1. Award Force Help Centre
  2. Getting started
  3. API and integrations

Integrate with HubSpot

Alex Bon Ami
Updated

The Award Force HubSpot integration automatically syncs user and submission data between Award Force and your HubSpot CRM. This keeps your HubSpot records updated with the latest entrant and submission information from Award Force.

To activate or trial the HubSpot integration, contact our client success team.

Common uses

  • Sync entrant data from Award Force to HubSpot
  • Create or update HubSpot contacts
  • Link submissions to HubSpot companies
  • Sync submission form responses to HubSpot records
  • Keep entrant information synchronised across platforms
  • Create tickets or deals from submissions in HubSpot
  • Allow teams to view submission activity directly in HubSpot
  • Link associations between existing deals, companies, contacts, and tickets
  • Create records in specific stages of the ticket or deal pipeline
  • Create and update records in custom HubSpot objects

Integration events

User events

  • On user created
  • On user updated

Entry events

  • On entry submitted
  • On entry updated
  • On entry tagged

HubSpot objects supported

The integration can pass user and submission data to these HubSpot objects:

  • Companies
  • Contacts
  • Deals
  • Tickets
  • Custom objects

The integration can also create associations between contacts, companies, deals, and tickets within HubSpot

Getting started

Before configuration, configure all fields in Award Force and their corresponding HubSpot properties. If a record does not exist in HubSpot, the integration will create it. To update the record later, you will need a unique reference point. We recommend creating a custom property in the HubSpot object and passing the entry slug into your record.

To create this HubSpot property:

  1. Navigate to the object
  2. Click the menu icon next to the button in the top right corner
  3. Click Edit properties
  4. Click Create property
  5. Provide a name; i.e. "Award Force entry slug"
  6. Set the field type as single-line text

Configure the integration

Step 1: connecting Award Force to HubSpot

  1. In the Manage workspace, go to Settings > Integrations > Marketplace
  2. Click HubSpot
  3. In the pop-up window, click Configure
  4. Optionally update the integration name and click Next
  5. Click Connect to link your HubSpot account and grant Award Force permissions
  6. Click Next 

Step 2: configure events

  1. Select the data flows you want to enable:
    • Create and/or update a user in HubSpot when a user is created or updated in Award Force
    • Create and/or update an entry in HubSpot when an entry is submitted, updated, or tagged in Award Force
  2. If using the tagging event, enter the relevant tags in the Tags to filter entries field
  3. Click Next

Step 3: configure resources and objects

In the 'Resources' tab, choose what Award Force data to send to HubSpot and where in HubSpot to send it.

  1. Depending on your selected events, choose one or both from 'Local resources'
    • Users: to send user data to HubSpot
    • Entries: to send submission data to HubSpot
  2. Under 'External resources' choose all HubSpot objects you wish to send Award Force data to
  3. Click Next to open the 'Object configuration' tab
  4. If creating HubSpot pipeline values, enable the relevant toggle and follow the on-screen instructions
  5. Enter in your Deal pipeline, Deal stage, Ticket pipeline, and Ticket status values if needed
  6. Click Next 

Step 4: map resources

In the 'Resource mapping' tab, further define your data map based on your choices in the 'Resources' tab.

  1. In the External User Resource field, select the HubSpot object that will receive your user data — user data can only be mapped to one HubSpot object
  2. Under 'Entry Resource Map', choose the HubSpot objects that will receive data from your entry forms, mapping to multiple HubSpot objects if necessary
  3. Click Add to Entry Resource Map
  4. Select the Award Force Form and HubSpot Record Type, repeating as necessary
  5. (Optional) Click Add to Entry Resource Map to connect any associations you intend to create later
  6. When finished resource mapping, click Next

Step 5: map fields

In the 'Field mapping' tab, map Award Force user and entry field data to their corresponding HubSpot properties.

Award Force and entry form data can be mapped. Distinguish them by how they appear in the dropdown:

  • "User . Email" — the email address of the entrant
  • "Entry . Field . Email (ahYigPuW)" — a field in your entry form called "Email"

To ensure records can be updated correctly in future, map a unique value that exists in both Award Force and HubSpot. This allows the integration to locate and update the correct record instead of creating a duplicate. For users, email address is recommended. For other records, use the Award Force entry slug and map it to a custom HubSpot property.

If mapping user data:

  1. Set the Award Force user email in the Local Unique Identifier drop-down
  2. Set the HubSpot email in the External Unique Identifier drop-down
  3. Click Add to Field Map
  4. Set the same Award Force user email in the Local Field
  5. Set the same HubSpot email in the External Field
  6. Repeat steps 3–5 for each additional Award Force field you want to map to a HubSpot property

If mapping entry form data:

  1. Select it from the resource selections options
  2. Set the entry slug in the Local Unique Identifier drop-down
  3. Set the HubSpot custom property in the External Unique Identifier drop-down
  4. Set the same Award Force entry slug in the Local Field
  5. Set the same HubSpot custom property in the External Field
  6. Repeat steps 3–5 for each additional Award Force field you want to map to a HubSpot property
  7. Repeat for all of your selected maps in the resource selections options
  8. Click Next when finished

Step 6: associations (optional)

In this section, choose to create associations between the HubSpot record you will create and an existing contact, company, deal, or ticket. Associations are bi-directional — if you want to create an association between a deal and a company, you do not need to also create an association between the company and deal.

To create associations:

  1. Set the Enabled toggle to the on position
  2. Click Add to associations
  3. In the Associate from drop-down choose Contacts, Companies, Deals, or Tickets
  4. In the Associate to drop-down, choose Contacts, Companies, Deals, or Tickets that you'd like to link to in HubSpot
  5. Provide the Award Force lookup field slug
  6. Repeat steps 2-5 for each additional association as needed
  7. Click Finish when completed

Testing your configuration

You can test this integration in a HubSpot sandbox or development environment. If you don't have one, you can still test in your HubSpot environment by following these steps:

  1. Create a custom object and records for testing in HubSpot
  2. Configure your HubSpot integration and select tagging as the only event trigger in the 'Events' section
  3. Create a new tag that will not be accidentally applied to other entries—for example, "HubSpotTest"
  4. Complete the set-up following the instructions above

You can now send data to your HubSpot custom object by tagging test submissions with "HubSpotTest". This keeps your testing data separate from your live data.

Good to know

  • The HubSpot integration is a paid add-on.
  • A valid HubSpot account is required.
  • The integration syncs data from Award Force to HubSpot when submissions are created, resubmitted, or tagged with a configured tag.
  • If using tag-based events, tags must be defined during configuration.
  • Multiple HubSpot resources may be selected.
  • Unique identifiers (slugs) ensure the correct HubSpot records are updated.
  • Multiple HubSpot objects and associations can be created or updated from a single event through resource mapping.
Was this article helpful?
1 out of 1 found this helpful

Articles in this section

See more