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Connect HubSpot to ScaleFlow

This guide shows you how to connect your HubSpot account to ScaleFlow so you can:

  • Sync contacts and tickets from HubSpot into ScaleFlow.
  • View full customer context while replying across channels (LINE, WhatsApp, Facebook, and more).
  • Use AI and automation workflows powered by your CRM data.

You do not need to copy API keys or configure complex technical settings. Just sign in to HubSpot and authorize access.

How HubSpot and ScaleFlow work together​

  • HubSpot: where you store customer information, pipeline stages, support tickets, and CRM interaction history.
  • ScaleFlow: where you consolidate conversations from multiple channels, reply to customers, and coordinate with support teams or AI Assistant.

After connecting:

  • Contacts and tickets from HubSpot can sync into ScaleFlow.
  • Agents can see richer customer context when responding.
  • You can build AI Agent workflows based on HubSpot data (for example: welcome new leads, send meeting reminders, re-engage older customers).

Before you start​

Prepare the following:

  • An active HubSpot account with permission to authorize third-party apps (usually admin or super admin).
  • A ScaleFlow account with integration management permission:
    • You can see the Integrations menu in the left sidebar.
    • You can click Add connection on the HubSpot page.
  • Around 5-10 minutes for the first-time setup.

Note: HubSpot connection uses secure OAuth sign-in. You will be redirected to HubSpot to grant access, then sent back to ScaleFlow. No API key setup is required.

Step overview​

StepWhereWhat to do
1ScaleFlowOpen the HubSpot page and click Add connection
2ScaleFlowChoose Production or Sandbox environment
3HubSpotSign in and authorize ScaleFlow access
4ScaleFlowVerify the connection is active
5ScaleFlow(Optional) Configure data sync and field mapping
6ScaleFlow(Optional) Set up AI Agent with HubSpot data

Step 1: Open HubSpot in ScaleFlow​

  1. Sign in to ScaleFlow.
  2. In the left menu, choose Integrations.
  3. In the provider list, find HubSpot (orange HubSpot icon).
  4. Click HubSpot to open its connection management page.
  5. Click Add connection.

Open Hubspot

Step 2: Choose connection environment​

The setup page explains what ScaleFlow needs permission for:

  • Read HubSpot account details (email, domain).
  • View, create, and edit contact data.
  • Sync contact data between HubSpot and ScaleFlow.

Choose one of two environments:

OptionWhen to use
HubSpot ProductionReal customer and business data. (Recommended for daily operations)
HubSpot SandboxTest environment. Test data may still sync into ScaleFlow, so use only for experiments.

Important: If your company uses both Production and Sandbox, create two separate connections with clear names (for example: HubSpot Production, HubSpot Sandbox).

Open Hubspot

After selecting the environment, click Continue on HubSpot.

Step 3: Sign in to HubSpot and grant permissions​

  1. Your browser opens a HubSpot popup window.
  2. If needed, sign in with your HubSpot email and password.
  3. HubSpot shows the requested permissions for ScaleFlow. Review and click Connect / Authorize.
  4. After success, the popup closes and you return to ScaleFlow.

Choose Hubspot

If the popup is blocked​

  • Your browser may block new windows. Click the blocked-popup icon in the address bar and choose Always allow.
  • Click Continue on HubSpot again.

If you do not have authorization permission​

Contact your HubSpot admin to get app installation/authorization permissions, or ask an admin to complete the authorization step for you.

Step 4: Confirm the connection is successful​

Go back to Integrations -> HubSpot in ScaleFlow.

The connection is successful when you see:

  • A new connection row in the list (for example: HubSpot Production).
  • Status shown as Connected (active/connected).
  • HubSpot Company ID displayed under the connection name.

Connect Hubspot Success

Actions on a connection card​

ActionWhen to use
TestVerify ScaleFlow can still communicate with HubSpot.
ReconnectRequired when reauthorization is needed or access has expired.
DisconnectPause sync while keeping the configuration.
DeletePermanently remove the connection (cannot be undone).

Click the arrow icon or Manage connection to open the detail page.

