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Partner: Hubspot (CRM)

Learn how to create draft jobs in Teamtailor based on closed deals in Hubspot

Jelmer Stiekema avatar
Written by Jelmer Stiekema
Updated over a month ago

By activating the Hubspot integration, you'll be able to triggers the creation of a new job draft in Teamtailor based on closed deals in Hubspot.

HubSpot is a contact relationship management (CRM), marketing, sales, and customer service platform with a simple mission: to help companies maximize sales and grow better. By combining Hubspot with Teamtailor you can automize your deal workflow by automatically creating draft jobs in Teamtailor and assign the recruiter.


Getting started in Teamtailor

To enable the integration between Hubspot and Teamtailor, you connect your existing Hubspot account to Teamtailor through our Marketplace page.

First things first:
1. Collect your Hubspot Portal ID. Click here for instructions how to find this ID.
2. Go to your Teamtailor account to create an Admin Read/Write API key. Click here for more instructions.

Then go to your Teamtailor account and search for Hubspot in the marketplace.

Step 1. Activate Hubspot in the marketplace of the Teamtailor application

You will be redirected to the activations page in your Teamtailor settings where you can add your Hubspot client ID and the Teamtailor API key. You also provide:

  • Recruiter email: the default fall back email of the lead recruiter on the job draft.

  • Deal recruiter email field (Optional): add the internal API name of the Hubspot field that contains the email of the deal recruiter, this field allows you to set which recruiter should be linked to the draft job (see more instructions further down).

  • Additional validation (Optional): set extra conditions that a deal in Hubspot needs to meet before the integration is triggered (see more instructions further down).

  • Job tags (Optional): define extra tags to be added to the job draft in Teamtailor (see more instructions further down).

  • Default Job Template Name (case sensitive): define a fall back (default) job template that the integration should use for creating the job draft in Teamtailor (see more instructions further down).

Then click validate credentials, and if the system gives the 'green' GO you can click activate. If you get a red error there is likely something wrong with the Hubspot Portal ID or Teamtailor API key.

Step 2. Add your Hubspot details

You will then be redirected to the Hubspot authentication. If you are not yet logged in, your will first do that. When logged in Hubspot will ask you to select the account you would like to connect to Teamtailor.

Step 3. Select the Hubspot account you wan to connect


After selecting the account you will be asked to accept the conditions. Note that Hubspot will possibly mark Teamtailor as an unverified app. You can click accept.

The integration will now be activated!


Step 4. Accept the conditions


Preparing and using the integration

This integration supports the transfer of all deal, company and contact fields from Hubspot to 'job custom fields' in Teamtailor (note: this integration works specifically with job custom fields, not with candidate custom fields). Some fields are supported by default, and you can supplement these fields with other custom fields.

When you move a deal in Hubspot to the 'closed won' stage it will automatically create a job draft in Teamtailor with same name as the deal. The job draft will also include job custom fields based on fields on your Hubspot deal and will have a recruiter assigned. In your Teamtailor job overview make sure to filter to draft jobs to find the jobs.

Default fields from Hubspot

The integration will always take the 'deal name' from Hubspot and uses this as the Job ad title of the job draft in Teamtailor.


The integrations supports several default Hubspot fields for which you can (optionally) create job custom fields in your Teamtailor platform. It is important to be precise and use the exact names a below!

  • deal-id

  • contact-name

  • contact-lastname

  • contact-email

  • company-name

  • deal-url

  • contact-url

  • amount

  • closedate

  • dealstage

  • dealtype

  • job template name - ⚠️ not synced to a custom field, but used to select a job template for the job draft in Teamtailor.


Optional job custom fields in Teamtailor/Hubspot

Below we will share a list of frequently used fields, but as every Hubspot platform is uniquely customizable you can always check the 'properties' in your Hubspot platform to discover or create more options.

You can transfer any Hubspot deal, company and contact field (property) to the job draft by creating job custom fields in Teamtailor that exactly match the internal Hubspot API name.

You can find the internal Hubsport API name by going to Settings > Data Management > Properties. Search for the property, and click on the </> button to view the internal name.

