HubSpot Integration

Connect HubSpot to PepoSmart to automatically sync meeting data, create or update contacts, log meeting notes, and create follow-up tasks. This integration helps your sales and marketing teams stay organized by keeping HubSpot updated with all your scheduling activity.

Prerequisites

• A PepoSmart account (Team or Enterprise plan recommended)
• A HubSpot account (Free, Starter, Professional, or Enterprise)
• Permission to authorize Connected Apps in your HubSpot portal
• Super Admin or appropriate user permissions

Connecting HubSpot

Step 1: Navigate to Integrations

1. Log in to your PepoSmart account at app.peposmart.com
2. Click Integrations in the left sidebar
3. Find the HubSpot card in the CRM section

Step 2: Authorize PepoSmart

1. Click the Connect button on the HubSpot card
2. You will be redirected to HubSpot's authorization page
3. Select the HubSpot portal you want to connect
4. Review the permissions requested (detailed below)
5. Click Connect app to grant access

Step 3: Verify Connection

1. You will be redirected back to PepoSmart
2. The HubSpot card should now show Connected
3. Your HubSpot portal name will be displayed

Data We Access

PepoSmart requests only the minimum permissions necessary to provide CRM integration. Here is a complete list of what we access and why:

OAuth Scopes Used

• crm.objects.contacts.read - Search and read contact records
• crm.objects.contacts.write - Create and update contact records
• crm.objects.deals.read - Read deal records and pipeline stages
• crm.objects.deals.write - Update deal stages with AI suggestions (user-approved only)
• oauth - Basic OAuth authentication

What We Do NOT Access

• Companies or company records
• Marketing emails or campaigns
• Forms or landing pages
• Reports or analytics
• Workflows or automation
• Your HubSpot settings or configuration
• Other users' data in your portal
• Files or documents

How Booking Data Syncs

When a Meeting is Booked

1. Contact Lookup: PepoSmart searches for an existing contact matching the attendee's email address
2. Contact Creation (if needed): If no match is found, a new contact is created with:
   • First Name and Last Name
   • Email Address
   • Phone Number (if provided during booking)
3. Duplicate Handling: If the contact already exists, we skip creation and use the existing record
4. Meeting Engagement: A meeting engagement is created on the contact's timeline with:
   • Event title, start time, and end time
   • Contact's timezone
   • Phone number (if provided)
   • Custom booking form questions and answers
   • Meeting location or link

After Meeting Notes are Processed (AI Features)

If you have AI Meeting Notes enabled and the meeting was recorded, additional data syncs after processing:

1. Meeting Note: A note engagement is created on the contact's timeline with structured sections:
   • Booking Details: Invitee timezone and any custom questions and answers from the booking form
   • Summary: AI-generated meeting summary with key points (formatted as clean plain text)
   • Meeting Insights: Sentiment analysis and buyer intent signals detected by AI (when available)
2. Follow-up Tasks: Action items extracted by AI are created as HubSpot tasks:
   • Subject: Action item description
   • Priority: Based on AI analysis (High, Medium, Low)
   • Status: Not Started
   • Due Date: 7 days from meeting (default)
   • Associated with: The contact record

Example Task Types Created

• Send Pricing: When you promised to send pricing information
• Send Proposal: When you committed to sending a proposal
• Send Demo Access: When you offered a demo or trial
• Answer Question: When there was an unanswered question
• Schedule Follow-up: When another meeting was discussed
• Send Resources: When you promised to share materials

Deal Stage Sync (AI-Powered)

After meeting analysis, PepoSmart uses AI to suggest deal stage updates based on conversation content, sentiment, and buyer intent signals detected in the meeting transcript.

