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Conversica HubSpot Setup Guide

Christian Soulard
  • Updated

Before Installation

Before beginning your Conversica installation, please ensure the following:

  • You have sufficient administrative permissions for your HubSpot account
  • Your Conversica account is provisioned and ready for use
  • You have established contact with your Conversica Technical Account Manager
  • You’re aware of which version of Hubspot you’re using, instructions can be found HERE

Installing the Conversica App

Notify your Conversica Technical Account Manager that you are ready to install the Conversica app. You will need to provide them with your Hub ID & Product Subscription (i.e. Marketing Hub or Sales Hub and CRM Only)

To find your Hub ID, navigate to your HubSpot account dashboard and scroll to the bottom of the screen. In the lower-right corner of the screen, you will see “Hub ID: XXXXX.”

Authorizing the Conversica App

Once your Conversica Technical Account Manager has your Hub ID, they will provide you with a link to authorize the Conversica app. When prompted by the link to “Authorize Conversica to use your data,” select Authorize to complete this step.
 

Getting Started (Marketing Hub Users)

*if using Sales Hub and CRM only please skip to “Getting Started | Sales Hub and CRM Only”

If you use HubSpot Marketing Hub (Basic, Professional, or Enterprise editions), Contacts are synced with Conversica via Lists. Adding a Contact to a List sends that lead to Conversica to be engaged. As such, you will want to create a List (or Lists) for each of your Conversica Conversations. Adding contacts to the list we're about to create will be the last step. 

 

Creating Lists in Hubspot

  1. To create a List, navigate to Contacts > Lists on your HubSpot Marketing Hub dashboard. Then, select the blue New List button at the top-right corner of the page.
  2. Click on the Name List button. This will open a text field where you can enter the name of your newly created List. Below this text field you can select a specific type of List to create:
  • Static Lists are only updated if a user manually adds or removes Contacts
  • Active Lists are updated continuously based on your account-specific rules in HubSpot
  1. Once your List is named and the type of List has been selected, you can Save the List. Again, keep in mind the following distinctions between Static and Active Lists:
  • Static Lists can be updated with new Contacts as often as is desired (Step three below is optional for Static Lists)
  • Active Lists require segmentation rules in HubSpot to determine when or under what conditions a new Contact should be added to the List
  1. Beneath the List type selection are options for segmenting Contacts. For more information regarding segmentation rules or List criteria, please refer to the available HubSpot documentation.

Connecting Hubspot to Conversica

Once your List is complete in Hubspot, you’ll need to connect it with your Conversica Account to map the appropriate conversation.

You may quickly and easily map a contact list or user list from your integrated system to a conversation from the Conversations page using the steps below.

  1. From the Conversica Dashboard, click Conversations.
  2. Hover over the desired conversation to display available options.
  3. Click Map New. (If you do not see your recently created contact list, click Refresh)
  4. Enter the contact list ID or Name.
  5. Click Add Mapping.

Note: If the desired contact list is already mapped, that option will be greyed out and [Already mapped] will be displayed following the contact list name and ID.

*Additional information on managing your contact lists & conversations in Conversica can be found here.

Activating your Contact List

With the pathway created, the last step is to Activate the Contact list.

*If you’ve already added contacts to your list in Hubspot, you’ll need to remove/re-add them after completing these steps. Once the list is active in Conversica, we will automatically message any leads that are added after.

  1. From the Conversation Editor Page, click on “Select Contact List” dropdown menu
  2. Select the desired Contact List
  3. Within the Contact List settings, click on the dropdown labeled “Inactive” and select “Active”

Conversica_-_ConversationEditor_2021-08-05_at_11.28.33_AM.jpg

 

This concludes the Marketing Hub Setup - you are now ready to leverage your Conversica Assistant to work leads from HubSpot!

Getting Started (Sales Hub and CRM Only)

*This section is only applicable for those using Sales Hub or CRM Only

If you use HubSpot Sales Hub or CRM alone (that is, you do not have a HubSpot Marketing Hub account), your Contacts are synced with Conversica by a custom property in HubSpot called “Conversica Conversation ID” (“conversica_conversation_id”). If you use either Sales Hub or CRM alone, your HubSpot account will automatically receive these new properties on Contacts when integrating with Conversica.

By providing the names of your preferred Conversica Conversation IDs to your Conversica Technical Account Manager, your Contacts can be synced to the proper Conversica Conversations.

