Connect HubSpot

Connecting HubSpot brings your companies, deals, contacts, and win/loss outcomes into Playwise HQ and keeps them in sync both ways — so reps see live opportunities beside the right battlecard. This guide walks through the whole setup, screen by screen.

What you’ll do

1. Authorise Playwise HQ to access HubSpot.
2. Let Playwise HQ auto-configure your field mappings.
3. Review and adjust four things: field mappings, reference data, users, and win/loss reasons.
4. Complete setup to switch sync on.

Set aside about 10–15 minutes. Nothing syncs until you complete setup, so you can leave and come back.

Before you start

• You need the Admin role in Playwise HQ. Integrations are hidden from other roles.
• Be signed in to HubSpot as someone who can authorise a third-party app.
• You can connect one HubSpot portal per Playwise HQ account. If one is already connected, disconnect it first.

1. Start the connection

1. In Playwise HQ, click the profile icon in the top-right of the header and choose Integrations.
2. On the HubSpot card, click Connect.
3. On the Connect to HubSpot screen, click the Connect to HubSpot button. You’ll be sent to HubSpot to sign in and grant access, then returned to Playwise HQ automatically.

HubSpot will ask you to approve the access Playwise HQ needs: read and write on companies, deals, and contacts, plus read access to owners and to your field definitions.

2. Let Playwise HQ auto-configure

Playwise HQ now sets things up for you — discovering your HubSpot field schemas, generating field-mapping recommendations, matching reference data, and auto-matching users by email. This takes a few seconds and needs nothing from you. When it finishes, the Review Configuration screen opens.

3. Review your configuration

The Review screen has one card for each part of setup. Work down them — most are already done for you, so you’re mainly confirming and filling gaps.

Field mappings

This controls which HubSpot field feeds each Playwise HQ field. The common fields are already mapped.

1. Expand an entity row to see how complete it is and to confirm or map any optional fields inline.
2. For the full editor, click Edit all fields on that row.
3. The editor has a tab per record type: Organization, Opportunity, and Contact — these pair with HubSpot’s Company, Deal, and Contact.
4. Each row links one Playwise HQ field to a HubSpot field. Use the direction dropdown to choose Bidirectional, To HubSpot, or From HubSpot, and the Select external field dropdown to pick the HubSpot field.
5. Auto-configured fields are read-only — you only fill in any unmapped fields you care about.

Note

HubSpot records a deal’s outcome in its stage rather than in a separate status field, so there is no separate Win/Loss Record tab here. Win and loss data is configured on the Win/Loss Reasons card instead.

Reference data

Playwise HQ lines up your HubSpot lists — Industries, Opportunity Stages, and Opportunity Types — with its own. Each has its own card showing whether it needs attention.

1. Click the card’s button (Review or Reconfigure) to open the reconcile panel.
2. Playwise HQ imports the HubSpot values and only asks you to resolve “orphans” — Playwise values still in use that didn’t match. Pick a replacement for each, then click Apply replacements.

Two things are specific to HubSpot:

• Opportunity Stages import from HubSpot. Your HubSpot pipeline stages are the source of truth, and Playwise HQ consolidates its own stages into them. Won and lost stages are recognised automatically from the stage settings in HubSpot.
• Opportunity Types use HubSpot’s standard Deal type field, so there is no extra step to choose which field to read — unlike Pipedrive, where deal type lives in a custom field.

User mapping

This makes sure deal ownership syncs to the right person.

1. Click Edit on the User Mapping card.
2. Each row is a Playwise HQ user. Use the Select CRM user dropdown to link them to their HubSpot user — anyone matched by email is already filled in.
3. Turn on the Fallback owner switch for whoever should own records whose owner can’t be matched (it defaults to you). Select that person’s CRM user first.
4. Click Save & Close.

Not ready to do this now? Skip for Now leaves it for later — you can reopen the card at any time.

Win/loss reasons

If you record why deals are won or lost in HubSpot, Playwise HQ can pull that in. This card appears when Playwise HQ finds fields that look like they hold win or loss reasons.

1. On the Win/Loss Reasons card, turn on Do you capture win/loss reasons in HubSpot?
2. Click Select Fields, tick each HubSpot field that holds a reason, and set whether each is a Win, Loss, or Both.
3. Click Continue.

How each field behaves depends on its type:

• Text fields — the first one you pick for an outcome syncs both ways. Any further text fields for the same outcome import from HubSpot into Playwise HQ only.
• Dropdown and multiselect fields — one way only. When a rep records a win or loss, the selected HubSpot value is copied into an editable draft of the detailed win or loss reason in Playwise HQ.

Prefer to leave this off? Playwise HQ will simply prompt your team to capture reasons when deals close.

4. Complete setup

When you’re happy, click Complete Setup.

• If anything essential is missing, Playwise HQ lists the issues that must be resolved before completing setup and keeps the button disabled until you fix them.
• Warnings don’t block you — they’re flagged as review recommended, and you can complete setup with them showing.

Playwise HQ then turns on two-way sync and registers the HubSpot webhooks for you, and you land on the HubSpot management page with its Overview, Field Mapping, and Webhooks tabs.

From then on, changes in HubSpot flow into Playwise HQ and changes in Playwise HQ flow back. Existing records come across as they are created or updated.

Good to know

• There’s nothing to set up inside HubSpot. Playwise HQ registers and verifies the webhooks itself when you complete setup.
• If Playwise HQ later loses access to your portal, the HubSpot card shows Connection Issue Detected and asks whether you recently uninstalled the Playwise HQ app from your HubSpot portal. Choose Yes, I uninstalled it to close the integration down cleanly, or No, try reconnecting to retry.
• If the connection shows an error at any other time, see Reconnecting a CRM integration.

Related

How CRM sync works

Manage or disconnect a CRM

Reconnecting a CRM integration