HubSpot Integration
LaunchBay's HubSpot integration turns closed deals into active projects in seconds. When a deal hits "Closed Won" or a contact's lifecycle stage changes to "Customer," LaunchBay automatically creates a project from one of your existing templates, invites the client to their white-labeled portal, and assigns onboarding tasks for them to complete.
No copying deal info into a new project. No manually sending invites. No lag between "sold" and "started." Your sales team closes the deal in HubSpot, and your delivery team has a fully set up project ready to go in LaunchBay.
Note: While we have plans to extend the capabilities of LaunchBay's HubSpot integration, it is currently a one-way sync from HubSpot to LaunchBay during automated project creation. If you need to sync data back and forth between HubSpot and LaunchBay, our Zapier integration provides additional syncing abilities in the meantime.
How to Connect HubSpot + LaunchBay
Here's how to install the HubSpot integration and connect it to your LaunchBay account:
- In your LaunchBay account, go to your Settings page and click the "Integrations" tab.
- Expand the HubSpot section and click "Connect Your HubSpot Account."
- A HubSpot modal will open. Select your HubSpot account and click "Connect App."
Note: LaunchBay's HubSpot integration was recently released and is pending approval on the HubSpot Marketplace. During this time, you will see a warning from HubSpot that you are "Connecting to an unverified app." You can safely disregard this message.
- After completing the steps in the HubSpot modal, return to LaunchBay to confirm the integration is live. If connected, the HubSpot section will display "Connected to Portal" along with a Portal ID.
Once connected, you'll be able to create HubSpot workflows that use LaunchBay's "Create Project" action. The instructions below explain how to set up your first workflow.
How to Set Up Your HubSpot Workflow
After completing the initial connection, you can use LaunchBay's "Create Project" action directly within any HubSpot workflow. By adding and configuring a single action, LaunchBay's integration will create projects from your templates, automatically invite clients to their portals, and assign and send tasks for them to complete, all without any manual work.
We recommend starting with a new HubSpot workflow the first time you use the integration.
- Log in to your HubSpot account and navigate to Automation > Workflows.
- Click "Create Workflow" in the top right corner.
- Choose the "From Scratch" option and give your workflow a name.
Configure Your Enrollment Trigger
A benefit of LaunchBay's HubSpot integration is that it lets you use HubSpot properties you're already familiar with to trigger workflows.
There are many triggers that can be used for enrollment. The example workflow in this guide triggers when a contact's Lifecycle Stage property becomes "Customer." The Advanced Setup section at the end of this guide covers additional options.
To set up this trigger:
- Select the "Property Value Changed" option under "Data Values."
- Select "Lifecycle Stage" as the property name.
- Select "Lifecycle stage is any of Customer" as the new value.
Tip: The enrollment trigger shown above will only invite a single client to the new LaunchBay project. If you frequently need to invite multiple clients to the same project, see the "Adding Multiple Clients to the Same Project" section under Advanced Setup.
Configure the LaunchBay "Create Project" Action
In the action step (which appears automatically after configuring your trigger), search for "LaunchBay" and select the "Create Project" action under "Integrated Apps."