1. Deal Lookup: PepoSmart reads the current deal stage and pipeline associated with the contact
2. AI Analysis: Meeting transcripts are processed by AI to detect buyer intent, sentiment, and next steps
3. Smart Stage Matching: PepoSmart uses semantic stage matching to intelligently map AI suggestions to your actual pipeline stages:
   • Alias Matching: Recognizes common stage name variations (e.g., "qualified", "lead", "new" all map to your Qualification stage)
   • Positional Fallback: If no name match is found, maps the suggested stage to the equivalent position in your custom pipeline (e.g., a "Proposal" suggestion maps to the stage at roughly 40% through your pipeline)
4. Stage Suggestion: An AI-generated deal stage suggestion is presented in PepoSmart, matched to your actual pipeline stage names
5. User Approval Required: Deal stage updates are never applied automatically. You must review and explicitly approve any stage change before it is written to HubSpot

Data Handling & Security

What We Store

• Access Token: Encrypted OAuth token for API calls (auto-refreshed)
• Refresh Token: Encrypted token to maintain persistent connection
• Token Expiration: To know when to refresh the access token
• Sync References: IDs of created contacts, notes, and tasks for tracking

Data Retention

• OAuth tokens are stored only while the integration is connected
• Sync reference IDs are kept in booking records for audit purposes
• No HubSpot record content is cached or stored in PepoSmart
• All data can be deleted upon request per our Privacy Policy

When You Disconnect

Upon disconnecting the HubSpot integration:

• Access and refresh tokens are immediately deleted from our systems
• No further API calls are made to your HubSpot portal
• Records already created in HubSpot remain unchanged
• Sync reference IDs may be retained in booking history for your records

Using the Integration

Verifying Synced Data

1. Book a test meeting through your PepoSmart booking page
2. Log in to HubSpot
3. Search for the attendee's email in Contacts
4. View the contact's Activity Timeline to see logged notes
5. If using AI Meeting Notes, check for created tasks after the meeting

Sync Timing

• Contact & Meeting Engagement: Within seconds of booking confirmation
• Meeting Notes Sync: After AI processing completes (typically 5-15 minutes post-meeting)
• Task Creation: Immediately after meeting analysis is complete
• Deal Stage Suggestions: Available after meeting analysis, applied only when you approve

Disconnecting HubSpot

From PepoSmart

1. Go to Integrations
2. Find the HubSpot card
3. Click Disconnect
4. Confirm the disconnection

Revoking Access from HubSpot

To completely remove PepoSmart's access from your HubSpot portal:

1. Log in to HubSpot
2. Click Settings (gear icon)
3. Navigate to Integrations → Connected Apps
4. Find "PepoSmart" in the list
5. Click Actions → Uninstall

Troubleshooting

Connection Failed

• Verify you have Super Admin or appropriate permissions in HubSpot
• Check that Connected Apps are enabled in your HubSpot settings
• Ensure you're selecting the correct HubSpot portal during authorization
• Try using an incognito/private browser window

Contact Not Created

• Check if a contact with that email already exists (we skip duplicates)
• Verify your user has permission to create contacts
• Check for required properties that might be blocking creation
• Review HubSpot's activity log for any errors

Notes Not Appearing

• Confirm the integration shows as "Connected" in PepoSmart
• Check if the contact record exists (notes need a related contact)
• Verify AI Meeting Notes is enabled for the booking
• Wait for meeting notes processing to complete

Tasks Not Created

• Ensure AI Meeting Notes is enabled for the booking
• Wait for meeting notes processing to complete (check meeting details in PepoSmart)
• Verify your user has permission to create tasks in HubSpot

Support & Contact

Need help with your HubSpot integration? We're here to assist:

Response Times

• Free & Personal Plans: Within 48 business hours
• Team Plan: Within 24 business hours
• Enterprise Plan: Within 4 business hours (priority support)

For HubSpot Administrators

If you're a HubSpot administrator reviewing this integration for your organization, please contact us at [email protected] for:

• Security questionnaires and compliance documentation
• SOC 2 report requests
• Data Processing Agreements (DPA)
• Custom security reviews

Additional Resources

• General Troubleshooting Guide
• Frequently Asked Questions
• Contact Support
• Privacy Policy
• Terms of Service

Last updated: February 2026. This documentation is provided for HubSpot administrators and users evaluating the PepoSmart integration.