Step 5: Manage the connection - 3 main tabs​

The HubSpot connection detail page has 3 tabs:

  1. Display
  2. AI and Automation
  3. Data sync

Display tab​

Here you can:

  • Rename the connection (for example, from HubSpot Production to HubSpot - Sales Team) for easier identification.
  • View read-only HubSpot information:
    • Synced company name
    • Company ID
    • Environment (Production or Sandbox)

Note: Company metadata is sourced from HubSpot. When HubSpot updates, ScaleFlow reflects those updates automatically. No manual metadata editing is required.

Display Hubspot

Data sync tab​

This is where you monitor and control synchronization.

Sync overview​

You will see:

  • Total synced contacts
  • Total synced tickets
  • Last sync time

Need fresh data immediately from HubSpot? Click Sync now.

Note: Sync now is available only when the connection status is active.

Data sync Hubspot

Configure synchronization behavior​

By default, ScaleFlow syncs using standard settings. You can fine-tune:

SectionMeaning
Customer data syncSelect which customer fields (name, email, phone, etc.) sync from HubSpot to ScaleFlow.
Ticket field mappingDefine how HubSpot ticket fields (status, priority, custom fields) appear in ScaleFlow.

Click Configure on each section to open the mapping dialog. Changes apply only to new or updated data after saving.

Recent sync activity​

You can review recent sync runs, including start time, end time, number of records, and status (success/running/error).

If the list is empty, click Sync now once to start.

AI and Automation tab​

Once HubSpot is connected, you can use CRM data for AI workflows:

  • Get started - create a new AI Agent attached to this HubSpot connection.
  • Suggested flows - built-in ideas such as:
    • Lead classification follow-up
    • Meeting reminders
    • Customer lifecycle stage updates
    • Re-engagement campaigns
    • Post-demo follow-up
    • Customer handoff assistant

Ai Automation Hubspot

For AI Agent setup details, see AI Agent and AI Assistant.

Step 6: Use HubSpot in daily operations​

Suggested workflow after the connection is stable:

  1. A customer sends messages via LINE, WhatsApp, Facebook, or another channel -> messages appear in Inbox.
  2. ScaleFlow matches or syncs contact data from HubSpot -> you can see email, CRM stage, and related history.
  3. Staff reply to the customer; if follow-up tracking is needed, create a Ticket.
  4. Updated contact data in HubSpot syncs back to ScaleFlow on schedule or when you click Sync now.

Frequently asked questions​

I cannot see the Integrations menu or Add connection button​

Your ScaleFlow account may not have integration management permission. Contact your company administrator.

Should I choose Production or Sandbox?​

  • Production - for real customers and real business data.
  • Sandbox - for testing only, to avoid syncing test data into your working environment.

The status says Reauthorization required​

HubSpot access may have expired or been revoked. Open HubSpot connections -> click Reconnect -> sign in to HubSpot and grant access again.

I clicked Sync now but do not see contacts/tickets​

Try this checklist:

  1. Confirm the connection status is active.
  2. Click Test on the connection card.
  3. Open the Data sync tab and check whether recent activity shows errors.
  4. Make sure the selected HubSpot account actually has data (at least a few contacts or tickets).
  5. If still unresolved, contact your ScaleFlow administrator.

Can I connect multiple HubSpot accounts?​

Yes. Each click on Add connection creates a separate connection (for example, one Production and one Sandbox, or two different HubSpot portals).

I want to temporarily stop syncing​

Click Disconnect on the connection card. To remove permanently, use Delete (cannot be undone).

Company information in ScaleFlow differs from HubSpot​

HubSpot is the source of truth for company metadata. Verify values in HubSpot; ScaleFlow will update on the next sync.

Once HubSpot is connected and stable:

  1. Run Sync now for the first time to pull existing contacts and tickets.
  2. (Optional) Configure field mapping if your team needs additional custom HubSpot fields.
  3. Add FAQ/policy content to Knowledge to improve AI response quality.
  4. Create an AI Agent using one of the suggested flows in AI and Automation.
  5. Combine with messaging channels such as LINE or WhatsApp to centralize conversations.

References​

In ScaleFlow, the HubSpot management page also includes a View guide link that points to this document.