Example payload - all fields you see below can be transferred if you create a job custom field in Teamtailor that matches the Hubspot API name. Note: every Hubspot environment is custom and will contain different fields.

Toggle down to see the payload 👈 👀

{
deal: {
id: '14811260149',
fields: {
amount: '1000',
'amount-in-home-currency': '1000',
closedate: '2024-06-14T08:01:02.727Z',
createdate: '2024-06-13T15:28:00.168Z',
'days-to-close': '0',
dealname: 'Test Job 1',
dealstage: 'closedwon',
dealtype: 'newbusiness',
'hs-all-assigned-business-unit-ids': '0',
'hs-all-owner-ids': '1604354505',
'hs-analytics-latest-source': 'OFFLINE',
'hs-analytics-latest-source-contact': 'OFFLINE',
'hs-analytics-latest-source-data-1': 'API',
'hs-analytics-latest-source-data-1-contact': 'API',
'hs-analytics-latest-source-data-2': 'sample-contact',
'hs-analytics-latest-source-data-2-contact': 'sample-contact',
'hs-analytics-latest-source-timestamp': '2024-04-05T13:29:39.711Z',
'hs-analytics-source': 'OFFLINE',
'hs-analytics-source-data-1': 'API',
'hs-analytics-source-data-2': 'sample-contact',
'hs-closed-amount': '1000',
'hs-closed-amount-in-home-currency': '1000',
'hs-closed-won-count': '1',
'hs-closed-won-date': '2024-06-14T08:01:02.727Z',
'hs-created-by-user-id': '52039565',
'hs-createdate': '2024-06-13T15:28:00.168Z',
'hs-date-entered-appointmentscheduled': '2024-06-13T15:28:00.168Z',
'hs-date-entered-closedwon': '2024-06-14T08:01:02.727Z',
'hs-date-entered-contractsent': '2024-06-14T08:00:57.616Z',
'hs-date-entered-decisionmakerboughtin': '2024-06-14T08:00:57.616Z',
'hs-date-entered-presentationscheduled': '2024-06-14T08:00:57.616Z',
'hs-date-entered-qualifiedtobuy': '2024-06-14T08:00:57.616Z',
'hs-date-exited-appointmentscheduled': '2024-06-13T15:31:27.754Z',
'hs-date-exited-contractsent': '2024-06-14T08:01:02.727Z',
'hs-date-exited-decisionmakerboughtin': '2024-06-14T08:00:57.616Z',
'hs-date-exited-presentationscheduled': '2024-06-14T08:00:57.616Z',
'hs-date-exited-qualifiedtobuy': '2024-06-14T08:00:57.616Z',
'hs-days-to-close-raw': '0.689613',
'hs-deal-stage-probability': '1',
'hs-deal-stage-probability-shadow': '1',
'hs-forecast-amount': '1000',
'hs-is-closed': 'true',
'hs-is-closed-won': 'true',
'hs-is-deal-split': 'false',
'hs-is-in-first-deal-stage': 'false',
'hs-is-open-count': '0',
'hs-lastmodifieddate': '2024-06-14T08:01:03.251Z',
'hs-num-associated-active-deal-registrations': '0',
'hs-num-associated-deal-registrations': '0',
'hs-num-associated-deal-splits': '0',
'hs-num-of-associated-line-items': '0',
'hs-num-target-accounts': '0',
'hs-object-id': '14811260149',
'hs-object-source': 'CRM_UI',
'hs-object-source-id': 'userId:52039565',
'hs-object-source-label': 'CRM_UI',
'hs-object-source-user-id': '52039565',
'hs-priority': 'high',
'hs-projected-amount': '1000',
'hs-projected-amount-in-home-currency': '1000',
'hs-time-in-appointmentscheduled': '207586',
'hs-time-in-closedwon': '1120',
'hs-time-in-contractsent': '5111',
'hs-time-in-decisionmakerboughtin': '0',
'hs-time-in-presentationscheduled': '0',
'hs-time-in-qualifiedtobuy': '0',
'hs-updated-by-user-id': '52039565',
'hs-user-ids-of-all-owners': '52039565',
'hs-v2-latest-time-in-appointmentscheduled': '207586',
'hubspot-owner-assigneddate': '2024-06-13T15:28:00.168Z',
'hubspot-owner-id': '1604354505',
'num-associated-contacts': '1',
pipeline: 'default',
'test-custom-field': 'test test test'
},
company: {
createdate: '2024-04-11T07:53:58.036Z',
domain: 'afas.com',
hs_lastmodifieddate: '2024-06-14T08:00:58.691Z',
hs_object_id: '11119714535',
name: 'AFAS Software'
},
contact: {
createdate: '2024-04-05T13:29:39.664Z',
email: 'bh@hubspot.com',
firstname: 'Brian',
hs_object_id: '6042637534',
lastmodifieddate: '2024-06-14T08:00:59.181Z',
lastname: 'Halligan (Sample Contact)'
}
}
}

