A Native Integration between Hubspot and Grip is available for Registration data.
In this guide we will cover :
- Getting Hubspot API credentials
- Connecting to Hubspot in the native integration wizard
- Pointers
- Important Notes
If you have already set up a successful connection within the Grip dashboard, and are ready to complete the integration, we recommend reading the primary Native Integration guide.
Needs to knows:
Hubspot has a rate limit of 10,000 records. This means it will only pull 10,000 records on each scheduled run. When we request records from Hubspot, we receive all record types, not just those that have been recently added or updated. If you have new records to pull and you are not seeing these in the wizard, you will need to re-run the integration until the records appear (repeat). Alternatively, you can add a date and time filter based on when you know those records were added/updated in Hubspot.
Getting Hubspot Credentials
To connect to Hubspot in the native integration wizard, you will need:
- Access Token
1. The first step of getting the access token, will be setting private app in your Hubspot account, You will need to be a Hubspot superadmin of your account to take these steps.
Q. How do I set up a private app in Hubspot?
Follow these detailed instructions outlined in the Hubspot developer documents
https://developers.hubspot.com/docs/api/private-apps .
We recommend naming your private app to clearly indicate it will be the one used for Grip.
2. Now that the private app is set up, the access token will be available for the superadmin users. To find the access token, navigate to settings, Integrations, and private apps.
3. On the Access token card, click Show token to reveal your access token. Click Copy to copy the token to your clipboard for use in Grip’s dashboard. You will not need the Client secret.
Note: The same Access token will provide access for all Lists within the Hubspot account. For security, we recommend Rotating the access Token once an integration has stopped running in Grip.
Connect Hubspot
This section will provide steps on how to connect to Hubspot. This section assumes that you have already configured a Private App and API access on Hubspot and have access to the required credentials.
When would I use this?
These steps should be taken as your first step to configuring a Native Integration with Hubspot.
How do I use this?
1. Connect to Hubspot, there are two Hubspot blocks depending on that data that needs importing.
- Contacts
- Any lists that are set up, the contacts within will be available in this connector block.
- Companies
- Company data may also be stored in Hubspot. This can be imported, however its important that if Company data is relavent for various event, that identifing fields are added in Hubspot.
2. The next window you will need to add your access Token.
3. Next you can select your source event that data should be imported from. You can use the built in search functionality.
A list of "events" will be available. These events are synonymous to lists in Hubspot. If you there are various lists associated to the event, additional integrations will need to be set up.
4. Select Source data from Hubspot. Click the down arrow next to 'Select data type(s)'. The only option should be "Contacts". Select which data type in Grip data should be imported too. If there are different "registration types" within the same lists, the filter step will be important to identify who to import into this Grip data type. See Important Notes for more information on filtering.
Note: only one Grip data type can be selected, if additional types are needed, an additional integration should be set up.
5. Under the section 'Only retrieve records that were created within the following period' (pointers), select one of the two options:
-
- 'From the last time Grip successfully retrieved records' is the recommended option for integration that will be scheduled to run repeatedly. This will look for any new or updated records.
- 'From start time to end time' is the recommended option if you are trying to run an update and want to make sure all records are updated. The recommended start time would be when registration opened and the recommended end time would be today.
6. This has now connected the Hubspot to the Grip event, click next and move onto filtering and data mapping.
Recommended next steps :
Pointers
Hubspot Companies
Pointer type: Update time of the last record
Pointer during preview (Filtering, Mapping, Preview): Yes
Check on creation time or update time: Update time | Creation time
Data type filtering: No
Time window filtering: Yes (start time only)
Hubspot Contact
Pointer type: Last imported time
Pointer during preview (Filtering, Mapping, Preview): No
Check on creation time or update time: Update time | Creation time (compare locally)
Data type filtering: No
Time window filtering: No (we fetch all the contacts first and filter locally)
Important Notes
You may need to run Hubspot integrations many times in a row to get all available registrations. This is because:
- Hubspot does not support data type filtering so Grip must process all available records in a List, which can be slow.
- Hubspot limits every integration run to retrieving only 1000 records at a time, many of which will not be the correct data type.
- If you don’t see as many registrations as you expect, keep running the integration on repeat, even if Grip shows that 0 records are being imported each time.”