Connect RecRam to HubSpot

What this guide covers

The HubSpot integration sends every RecRam form response to your HubSpot CRM. RecRam finds the contact by e-mail address, creates it if it doesn't exist yet, fills in the contact details, and logs the answers as a note on the contact's timeline, with a link back to the full response in RecRam. This guide shows how to connect your HubSpot account, what is sent on each response, and how to disconnect.

Before you start

• Plan: the HubSpot integration is available on every RecRam plan, including the free trial.
• RecRam role: only organization owners and admins can connect or disconnect HubSpot. Once it is connected, anyone who can edit a form can change that form's HubSpot settings.
• HubSpot account: you need a HubSpot account and a HubSpot user who is allowed to install apps in it.
• An e-mail question: HubSpot contacts are matched on e-mail address, so the form needs a contact info question with an e-mail field, or an e-mail question. Responses without an e-mail address are not sent to HubSpot.
• A saved form: save the form at least once. Until then the Integration tab shows "Save the form first to set up integrations."

Connect HubSpot

The connection belongs to your RecRam organization. You connect one HubSpot account once, and every form in the organization can use it. Each form has its own HubSpot settings.

1. In RecRam, open the form in the form builder and click Publish.
2. Open the Integration tab and choose HubSpot.
3. Click Connect HubSpot. HubSpot opens in a pop-up window. If nothing opens, allow pop-ups for RecRam in your browser and try again.
4. Sign in to HubSpot if asked, then choose the HubSpot account you want to connect.
5. HubSpot shows the permissions RecRam asks for: read and write access to contacts. Approve the request.
6. The pop-up closes. The panel now shows Connected to HubSpot and the domain of the connected HubSpot account.

Set up the form

1. Under Sync Options, keep Create timeline notes on if you want the answers logged on the contact's timeline. It is on by default.
2. Optional: under Field Mapping, pick a HubSpot contact property for any form question you want stored in a property. Each question has a searchable list of the contact properties in your HubSpot account. Leave a question empty if you don't need it in a property; its answer still appears in the timeline note.
3. Click Save HubSpot Settings. Responses are sent to HubSpot only after you save.

Test the connection

Click Test at the bottom of the panel. RecRam reads one contact from the connected HubSpot account to confirm that the connection works, and shows Connection successful, or Connection failed with the error HubSpot returned. The test does not create anything in HubSpot.

To check the whole flow, submit a test response to the form with your own e-mail address, then open that contact in HubSpot.

What happens on each response

1. Find or create the contact. RecRam takes the respondent's e-mail address and creates a HubSpot contact with it. If a contact with that e-mail already exists, RecRam updates that contact instead of creating a duplicate.
2. Fill in the contact details. First name, last name, phone and company are taken from the contact info question when the respondent filled them in.
3. Apply your field mapping. Each mapped question's answer is written to the HubSpot property you chose. Empty answers are skipped, so they don't overwrite existing values.
4. Log a timeline note (when Create timeline notes is on). The note is attached to the contact and lists the form name, the response date, the respondent's name, and every answer. Video answers appear as their transcript when it is available. The note ends with a View full response in RecRam link to the response, with the video, in your RecRam dashboard.

If sending to HubSpot fails

RecRam records the last error for the form. If five responses in a row can't be sent, RecRam pauses HubSpot sync for that form so it doesn't keep failing. Responses that arrive while sync is paused are not sent to HubSpot; they stay in RecRam.

To resume:

1. Fix the cause. Common causes are a disconnected or expired HubSpot connection, and a field mapping that points to a HubSpot property that was deleted or can't be edited.
2. Open the form's HubSpot panel again (Publish → Integration → HubSpot) and click Save HubSpot Settings. Saving clears the error count and turns sync back on for that form.

Reconnect HubSpot

If HubSpot access expires or is revoked, for example because the app was uninstalled in HubSpot, the HubSpot panel shows "HubSpot needs to be reconnected. Responses may not be delivered until you reconnect." and the integration is marked Needs reconnect. An organization owner or admin can click Reconnect and approve the HubSpot request again. Your forms keep their HubSpot settings.

Disconnect HubSpot

In RecRam

1. Open any form's HubSpot panel (Publish → Integration → HubSpot).
2. Click Disconnect, then confirm. Only organization owners and admins can do this.

This removes the HubSpot connection for every form in your organization, and RecRam revokes its access token with HubSpot. Forms stop sending responses to HubSpot until someone connects again. Contacts and notes already created in HubSpot are not changed.

In HubSpot

You can also remove RecRam from HubSpot: in your HubSpot account, go to Settings → Integrations → Connected Apps, open RecRam, and uninstall it. RecRam can no longer reach your HubSpot account, stops sending responses, and shows Needs reconnect for the integration.

What data is shared

RecRam asks HubSpot for two permissions: crm.objects.contacts.read and crm.objects.contacts.write.

HubSpot object	Access	What RecRam does with it
Contacts	Read	Finds the existing contact by e-mail address; reads one contact when you click Test.
Contact properties	Read	Lists your contact properties so you can choose them in Field Mapping.
Contacts	Write	Creates or updates the respondent's contact: e-mail, name, phone, company and the properties you mapped.
Notes	Write	Adds one timeline note per response to the respondent's contact.

RecRam sends HubSpot the data from the respondent's form response only. On the RecRam side, the HubSpot access tokens are stored encrypted, together with the connected HubSpot account's ID and domain and the e-mail of the HubSpot user who connected it. Disconnecting removes the tokens. See our Privacy Policy and Terms of Service.

Get help

If something doesn't work as described here, e-mail support@recram.com or use the contact page. Tell us the form name and, if you have one, the error shown in the HubSpot panel.

Related guides

• All RecRam integrations
• Connect RecRam to Zapier, Make, and n8n
• Set Up Webhooks and API, and Wait for AI Delivery