 

Updating a Single Contact Conversation ID:

To add a Conversica Conversation ID to a single Contact

  1. Navigate to the specific Contact page in your HubSpot account.
  2. From the individual Contact page, on the left-hand side of the screen (in the “About” section) you’ll find an editable text field labeled “Conversica Conversation ID.”
  3. Update this field with the desired value to associate them with that Conversation ID.


Updating Multiple Contact Conversation IDs:

To add the same Conversica Conversation ID to multiple Contacts:

  1. Navigate to the Contact page in your HubSpot account ( Contacts > Contacts from the top menu):
  2. Use the checkboxes to select more than one Contact, and then click Edit. This will provide you with a new modal and dropdown menu to select the property you wish to update (for all selected Contacts):

Picture1.png

     3. From this modal, scroll down to “Conversica Conversation ID" and select it, or you can Search for “Conversica Conversation ID” in the provided search field.

     4. Once selected, you will be provided with a new text field below your selection. Enter the desired Conversation ID name in this field, and click Update to save your changes.

Connecting HubSpot to Conversica

Once the previous steps are complete, contact your Conversica Technical Account Manager and let them know you are ready to connect your HubSpot account with Conversica (using HubSpot’s REST API).

 

This concludes the Sales Hub and CRM Only setup – you are now ready to begin leveraging your Conversica Assistant to work leads from HubSpot!


Custom Contact Properties for Conversica in HubSpot

Activating the Conversica app will automatically create a new custom property group in HubSpot called “Conversica Information." This property group will contain the following custom properties outlined below. 

These properties can be pinned to the “About this contact” Section for added visibility. Instructions can be found in the next section.

Hubspot Custom Fields
Display Name Data Type API Field Name Data Example
Conversica Action Required Check Box conversica_action_required true, false
Conversica Action Required Date Date Picker conversica_action_required_date 1553302909000
Conversica Conversation Stage Single Line Text Box conversica_conversation_stage "Messaging"
Conversica Conversation Stage Date Date Picker conversica_conversation_stage_date 1553302909000
Conversica Conversation Status Single Line Text Box conversica_conversation_status "Sent Message"
Conversica Conversation Status Date Date Picker conversica_conversation_status_date 1553302909000
Conversica Date Added Date Picker conversica_date_added 1553302909000
Conversica Discovered Email 1 Single Line Text Box conversica_discovered_email_1 testemail@gmail.com
Conversica Discovered Email 2 Single Line Text Box conversica_discovered_email_2 testemail@gmail.com
Conversica Discovered Name Single Line Text Box conversica_discovered_name "John"
Conversica First Message Date Date Picker conversica_first_message_date 1553302909000
Conversica Found Phone Number Single Line Text Box conversica_found_phone_number 5555555555
Conversica Found Phone Number 2 Single Line Text Box conversica_found_phone_number_2 5555555555
Conversica Further Action Check Box conversica_further_action true, false
Conversica Further Action Date Date Picker conversica_further_action_date 1553302909000
Conversica History Multi-Line Text Box conversica_history  
Conversica Hot Lead Check Box conversica_hot_lead true, false
Conversica Hot Lead Date Date Picker conversica_hot_lead_date 1553302909000
Conversica Last Message Date Date Picker conversica_last_message_date 1553302909000
Conversica Last Response Date Date Picker conversica_last_response_date 1553302909000
Conversica Lead At Risk Check Box conversica_lead_at_risk true, false
Conversica Lead At Risk Date Date Picker conversica_lead_at_risk_date 1553302909000
Conversica Lead Profile Single Line Text Box conversica_lead_profile https://my.conversica.com/lead/profile/
Conversica Lead Status Single Line Text Box conversica_lead_status "None"
Conversica Lead Status Date Date Picker conversica_lead_status_date 1553302909000
Conversica SMS Opt Out Check Box conversica_sms_opt_out true, false
Conversica Stop Messaging Check Box conversica_stop_messaging true, false
Last Conversica Response Multi-Line Text Box conversica_last_response "yes, it is"
Conversica Skip to Follow Up Check Box conversica_skip_to_follow_up true, false

 

Conversica will use the following standard Hubspot fields in addition to the fields above. 

Display Name API Field Name Purpose
Contact Owner hubspot_owner_id Rep Assignment
Unsubscribe from all email hs_email_optout Unsubscribe

 

How to Pin Custom Properties:  

1. Click on the Contact Name 
2. Click on View All Properties on the left hand side 
3. Locate Conversica Information and expand the selection 
4. Locate Conversica History -> click on "Add to your view" 

 

Contacting Conversica for Support

For any other questions, please contact your Conversica Technical Account Manager or your assigned Account Manager. You can also email Conversica Support at support@conversica.com or call (888) 633-7738.

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