Integrating SaaSquatch with HubSpot

Important: This feature is only available for the current version of the SaaSquatch platform. If your program was created before April 2019 and you're interested in this feature, reach out to our Success team to chat about upgrading.

Our native integration with HubSpot automatically shares data between SaaSquatch and your HubSpot Sales and Marketing Hubs. After set-up, HubSpot will be able to send referral tracking, contacts and deal stage information directly to SaaSquatch. Important SaaSquatch information like referral codes, share links, and more will be visible on contact records. You can also set up a HubSpot lead capture form that sends referral data to SaaSquatch.

This guide covers:

1. Connecting SaaSquatch to HubSpot.
2. Setting up the HubSpot integration.
3. Syncing HubSpot data to SaaSquatch.
4. Using HubSpot data to trigger rewards or other goals and actions. This is optional, but recommended to help you get the most out of the integration’s capabilities.
5. Testing the integration in your test tenant.

Before starting, make sure that you have the following platform permissions:

SaaSquatch Full Access team member • HubSpot Super Admin

🔗 1. Connect SaaSquatch to HubSpot

Enable the HubSpot integration to get started.

1. Sign in to the SaaSquatch Admin Portal.
2. From the tenant selection dropdown, choose your live or test tenant.
   • Tip: We recommend setting up all integrations in your test tenant first. Once you’ve confirmed that your program rules are correctly triggered by the integration, repeat the setup process in your live tenant.
3. From the top navigation menu, go to Settings > Integrations.
4. Find the HubSpot card and click Connect to HubSpot.
5. Sign in with your HubSpot credentials.

🔗 2. Set up the integration

Next, connect a SaaSquatch referral program with HubSpot and pick your data sharing rules.

Important: HubSpot can only integrate with one referral program at a time. We use this program as the source of information when creating these new contact properties in HubSpot:

Referral code • Share link • Message links • Referred-by code • SaaSquatch user and account ID • Referral cookie

1. Pick a SaaSquatch program to connect to HubSpot.
2. Choose your contact and participant data sharing rules. By default, creating a contact in HubSpot creates a participant in SaaSquatch.
   • Note: There are also a few non-adjustable data sharing rules listed in the setup flow. You can return to view these at any time after setup.

Action	When
Create a contact in HubSpot	A participant is created An existing, unmapped participant is updated
Create a new participant in SaaSquatch	A contact is created An existing, unmapped contact is updated

3. Update the contact record layout in HubSpot to show participants' SaaSquatch data.
4. Review your selections and choose whether to sync all SaaSquatch participant data to HubSpot after setup.
   • Note: The initial data sync does not transfer your HubSpot contact records to SaaSquatch. If you’d like to import them after setting up the integration, then follow step 3: Sync HubSpot data.
5. Click Finish setup.

🔗 3. Sync HubSpot data (optional)

A bulk import is required to sync HubSpot contact data with SaaSquatch after the integration has been set up. We recommend a bulk import if you are new to SaaSquatch and want to set up your HubSpot contacts as participants. If you skip this step, then we’ll gradually sync your contacts and participants over time, in alignment with your data sharing rules.

1. Export your contacts from HubSpot as a .CSV file.
2. Adjust the .CSV file to match SaaSquatch’s accepted bulk import format. Our bulk user import doc has an example .CSV file and more details about the bulk import process.
   • Tip: Make sure that the name of the email column in the import file is email. We use this field to map contacts with participants.
3. In SaaSquatch, go to Participants and select Import users.
4. Upload the .CSV file.

To avoid errors, please double check the .CSV file you’ve prepared to make sure it follows the accepted import format. If you have questions about the acceptable format, then reach out to our Support team.

🔗 4. Use HubSpot data to trigger rewards or other goals and actions

Congrats! Your HubSpot integration is set up and ready to use. To get the most out of the integration, we recommend updating your program to perform actions, like rewarding referrers, based on the event data HubSpot sends to SaaSquatch.

As an example, this is one method of setting up a program rule that rewards the referrer and referred user when a deal status changes to Closed Won. Please note that the best way to incorporate HubSpot data into your program depends on your specific implementation.

1. Create a program goal that triggers when a Referred user performs an action.
2. For the event key, choose hubspot_deal_status_changed.
3. Update the goal criteria.
   1. Set the first condition to First time so that the referrer and referred user are only rewarded the first time this person is referred.
   2. Add a condition that triggers the goal when the fields.properties.stage equals closedwon.
4. Set up your goal actions as usual.

🔗 5. Test the integration (recommended)

If you set up the integration in your test tenant, then we recommend making sure that data sharing, referral tracking and program triggers work as intended. Testing steps vary based on the sharing rules you adjusted and your general program setup.

Test	Confirms that
Create four new SaaSquatch participants Use if: Your sharing rules create contacts in HubSpot	HubSpot contacts are correctly created or updated SaaSquatch properties sync to HubSpot
Create four new HubSpot contacts Use if: Your sharing rules create new participants in SaaSquatch	SaaSquatch participants map to HubSpot contacts
In SaaSquatch, manually connect referrals between two of your test participants Note: Use the participants who weren’t connected by a referral in HubSpot	Referral tracking information is correctly shared with HubSpot
In HubSpot, manually connect referrals between two of your test contacts Note: Use the contacts who weren’t connected by a referral in SaaSquatch	Referral tracking information is correctly shared with SaaSquatch
Create a deal with one of the new HubSpot contacts and change its status to Closed Won. Use if: You set up your program rules to perform an action when a deal’s status changes. If you used another status than Closed Won, test with that.	Program rules trigger correctly when a deal’s status changes