Add a deal recruiter

Each job draft in Teamtailor needs to be linked to a recruiter (a user in Teamtailor). On the activation page in Teamtailor you can set a 'Recruiter email', which will be the default fall back for each job draft. Make sure the email that is used as fall back matches the email of a user in Teamtailor!

Because every deal can have a different recruiter in Teamtailor, you can also use the 'Deal recruiter email field' on the Teamtailor activation page to indicate the Hubspot field where we can find the email of this recruiter.

  1. You need to have a custom field in Hubspot where you add the email of the deal recruiter (for example with the name 'Deal recruiter email'). This field doesn't per se need a job custom field in Teamtailor, but you could of course add it there too.

  2. Find the internal Hubspot API name of this field and add it to the Teamtailor activation page (see example image below)

  3. Make sure to fill the Hubspot field with a recruiter email before moving the deal to closed won. The deal recruiter email needs to be the same as a user/recruiter in Teamtailor otherwise the job draft won't be created!

If you don't provide a field with the specific deal recruiter email, the integration will use the fall back recruiter email to add a recruiter to the Teamtailor job draft.

Add job tags

The integration allows you to add job tags to allow you to filter and group jobs based on those tags, for example to find all jobs of a specific customer or recruiter. The job tags are based on fields you have on the Hubspot deal.

The default job tags that are always included are:

  • deal-id

  • company-name

  • company-id

You can add more tags to transfer by using the 'Job tags' field on the activation config. The tag name needs to exactly match the Hubspot API name of the field you want to use as tag. Add the tags comma separated, note that the field is case sensitive, and don't use spaces between tags.

Find an example below where the amount and close-date on the Hubspot deal will be added as tags to the job draft.

Additional validation

By default the integration is triggered when you move a Hubspot deal to 'closed won'. In some cases you might want to add extra conditions/rules that a deal needs to meet before the integration is triggered. For example if you only want to create job drafts for certain services you offer. You can set this up by using the 'Additional validation' field on the activation config.

Use the exact API name of the Hubspot field that you want to use as additional validation, use a colon as separator, and then provide the exact value the field should have for the integration to trigger. You can add multiple conditions with commas and enters. Note that the field is case sensitive.

Find an example below where the integration will only trigger if the Hubspot field 'test-custom-field' has the value 'test test test', and the Hubspot field 'service-type' is set to 'Service 1'.


Select a job template for the Teamtailor job draft

As the integration allows you to create job drafts in Teamtailor based on closed deals in Hubspot, you can also define which job template should be used for the creation of the job draft.

Using a custom Hubspot field on the deal with the name 'job template name' allows you to specify which template should be used for the job draft. Simply by filling out the custom Hubspot field with the name of a job template you have in Teamtailor.

On the activation page you can also set a default (fallback) template that will be used in case there is no template specified on the Hubspot deal.



​What data is transferred?

Once the Hubspot integration is triggered the following information will by default be transferred between Teamtailor and Hubspot:

  • deal-name

  • deal-id

  • contact-name

  • contact-lastname

  • contact-email

  • company-name

  • comany-id (as tag)

  • deal-url

  • contact-url

  • amount

  • closedate

  • dealstage

  • dealtype

Depending on the extra custom fields you create, more data will be transferred.​


Need support?

Contact Teamtailor directly via:

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