use in RareMachine, choose your portal if asked, and approve the permissions HubSpot lists.

  4. Check the connection

    You return to Connections. The HubSpot panel shows Connected and your portal under the name.

  5. Work through Setup

    The Setup card lists Workspace connected, Your account connected, Field mapping reviewed and Lead owners matched to teammates. Choose Field mapping reviewed to open the mapping page, described in Map your fields.

  6. Have teammates connect

    Each teammate opens Connections and chooses Connect your account in the Only you section.

Result: HubSpot shows Connected, and an Open HubSpot button appears that takes you to your portal.

If it does not connect

  • That HubSpot portal is already connected to a different workspace. Ask an admin there to invite you, or disconnect it first. A colleague connected this portal to another workspace first. Ask them to invite you to that workspace.
  • HubSpot authorization was cancelled. Connect your personal HubSpot account when you are ready. You left the HubSpot screen without approving. Choose the connect button again.
  • HubSpot is signed in as a different person. Switch HubSpot to the same email you use in RareMachine, then connect your personal account again. Sign in to HubSpot with your RareMachine email and try again.

Frequently asked questions

Can I install from the HubSpot Marketplace instead?

Yes. Find RareMachine in the HubSpot App Marketplace and choose Install. HubSpot opens the RareMachine sign-in, you name your workspace if it is your first time, and you approve the permissions HubSpot lists.

Can I connect more than one HubSpot portal?

No. A workspace connects to one CRM at a time. To move to another portal, an admin disconnects HubSpot on the Connections page first.

How does HubSpot know who owns a new lead?

RareMachine matches teammates to HubSpot owners by email. Under Lead owner setup on the Connections page, choose Check owner matches to run the match again, and correct any row in the table.

Why does each teammate have to connect too?

Each person connects their own HubSpot account, and HubSpot applies that person's permissions to every action they take.

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