In the "Edit Action" sidebar, configure the following fields:
| Field Name in Hubspot | Details + How to Use it |
| Project Name | Defines the name of each project the action creates. For a dynamic name, map this field to a HubSpot property such as "Company," "Deal Name," or a custom property like "Project Type." |
| Project Template | Select the LaunchBay template you want each new project to be created from. |
| Project Owner | Select a team member from the dropdown. The project tags you specify must already be added as a user on your template in LaunchBay. Do not fill in both this field and Project Owner Email. |
| Project Owner Email | Select a team member from the dropdown. The project owner you specify must already be added as a user on your template in LaunchBay. Do not fill in both this field and Project Owner Email. |
| Client Full Names | Set this to the corresponding name field(s) from the trigger. The example in this guide populates the first and last name of the contact whose lifecycle stage changed to "Customer." |
| Client Emails | Set this to the corresponding email field(s) from the trigger. The example in this guide populates the email of the contact whose lifecycle stage changed to "Customer." |
| Auto-Assign Client *Optional, but recommended | When checked, LaunchBay will automatically assign the contact(s) you invite to all client-facing tasks, removing the need to assign them manually after the project is created. Note: checking this option assigns clients to tasks but does not send the tasks or make them visible. To send tasks automatically, set up an automation directly in your LaunchBay template, which gives you full control over which tasks are sent and when. |
|
Project Tags *Optional |
Tags you want to apply to the new project. Type in the tag names exactly as they appear in your LaunchBay account. If you've already set up project tags in your LaunchBay template, they'll carry over automatically each time a new project is created. Unless you want to add new or different tags, you can leave this blank. |
| Custom Field Values *Optional |
Use this section to dynamically set values for custom fields in each new LaunchBay project based on information from HubSpot. For example, map your "Client Business Address" custom field in LaunchBay to the "Address" field in HubSpot. To set custom field values, use the following format: FIELD-NAME: VALUE |
Tip: The Client Full Names, Client Emails, Project Tags, and Custom Fields entries all support multiple items. To configure these properly, separate each item with a new line.
Review and Turn On
After configuring the LaunchBay "Create Project" action, save and test your workflow with a sample contact. Once confirmed, click "Review and Turn On." LaunchBay will start automatically creating projects, inviting clients to their branded, white-labeled portal, and kicking off onboarding with no manual steps from your team.
Advanced Setup
The instructions above cover the fastest way to get started with LaunchBay's HubSpot integration. The sections below cover optional configurations for more complex use cases.
Adding Multiple Clients to the Same Project
The example earlier in this guide adds a single client to a new project. If you need to invite multiple clients to the same project, LaunchBay's HubSpot integration supports that as well.
The most common scenario: inviting multiple contacts at a company who are associated with a new Closed Won deal in HubSpot to a single LaunchBay project.
Before you begin: To invite multiple clients via the integration, you first need to set up association labels between contacts and deals in HubSpot. Association labels let you pull in information for individual contacts on a deal as separate line items.
For example, after setting up labels like "Contact 1," "Contact 2," and "Contact 3," you'll be able to pull properties like "Contact 1: Email" and "Contact 2: First Name" and pass them to LaunchBay on separate lines.
For more information on association labels, visit HubSpot's support article on association labels.
Step 1: Once your association labels are set up, create a new workflow and choose "Property Value Changed" as the trigger. Select the deal property you want to use. The example below triggers when a deal stage becomes "Closed/Won."
Step 2: With your trigger added, add LaunchBay's "Create Project" action. Configure all fields as you normally would. The only difference is in the Client Full Name and Client Emails fields. For these fields, under "Trigger & Event Date," click "Associated to Enrolled Deal" and then "Contact."
Under the "With Labels" section, select the name and email properties for each of your contacts.
Map these fields to the Client Full Names and Client Emails entries on separate lines.
Dynamically Choosing a Template with Branches
The example workflow earlier in this guide creates every new project from a single template. If your business has multiple use cases that are specific to project type, industry, team, or anything else, you can dynamically choose a template based on information from the trigger.
For example, a custom HubSpot property called "Service Type" with options like "CRM Implementation," "Web Design," and "Branding" can route to the corresponding template in LaunchBay. When a client's "Service Type" is set to "CRM Implementation," the workflow creates a project from your CRM Implementation template.
To set this up:
- After your trigger, add a HubSpot "Branch" action.
- In the branch configuration, select the HubSpot property you want to use as the criteria for each subsequent "Create Project" action.
- Under each branch, add a LaunchBay "Create Project" action and select the template that corresponds with that branch.
Tip: If you often invite clients to multiple projects and set up a workflow like the one described above, turn on the "Re-enroll" toggle to allow contacts to enter the workflow again and be added to new projects.
